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63 Accelerated Project Delivery: project delivery approach that reduces the overall time from conception to completion. Accountability: the process of demonstrating progress on tasks, actions, and performance metrics against stated targets, goals, and objectives established to fulfill the mission of the organization. Accountability is the responsibility of each individual assigned to tasks to monitor and report on what and how progress has been achieved or fallen short. Actual Cost: actual hourly rate for each person performing services multiplied by the actual hours worked. Also known as direct cost or direct labor. Adjusted Bid: the process whereby an evaluation process assigns point values according to a rating system and the qualitative aspects of proposals are scored on a scale of 0 to 100 points and price is then divided by that score to yield an adjusted bid. Advisory Circular (AC): a document published and issued by the FAA that provides guidance to airports on the implementation of FAA regulations, policies, and procedures. After Action Review: examination of lessons learned from completed projects and contracts that can be documented and applied to improve future endeavors. Agency: any formalized unit of government having administrative, programmatic, legal, fiduciary, and/or regulatory functions granted to it through legislation, governmental mandate, or other means and for which it receives or generates revenue. Agreement: a formal document that states a shared understanding of roles and responsibilities, expectations, and obligations between two or more parties. It can range from a written agree- ment among and between internal departments to an executive order signed by an elected official that requires coordination, communication, and collaboration of defined parties to deliver a specific product. It can take the form of a Memorandum of Agreement signed by participating entities, a Memorandum of Understanding that binds parties to a specified outcome, or a Charter or Covenant that defines a process and its targeted outcomes. Airport Agency: includes both Airport Government Agencies (AGA) and Authorities (quasi- government). Airport Capital Plan (ACP): the document that defines the financial and programmatic expen- ditures for the capital programs and projects proposed to meet facility needs as well as agency mission and goals for a multi-year period. The ACP includes the scope, cost, and schedule data for the programs and projects. Airport Government Agency (AGA): includes all airports under the management of a city, county, or state government entity. Airport Improvement Program (AIP): grant program administered by the FAA to fund improve- ments related to airport safety, capacity, security, and environmental concerns. Funds can be used on eligible projects for professional services such as planning, surveying, and design. Alternative Dispute Resolution: process of forging an agreement between conflicting parties without litigation, often with the assistance of a third party. A p p e n d i x B Glossary
64 procuring and Managing professional Services for Airports Alternative Project Delivery Methods: methods of designing and constructing a project other than the traditional Design-Bid-Build. Architectural and Engineering (A&E) Professional Services: professional services provided by a registered architect or professional engineer to support the design or construction of a horizontal or vertical infrastructure project, including pre-design and design for horizontal and vertical infrastructure, landscape architecture and urban design, cost estimating and scheduling, construction administration and management, resident inspection, survey, geotechnical investigative services, and wind/shadow/solar analysis. Authority: quasi-government agency. Benchmarking: the process of comparing an agencyâs or individualâs performance metrics to best practices from similar industries. Dimensions typically measured are quality, time, and cost. Improvements from learning mean doing things better, faster, and cheaper. Benefit-Cost Analyses (BCA): assists the FAA in identifying proposed projects that will provide a net benefit to the aviation community. The FAA requires BCAs for all capacity projects that require more than $10 million in AIP discretionary funds; however, BCAs can also be requested for less costly projects at the discretion of the local FAA district office. Best Value Bid: weighting of qualifications criteria with total cost for the selection of professional services. Best Value Selection: selecting the most advantageous offer by evaluating and comparing all relevant factors in addition to cost or price. Brooks Act of 1972: sets forth a âQualifications-Based Selection (QBS)â process requiring architectural and engineering firms to compete for government contracts on the basis of experience and technical expertise, rather than simply on cost. Budget: a detailed outline of cost to perform and deliver the service outlined in the contract scope, by task and by person hours. The budget must coincide with the fee type and include rates, overhead, and escalation factors. Capital Improvement Plan (CIP): a plan that guides capital investment of funds in airport infrastructure, usually over a 5-year period. Capital Project: a group of activities from planning through construction uniquely identifying a constructed or modified fixed asset. Change Order: a written amendment executed by an authorizing agent covering modifications to the scope, cost, or schedule associated with a contract. Collaboration: a dynamic real-time interaction that is iterative and evolutionary where people come to a shared understanding about a process, product, or event. Communication: an action to dispense and/or exchange information from one person to another that can take place either through in-person meetings or by electronic or hard copy reports. Cone of Silence: the prohibition of oral communications between the agency and potential PSPs from the time that a solicitation is advertised until contract award. Conflict of Interest: a situation when an individual or organization has interests, or may appear to have interests, on both sides of a decision where one interest could affect their ability to be objective in exercising official duties. Construction Manager At Risk (CM@R): replaces the general contractor (and/or is qualified under a general contractors license) and bids the work out to local trade contractors and is compensated to work cooperatively through the design phase to a guaranteed maximum project budget and schedule. Construction Manager: responsible for overseeing the construction of a project. Contract: a mutually binding legal document that sets forward the terms, conditions, and services between the agency and the PSP. Contract Fee Type: see Fee Type. Contract Restrictions: constraints that may include salary rates, overhead rates, fee types, or overtime limits.
Glossary 65 Contracting: an agreement, between two or more parties, that is written and enforceable by law. Cost Estimate (Fee Estimate): an approximation of the probable cost of a project computed on the basis of available information. Criteria: a rule or principle by which something can be measured or evaluated. Debriefing: a meeting with the selecting agency to exchange information and determine how the PSP can improve the proposal for the next solicitation. Deliverables: the product of the services rendered. This can include design plans, technical memoranda, reports, and any other physical and tangible product required to fulfill the assignment. Design-Build (DB): alternate project delivery method where one entity is in charge of the design and construction of a public construction project. Typically, the entity is a team consisting of at least one PSP and one construction firm. Design-Bid-Build (DBB): the traditional form of project delivery for public agencies in which there are three distinct and separate project phasesâdesign, bidding, and construction. Design-Build-Operate-Maintain: a public agency contracts with an entity to design, construct, operate, and maintain a facility for a defined period of time. Payment beyond construction completion is contingent on meeting performance criteria (relating to the function of the facility) that are defined before the contract begins. This method creates an incentive for the contractor to build a higher quality facility because the contractor will have to operate and maintain it for the defined period of time. Design Criteria: includes concise, performance-oriented drawings and/or specifications of a public construction project. Examples include site plans, survey information, cost and budget estimates, schematic drawings, site development requirements, provisions for utilities, stormwater, parking, software requirements, manuals referenced, and policies and procedures necessary to develop and deliver plans. Design Professional: any licensed professional in the fields of architecture, engineering, or land surveying. Design Services: refers to architecture, engineering, environmental, and planning; may include site analysis, programming, schedule, cost estimating, BIM, LEED certification, and com- missioning in addition to pre-design services. Direct Cost: the actual hourly rate for each person performing services multiplied by the actual hours worked. Also known as direct labor or actual cost. Direct Labor: actual hourly rate for each person performing services multiplied by the actual hours worked. Also known as direct cost or actual cost. Earnings Ratio: gross revenue minus expenses divided by direct payroll. eProcurement: refers to software systems, typically web-based, that automate, standardize, and streamline the procurement process, including vendor management and advertisement of solicitations. Escalation Factor: rates to perform contracted services that include increases in billing rates, labor estimates, and expense estimates beyond the current salary year, as well as any anticipated overhead percentage if deemed appropriate. Executive Leader: the individual at an airport responsible for determining the strategic direction of the airport, managing all operations, and accountable to regulatory and approving authorities for the financial integrity of all operations, programs, and services, including the delivery of projects. The Executive Leader can be the Executive Director or President and CEO of the airport or the Director of the airport facility of a multi-purpose authority, depending on the size, governmental structure, and complexity of the airport. External Forces: entities that can affect performance or project delivery (e.g., federal and state prevailing laws, legislation, regulations; funding sources and budgetary obligations; rules and limitations; agency departments and funders, airlines, tenants, and the traveling public).
66 procuring and Managing professional Services for Airports External Stakeholders: individuals, groups, or organizations that exist and operate outside of the airport organization that may include financial, regulatory, and approving agencies (e.g., FAA; TSA; outside boards and commissions; and federal, state, and local governmental agencies); tenants (e.g., airlines, concessions, car rental agencies); and the general public (e.g., neighbors, advocacy groups, and the traveling public). Facility Performance Evaluation (FPE): a continuous process of systematically evaluating the performance and/or effectiveness of one or more aspects of buildings in relation to issues such as accessibility, aesthetics, cost-effectiveness, functionality, productivity, safety and security, and sustainability. Flexibility, Accountability, Communication, Transparency, Strategic Direction (FACTS): ⢠Flexibility. The ability to adjust to change, work in dynamic political and economic environments, and collaborate with changing partners. ⢠Accountability. Implementation of a clear, concise, cost-conscious, and effective process to validate spending, manage performance, and mitigate conflicts. ⢠Communication. The exchange of information among people, either in person, through electronic means, or by hard copy documentation. ⢠Transparency. Open and clear communication on how, why, when, and with whom processes and procedures are developed; information and expectations conveyed to stakeholders. ⢠Strategic Direction. The agencyâs current mission and future goals aligned with procurement practices to define expectations and effectively manage resources and staff. Federal Acquisition Regulations (FAR): the primary regulation for use by all federal agencies in their acquisition of supplies and services with appropriated funds. Federal Property and Administration Services Act of 1949: the law that established the General Services Administration (GSA), it includes the Brooks Act, which states that qualifications- based selection procedures must be used in the selection and engagement of consultants. Fee: a factor that provides for the financial gain a PSP is permitted to make while providing services. The total labor costs are multiplied by this numerical factor to calculate the profit a PSP makes on services provided. It can be fixed or vary depending on the fee type. Also known as profit. Fee Type: the compensation mechanism that describes how a firm will be paid for delivering the scope of services. Each contract Fee Type has the following three components: 1. The direct cost/direct labor/actual cost, which is the actual hourly rate for each person performing services multiplied by the actual hours worked. 2. The indirect cost/overhead/multiplier, which is a factor that covers overhead expenses of running an office (e.g., utilities and rent) as well as employee benefits (e.g., health care and retirement). The actual hours worked are multiplied by this numerical factor to calculate the total labor cost/loaded costs. 3. The fee/profit, which is a factor that provides for the financial gain a PSP is permitted to make while providing services. The total labor costs are multiplied by this numerical factor to calculate the profit a PSP makes on services provided. It can be fixed or vary, depending on the fee type. Each contract fee type allows a different combination of these three components as described below: ⢠Cost Plus-Fixed Fee: the PSP is compensated for the actual hours worked multiplied by the overhead, plus a fee representing their profit that varies based on the actual compensa- tion. The overhead and profit factor values are typically specified in the contract. ⢠Cost Plus-Incentive Fee: the PSP is compensated for the actual hours worked multiplied by the overhead, plus a fee representing their profit. The PSP earns the profit when defined performance criteria are met. The performance criteria are typically defined in the contract.
Glossary 67 ⢠Cost Plus-To-Maximum: the PSP is compensated for the actual hours worked multiplied by the overhead, plus a fee representing their profit that varies based on the actual com- pensation. The overhead and profit factor values are typically specified in the contract. ⢠Cost-Reimbursement: the PSP is compensated for actual costs (labor and materials) plus a fee representing their profit. ⢠Lump Sum: the PSP agrees to provide the defined scope of services for an agreed-on price/ fixed fee that includes direct cost, indirect cost, and fixed fee. ⢠Indefinite Delivery: compensation is provided for supplies and services when exact times and quantities are not known when the contract is executed. ⢠Time and Materials: compensation is provided for direct labor hours at a specified fixed hourly rate and materials at cost. Financial Professional Service: includes bond underwriting, debt management, investment services, financial planning, financial negotiations, capital planning, budgeting, and financial audits. Flexibility: willingness to adapt processes based on performance metrics and feedback received from stakeholders and openness to change in response to shifting political priorities and funding that can be expected during any business cycle. Full and Open Competition: all qualified vendors are permitted to compete for award of a contract, often through either a sealed bid or competitive proposal. Goal: the result or achievement toward which an organizationâs efforts are directed. Government Performance and Results Act of 1993: provides for the establishment of strategic planning and performance measurement in the federal government. This act directed federal agencies to develop policies regarding strategic plans and annual performance reports and managerial accountability and flexibility. Gross Margin: net earnings from operations (gross margin divided by revenue equals profit). Guaranteed Maximum Price (GMP): when the builder and owner agree on a target or maximum price for the construction. Guideline: a practice that is not mandatory and suggests a future course of action. Human Resources (HR) Professional Service: includes development and training, employee benefits, recruitment, retention, retirement, collective bargaining, licensing and certifications, organizational structure, and administration (e.g. audits). Incentives: provides financial benefits for exceeding goals such as accelerated schedule, under budget, and innovation. Most commonly applied to construction projects. Independent Fee Estimate (IFE): cost estimate performed by independent third party to determine fair and reasonable fee; should include direct labor, work hours, rates, overhead, non-salary expenses, and profit (fee). Indirect Cost: a factor that covers overhead expenses of running an office (e.g., utilities and rent) as well as employee benefits (e.g., health care and retirement). The actual hours worked are multiplied by this numerical factor to calculate the total labor cost/loaded costs/overhead/ the multiplier. Information Technology (IT) Professional Service: includes computer hardware and software development, deployment, operation and maintenance, telecommunications, email, internet access and management, help desk, network development, management, and security. Integrated Project Team: a multi-disciplinary team responsible and accountable for planning, budgeting, procurement, and management of a project in order to best achieve its cost, schedule, and performance goals. Internal Stakeholders: individuals, groups, or departments internal to the airport organization that may include the executive administration, operations and maintenance, administrative, and technical departments, and any board of directors internal to the airport. Leadership Team: composed of senior managers responsible for accomplishing the mission and overall operations of the airport and for overseeing the financial, engineering, planning, operating, administration, and information technology departments.
68 procuring and Managing professional Services for Airports Legal Professional Service: includes contract development and negotiations, lease negotiations, bond counsel, real estate negotiations, human resource issues, employee benefits, litigation assistance, and regulatory and compliance assistance. Lessons Learned: documented past experiences used to change future actions and to refine performance metrics and targets in an agency. Life-Cycle Costing: the practice of accounting for the costs and revenues that will be generated in the phases of a product life cycle that typically include development costs, the revenues from a mature market, and disposal costs. Local Business: business located within a fixed distance of the agency; certain agencies may provide an advantage or have a minimum goal for use of local businesses. Management Team: composed of senior managers from those departments responsible and accountable to develop, implement and oversee the strategic direction of the agency. The composition of the management team will depend on the size, governmental structure and complexity of the airport. Minority/Women/Disadvantaged Business Enterprises (M/W/D BE): for-profit small business concerns where socially or economically disadvantaged individuals own at least 51% interest and control the management and daily business operations. Modification: a written amendment executed by an agency covering modifications to an agree- ment. Multiplier: a factor that covers overhead expenses of running an office like utilities and rent as well as employee benefits like health care and retirement. The actual hours worked are mul- tiplied by this numerical factor to calculate the total labor cost/loaded costs/indirect cost/ overhead. Negotiating: interactive procedure for establishing expectations between the agency and PSP, framing the terms of engagement and expressing the desired outcomes of professional services. Non-Disclosure Form: standard agreement between two parties that all employees of both parties will maintain confidentiality of sensitive information. Notice to Proceed: a formal written document issued by an agency authorizing a consultant to formally begin work on a contract. The notice should state the amount of the contract and the beginning and end dates of the assignment in the contract. Notification: a formal announcement by the agency of the award information for a project. Overhead: a factor that covers overhead expenses of running an office like utilities and rent as well as employee benefits like health care and retirement. The actual hours worked are multiplied by this numerical factor to calculate the âtotal labor costâ (a.k.a. âloaded costsâ). Also known as âindirect costâ or âmultiplier.â Partnership: an arrangement where parties agree to cooperate to advance their mutual interest Penalties: contract provisions that impose financial or other consequences for non-performance or late delivery, most commonly applied to Construction contracts. Performance-Based Acquisition (PBA): contracting approach focused on results in which performance is assessed against outcome rather than level of effort performed. Performance-Based Selection: the use of metrics tied to a strategic plan that identifies organi- zational goals and measures performance against those goals then applied to the selection of professional services. These can be both qualitative and quantitative but must be tied to a measurable performance criteria. Performance Management: the process of maintaining performance based management and creating a results-driven environment to maximize the performance of airport organizations, processes and systems. Performance Measures: a quantitative or qualitative measure of an agencyâs performance that supports a range of stakeholder needs from customers to employees. Traditionally, many metrics are financed-based, focused on the performance of the organization, linked with
Glossary 69 the agencyâs business strategy, and derived to measure critically defined success factors and demonstrate value. Developing performance metrics follows three basic steps: establish business framework (goals and objectives, process, products/outputs), develop measures and establish targets against which the results can be quantified. Performance Monitoring: the analysis and reporting status of project cost, schedule and performance on a regularly scheduled basis through the life of the project. Planning/Environmental Professional Service: includes feasibility studies, capacity modeling and evaluations, environmental assessment documents, environmental permitting, asbestos or lead inspections, subsurface investigations, hazardous waste site cleanup, wetlands delineation, environmental audits, spill prevention plans, storm water management plans, land acquisition, right-of-way, noise and/or air quality monitoring, historic/archeological/cultural resources, sustainability, etc. Power of Attorney: the person within an organization with the legal and/or administrative authority as bestowed by the organization (agency or PSP) to sign a contract. Pre-Bid Conference: a meeting with contractors in which the agency discusses a proposed project and shares technical and procedural information with prospective PSP. Pre-Design Services: may include site selection, project definition, existing facilitiesâ surveys, geotechnical investigations, environmental studies and reports, feasibility reports and programming studies. Pre-Negotiation Plan: a plan to set the objectives and goals of the negotiations for the agency and/or the PSP. Pre-Qualification Certification: the annual certification process conducted by or on behalf of an agency that may include technical certification, affirmative action plan verification, vendor registration, and supplemental information. Procurement: includes all stages of the process to obtain professional services, beginning with the determination of need, description of requirements, selection and solicitation, contract award, contract administration and contract close-out. Procurement Team: comprised of procurement and project managers that implement the individual projects under the strategic plan of the airport, are responsible for delivering the projects on-time and on-schedule, and are accountable to the projectâs internal and external stakeholders. Professional Service Providers (PSP): includes all design consultants and providers of legal, financial, human resources (HR), and information technology (IT) services. ⢠Architectural and Engineering (A&E) includes pre-design and design for horizontal and vertical infrastructure, landscape architecture and urban design, cost estimating and scheduling, construction administration and management, resident inspection, survey, geotechnical investigative services, wind/shadow/solar analysis, etc. ⢠Financial includes bond underwriting, debt management, investment services, financial planning, financial negotiations, capital planning, budgeting, financial audits, etc. ⢠HR includes development and training, employee benefits, recruitment, retention, retirement, collective bargaining, licensing and certifications, organizational structure and administration (e.g., audits), etc. ⢠IT includes computer hardware and software development, deployment, operation and maintenance, telecommunications, email, internet access and management, help desk, network development, management and security, etc. ⢠Legal includes contract development and negotiations, lease negotiations, bond counsel, real estate negotiations, human resource issues, employee benefits, litigation assistance, regulatory and compliance assistance, etc. ⢠Planning/Environmental includes feasibility studies, capacity modeling and evalua- tions, environmental assessment documents, environmental permitting, asbestos or lead inspections, subsurface investigations, hazardous waste site cleanup, wetlands delineation,
70 procuring and Managing professional Services for Airports environmental audits, spill prevention plans, storm water management plans, land acqui- sition, right-of-way, noise and/or air quality monitoring, historic/archeological/cultural resources, sustainability, etc. Professional Services: includes services such as planning for a study, design of a facility, construction oversight and counsel or advice on political, legal and financial matters. Pro- fessional service disciplines include planning, environmental, architectural and engineering, information technology, construction administration and management, financial planning and analysis, legal counsel and other key disciplines (e.g., human resources, government or public relations, or communications). Profit: gross revenue minus overhead minus payroll minus expenses. Program Manager: the person responsible for plans, funding, schedules, and timely completion within cost limitations of a program comprised of two or more projects. Planning responsi- bilities include developing acquisition strategies and promoting full and open competition and can typically involve multiple projects or all phases of one project (real estate, financing, design, construction and occupancy). Project Charter: a document that formally authorizes a project that links the project to ongoing work in the organization and gives the Project Manager the authority to allocate resources to execute the project. The key components of a project charter may include a business needs statement, purpose, scope, authority and dispute resolution language as well as detailed membership, roles and responsibilities, meeting format and rules for quorum, operating guidelines and key milestones. Some charters may reference the agencyâs mission, goals and strategic plan as well as organizational factors and constraints. Project Close-Out: the completion and settlement of the project, including addressing all issues from turning the facility over to the Operations & Management Department (O&M) and wrapping up contract issues with the consultant and the contractor to finalizing the financial information to confirm the total final project cost. These issues may include obtaining the O&M and training manuals, certificate of substantial completion, certificate of occupancy, as well as addressing punch list items, contractual issues, functional issues, and guarantee and warranty issues. Project Contingency/Reserve: a dollar amount set aside on a project to fund risk associated with the uncertainty in the project scope, cost, or schedule. Project Controls: the features of a project that must be managed and controlled in order to deliver a project successfully. They include scope, cost, funding, schedule, quality, resources (labor and materials), communication and correspondence, risk, and procurement. Project Definition: a statement of the business need that the project seeks to address and the description of the product, service or deliverable business objectives that will be its output. Project Delivery: the method for assigning responsibility to an organization or an individual for providing design and construction services. Project Description: an overview of the scope of a project including the goals and objectives of the assignment. This may include a map defining the limits of the improvements and the assumptions of the assignment by providers. Project Evaluation: the method for collecting, analyzing, and using information to determine the manner and extent to which a program or a project achieves its intended objectives. The assessment process integrates lessons learned and suggestions that are documented so that knowledge is captured and organized in a way that will benefit future projects. Project Management: the means for coordinating the process of design and construction of a project (planning, staffing, organizing, budgeting, scheduling, and monitoring). Project Manager: a person who coordinates the planning, execution and/or closeout of a project. Project Request List: a comprehensive, draft list of all potential projects including scope, order and total cost of projects and proposed funding sources by fiscal year.
Glossary 71 Public-Private Partnerships (PPPs or P3s): refer to contractual agreements formed between public agencies and private entities to allow for greater private sector participation in the delivery of projects. Purchase: the acquisition of goods and services, the purchase or lease of personal property, or the lease of real property. Purchase-to-Pay: a system that automates the process of procurement from the first steps of needs identification to actual procurement of goods and services to invoicing and payment. Quality Assurance/Quality Control (QA/QC): quality control is the process to review all factors involved in quality work; quality assurance is the process of creating a plan to ensure that quality control procedures are implemented. Qualifications-Based Selection (QBS) Process: an equitable, rational, objective process that enables a client to obtain highly qualified professional services at a fair and reasonable cost. Qualitative Selection: use of low, medium or high ratings for ranking. Quantitative Selection: use of numerical ratings for ranking, such as â100, 50, 30â or â1 to 10.â Reimbursable Expenses: agreed upon compensation for additional labor, overhead, expenses or subconsultant services. Reporting: the process of demonstrating progress in achieving targets, goals and results, which can be done formally through documentation and reports or in meetings where information is exchanged and adjustments are made collaboratively, if necessary. Request for Information (RFI): a formal, properly advertised solicitation in accordance with governing laws through which an owner collects data from potential providers for a specific service. RFIs are often used prior to and with RFQs and RFPs. Request for Proposals (RFP): a formal, properly advertised solicitation in accordance with governing laws through which an owner details the scope of services required and requests representative project experience, staff profiles and other legal registration and licensing documents upon which an owner selects a PSP. Request for Qualifications (RFQ): a formal, properly advertised solicitation in accordance with governing laws through which an owner requests data on the qualifications of a company, its staff and representative project experience upon which an owner develops a list of qualified professional services provider to select from to perform specific services. Respondent: a firm or a team of firms in a prime/sub relationship submitting a proposal in response to a properly advertised solicitation for professional services, such as an RFI, RFQ, or RFP. Retainage: a percentage of a progress payment withheld from each invoice by the owner until the contract is complete. This is a tool used by owners to ensure that performance of the full contract is met. Retainer: a fee paid upfront on a periodic basis for a client to have access to an expert on a particu- lar topic when needed. This is a common method of payment for legal and financial services. Risk: the possibility that an uncertain event could cause an impact to a project. Risk Analysis: the process of assessing the consequences and likelihood of risk. Risk Management: the process of identifying risks and prioritizing them, then creating and implementing a plan to mitigate those risks. Risk Register: a record maintained as part of a project file, most often a spreadsheet, that con- tains details related to project risks including causes, probability, impact and response. Salary Caps: a policy that defines the upper limit of a rate for labor. Schedule: a detailed account of tasks to be performed by duration, dates of deliverables, anticipated milestones and expected meeting requirements. Every schedule should include a start date and completion date. Scope: a definition of the limits of work, specific tasks and deliverables, type of services, schedule of deliverables, and associated budget to complete the assignment. Scope-Schedule-Cost: scope, schedule and cost impact each other throughout the duration of a project and therefore are referenced as one term.
72 procuring and Managing professional Services for Airports Selection Committee: members of an agency which may include staff from within different departments identified for their technical expertise convened to develop criteria, evaluate and select a PSP; depending on the project, external experts or community representatives may also be brought into the committee either for the selection phase or throughout the duration of the contract. Selection Criteria: categories of qualifications, capabilities, and/or experience that provide the basis for screening and scoring the qualifications submitted for specific projects. Sensitivity Analysis: a technique of conducting âwhat if?â scenarios by adjusting specific variables in order to isolate their effect on profits or cash flows. Short List: a list of firms that have been selected for final consideration and/or interview in awarding a contract. Small Disadvantaged Business (SDB): a program administered by the Small Business Admin- istration designed to assist socially and economically disadvantaged businesses to compete in the federal procurement market. Solicitation: a formal document sent to prospective professional service providers by an owner requesting submission of an offer, quote, statement or other information necessary to perform the scope or service. Stakeholders: individuals who have an active interest in the procurement and management of PSP. External stakeholders include financial, regulatory and approving authorities (e.g., FAA, TSA, municipal governments, outside boards and commissions), governmental agencies (i.e., federal, state and local), tenants (e.g., airlines, concessions, rental cars), and the general public (e.g., neighbors, advocacy groups, and the traveling public). Internal stakeholders include the executive administration, operating and maintenance, administrative, and technical departments, and any board of directors internal to the airport. Subconsultant: a firm, or individual, has significant input and responsibility for certain aspects of a project and provides services under the guidance of a prime consultant. Suspension: an administrative action less severe than a debarment taken by a client to exclude a consultant and/or contractor on a temporary basis from participating in contracts. Tracking: a process using established mechanisms to follow a process and performance against agreed upon targets and measures. Transparency: a managing principle where processes are clearly defined, decisions are well- documented and information is easily available to all participants. Value Engineering: the analysis of the functions of systems, equipment, facilities, services, and supplies for the purpose of achieving the essential functions at the lowest life cycle cost con- sistent with required performance, reliability, quality, and safety, performed by qualified professional service provider or contractor personnel, directed at improving performance, reliability, quality, safety, and life-cycle costs. Warranty: a promise or written affirmation given by a goods or service provider to an owner regarding the nature, usefulness, or condition of the supplies or performance of services furnished under the contract. Acronyms A/E Architectural and Engineering AAAE American Association of Airport Executives AC Advisory Circular ACC Airport Consultants Council ACE Acquisition Center of Excellence ACEC American Council of Engineering Companies ACI-NA Airports Council International â North America ACIP Airport Capital Improvement Plan
Glossary 73 ACRP Airport Cooperative Research Program AGA Advancing Government Accountability AGA Association of Government Accountants AGC Associated General Contractors AIA American Institute of Architects AIP Airport Improvement Program AKDOT Alaska Department of Transportation ALP Airport Layout Plan ANC Ted Stevens International Airport (Alaska) AOPA Aircraft Owners and Pilots Association APG Airport Purchasing Group APTAC Association of Procurement Technical Assistance Centers APWA American Public Works Association AQL Acceptable Quality Level AR Accounts Receivable ATA Air Transport Association BCA Benefit-Cost Analysis BCAD Broward County Aviation Department (Florida) BIM Building Information Modeling BPA Blanket Purchase Agreement CAD Computer Aided Design CAGE Commercial and Government Entity CCR Central Contractor Registration CE Categorical Exclusion CEQ Council on Environmental Quality CFDA Catalogue of Federal Domestic Assistance CICA Competition in Contracting Act of 1984 CIP Capital Improvement Plan CM Construction Manager CM@R Construction Management at Risk CMAR Construction Management at Risk CMR Construction Management at Risk COTR Contracting Officerâs Technical Representative COTS Commercial-off-the-shelf (software) CP Cost Plus CPDA City of Philadelphia Department of Aviation DB Design-Build DBB Design-Bid-Build DBE Disadvantaged Business Enterprise DFW Dallas-Fort Worth International Airport (Texas) DOT Department of Transportation DQ Documented Quotes DSBS Dynamic Small Business Search DUNS Data Universal Number System EA Environmental Assessment e-Business Electronic Business EDI Electronic Data Interchange EIS Environmental Impact Statement EJCDC Engineers Joint Contract Documents Committee EPEAT Electronic Product Environmental Assessment Tool EPLS Excluded Parties List System
74 procuring and Managing professional Services for Airports eProcurement Electronic Procurement ER Earnings Ratio ERP Enterprise Resource Planning eSRS electronic Subcontracting Reporting System EVM Earned Value Management FAA Federal Aviation Administration FACTS Flexible, Accountable, Communicative, Transparent, and Strategic FAI Federal Acquisition Institute FAR Federal Acquisition Regulation FARA Federal Acquisition Reform Act of 1996 FASA Federal Acquisition Streamlining Act of 1994 FBO Federal Business Opportunities (FedBizOpps) FFATA Federal Funding Accountability and Transparency Act of 2006 FFP Firm Fixed Price FHWA Federal Highway Administration FPDS-NG Federal Procurement Data System - Next Generation FPE Facility Performance Evaluation FSS Federal Supply Schedule FTA Federal Transit Administration GA General Aviation GAO Government Accountability Office GEC General Engineering Contract GFOA Government Finance Officers Association GIS Geographical Information System GM Gross Margin GMP Guaranteed Maximum Price GPO United States Government Printing Office GPRA Government Performance and Results Act GSA IAE General Services Administration Integrated Acquisition Environment GSA General Services Administration GWAC Government-Wide Acquisition Contract HR Human Resources IAA Indianapolis International Airport (Indiana) ICD Interagency Contract Directory ICE Independent Cost Estimate ICMA International City/County Management Association IDV Indefinite Delivery Vehicles IFB Invitations for Bids IFE Independent Fee Estimate IPT Integrated Project Team IT Information Technology ITMRA Information Technology Management Reform Act JTD Job to Date LCPA Lee County Port Authority (Florida) LOC Library of Congress LOI Letter of Interest LS Lump Sum MAA Maryland Aviation Administration MAC Multiple-Award Contract MAS Multiple-Award Schedule Massport Massachusetts Port Authority
Glossary 75 MBE Minority Business Enterprise MDE Maryland Department of the Environment MPIN Marketing Partner Identification Number MSCAA Memphis-Shelby County Airport Authority (Tennessee) MTD Month to Date MWAA Metropolitan Washington Airports Authority (District of Columbia) NACo National Association of Counties NAICS North American Industry Classification System NASACT National Association of State Auditors, Comptrollers and Treasurers NASAO National Association of State Aviation Officials NASCIO National Association of State Chief Information Officers NASPO National Association of State Procurement Officers NBAA National Business Aviation Association NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NCMA National Contract Management Association NEPA National Environmental Policy Act NIGP National Institute of Government Purchasing NLC National League of Cities NPI National Purchasing Institute NTIS National Technical Information Service NTP Notice to Proceed O&M Operations and Maintenance OFPP Office of Federal Procurement Policy OH Overhead OMB Office of Management and Budget ORCA Online Representations and Certifications Application PAD City of Phoenix Aviation Department (Arizona) PANYNJ Port Authority of New York and New Jersey Aviation Department PBA Performance-Based Acquisition PBSA Performance-Based Services Acquisition PCA Packaged Composite Applications PDS Project Delivery Systems PDX Portland International Airport (Oregon) PFC Passenger Facility Charge PHL City of Philadelphia Department of Aviation (Pennsylvania) PM Program Manager PM Project Manager PMC Project Monitoring and Control PMO Project Management Oversight POA Power of Attorney PPIRS Past Performance Information Retrieval System PPP (3Ps) Public Private Partnerships PPPP Principles and Practices of Public Procurement PSA Professional Service Agreement PSC Professional Services Council PSP Professional Services Provider PTAC Procurement Technical Assistance Center PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan
76 procuring and Managing professional Services for Airports QBS Qualifications-Based Selection QC Quality Control RFI Request for Information RFP Request for Proposals RFQ Request for Qualifications RIAC Rhode Island Airport Corporation RITA Research and Innovative Technology Administration RLDA Richland-Lexington Airport District (South Carolina) SaaS Software as a Service SAM Supplier Agreement Management SAM System for Award Management SARA Services Acquisition Reform Act of 2003 SBA Small Business Administration SDB Small Disadvantaged Business SFO San Francisco International Airport (California) SLA Service Level Agreements SMAA Sarasota Manatee Airport Authority (Florida) SOO Statement of Objectives SOP Standard of Practice SOQ Statement of Qualifications SOW Statement of Work SSI Sensitive Security Information TCRP Transit Cooperative Research Program TLCat Transportation Libraries Catalog TRB RiP Research in Progress TRID Transportation Research Integrated Database TRIS Transportation Research Information Services TRR Transportation Research Record USDOT United States Department of Transportation VBS Value-Based Selection VE Value Engineering VGP Values and Guiding Principles WBE Women Business Enterprise WBS Work Breakdown Structure WDOL Wage Determination Online YTD Year to Date
