MPO Policy and Procedures Manual - Indianapolis Metropolitan ...

• Project Staff
• Familiarity with Indianapolis
A general principle is to share contractor selection responsibilities with a larger group of
stakeholders that intend to be regularly engaged in the project (such as a study review
committee).
Progress Reporting/Tracking
Contractors will be provided with an electronic copy (Microsoft Word file format) of a progress
report form. This form will be filled out and submitted with each invoice. The form asks for
status, percent completion, and completion schedule for each contract-specified task. The
reporting form also asks questions about difficulties, issues, and required actions for the project,
as well as anticipated activities for the upcoming billing period.
Deliverables
Unless otherwise specified in the contract documents, all final deliverables will be provided with
a camera-ready original (including maps), five full-color copies, and electronic files, in either
native or PDF format. Also, upon contract closeout, any pertinent final meeting material
originals, including but not limited to display boards, PowerPoint presentations, handouts, etc.
will be turned over to the MPO in both hardcopy and (if available) electronic format. All
documents should be written in clear and concise language. The MPO retains the right to make
corrections for both content and grammar, for which the contractor shall be held responsible.
Contract timing and scope (PL funds)
Contracts funded with federal PL funds should be scoped with the MPO’s grants management
schedule in mind. Contract balances at the end of a particular grant cycle (which can be either
one or two years in length) are obligated to the following year’s PL grant. For this reason,
contracts using PL funds should be structured to minimize the amount carried over at the end of
the grant cycle. Several principles emerge from this strategy:
• The majority of contracts should be executed and begin early in the grant cycle
• Studies that are expected to take several years to complete should be broken into
annual phases
• Contractors should target their contract scope and schedule for at least 95% completion
45 days prior to the end of the grant cycle
Standard Project Management Issues
Quality Assurance (QA)/Quality Control (QC)
At significant (pre-determined) milestones, a quality assurance check should take place. At a
minimum, two such checks should take place, at approximately the 50% completion mark and
delivery of draft final deliverables. A Principal Planner or higher staff member who is not
associated with the project shall oversee the QA check. The review shall cover adherence to
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