Contract Management

Architectural & Engineering (A&E) Contract Management : A&E Contracting History

Contracting at Caltrans A&E Contracting History Approaches

Concepts Process DPAC Resource Development

Matching Exercise Knowledge Check

Centralized Decentralized Blended

Allocations Object Codes Budget Class COST Report Mitigation Costs

Contract Manager Contract Types

Scope

State Estimate

DBE DVBE Cost & Term Payment Consultant Selection Procurement Matching Exercise Knowledge Check

On-Call Project Specific

General: On-Call Detailed: Project Specific

Detailed: On-Call Detailed: Project Specific

A&E Contract Management

Task Orders

Progress Meetings

Amendments

Scope Schedule Cost & Payments

Matching Exercise Knowledge Check

Oversight / Q.A. Monitor Performance Contract Kick-off Meeting Consultant Progress Personnel Substitutions Files / Record Keeping

Task Order Development Task Order Request Contract Authority Draft Task Order State's Cost Proposal Consultant's Cost Proposal Task Order Negotiation Task Order Execution Task Order Kick-off Meeting

Meeting Agenda Meeting Minutes

Contract Amendments Task Order Amendments Amendment Approval Process

Budgets / Funding Payments to Consultants Relationships Acceptance Requirements Communication Evaluations DBE & DVBE Disputes Terminations

Task Order Closeout

Contract Closeout

Admin Issues Final Invoice Approval Post-Closeout

Matching Exercise Knowledge Check

Final Inspection Task Order Closeout

Completion of Work Prompt Closeout

Disencumber Evaluation Update Records Post Audits

A&E Contracting History

As this brief history illustrates, there has been controversy over how outsourcing has influenced Caltrans’ use of contract workers for project delivery.

In accordance with the terms of Proposition 35 (November 2000), the 2001 Project Management Directive (PMD 008) established Consultant Services Units, and defined contracting authority, responsibilities, and communication lines.

Proposition 35 is available at http://www.smartvoter.org/2000/11/07/ca/state/prop/35/

2001 Project Management Directive (PMD 008) is available at http://pd.dot.ca.gov/pm/ProjectOffice/ProcessGuidance_Directives/PM_MemosDirectives/PMD008.pdf

Contracting authority is the statutory right of government employees to purchase goods and/or services on behalf of the agencies they work for.

When you buy something on behalf of a government agency, you are spending public funds, and therefore must operate within strict constraints and guidelines.

Only employees who have delegated authority from the Division of Procurement and Contracts (DPAC) Chief may sign contracts.
DPAC provides services in procurement, publications, warehousing, service contracts, architectural and engineering contracts, minor public works contracts (currently the limit is under $250,000), and all emergency-force account contracts for phase one emergencies that immediately restore services.

For information on long-term emergency contracts and construction project contracts greater than the minor public works contract limit, see these websites:
Caltrans Office Engineer (Caltrans intranet) http://oe.dot.ca.gov/
Caltrans Division of Construction (Internet) www.dot.ca.gov/hq/construc/