Decentralized Contracting

Architectural & Engineering (A&E) Contract Management : Approaches to Contracting : Decentralized Contracting

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

Decentralized Contracting

In decentralized contracting, CMs maintain control over the contracting process for each project. A staff member from a central procurement office may be assigned to work with the CM.

Decentralized

Benefits

Disadvantages

Project manager maintains control of the contract award.

Contracting effort is tailored to a single project. Contracting person has fewer other responsibilities and is under the PM's direct control.

Contracting staff is located nearby, minimizing communication problems.

Duplication of effort in contracting, receiving, inspection, and accounts payable drive total costs higher.

Lack of standardized procedures makes the consultant's job more complex.