A&E Contract Process

Architectural & Engineering (A&E) Contract Management : A&E Contract Process

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 Contract Process

The Caltrans A&E Contract process involves four phases:

Planning: Contract need is identified and defined
Procurement: A contract is executed
Performance: Work is completed
Post-Performance: Consultants evaluated

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Workers in orange vests and hard hats laying down asphalt Where the Planning phase involves assessing current staffing levels to identify needs for contract workers, the Procurement phase focuses on filling the needs with consultants.

A contract manager’s time is devoted primarily to the Performance phases of the contract management process. While the work is underway, the contract manager is responsible for monitoring not only the work, but also the monetary aspects of the contract and task orders, such as but not limited to:

Scope, cost, and schedule
Invoice review and tracking
Performance evaluations
Documentation and record-keeping
Amendments and termination
Compliance with all contract obligations