Contract Management

Architectural & Engineering (A&E) Contract Management : A&E Resource Development

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 Resource Development

A fork in the road with one sign pointing to the left reading "costs" and another sign pointing to the right reading "benefits" Yearly evaluations and updates of project workplans provide workload estimates for current and future years. These estimates are used to determine whether current staffing levels will meet the needs of the work to be done. Some of the flexible resources the Department uses to address project workload needs are:

PY = Person Year (1758 hours) – Caltrans employees, straight time

COT = Cash Overtime – Caltrans employees, overtime

PYE = Person Year Equivalent – Consultant/contractor employees

Brokering = Underutilized Caltrans staff in other districts

When the PYs, COT and brokering resources fall short of the current workload requirements, the difference can be made up using PYEs.

Once a staffing level is determined, a COS Resource Allocation Sheet (COS RAS) is created for each district and region. The COS RAS shows the resources available to each district and region to complete the workload contained in the workplans. Details include the PYs, PYEs, brokering, and COT in various programs.

Sample COS RAS

A Capital Outlay Support Tracking (COST) Report shows how the districts plan to utilize their consultant PYE allocation on a contract-by-contract basis, based on the PYEs shown on the COS Resource Allocation sheet. These PYEs are converted to dollars using factors provided by Headquarters. The districts are required to manage the dollars (by fund type), not the PYEs.

Sample COST Report

The cost per PYE can vary greatly with the scope of work being performed. Each district request is based on current expenditures rates for the services being performed on each particular contract.

COST Report instructions

Contact Headquarters Project Management Office for the latest version of the Cost Report template and instructions.