Analyze Consultant’s Cost Proposal

Contract Procurement : Analyze Consultant's Cost Proposal

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

Analyze Consultant’s Cost Proposal

For project-specific contracts, the CM, with the assistance of applicable functional managers, analyzes the consultant cost proposal against the State’s estimate completed for the ADM 360 package.

Procurement portion of the A&E Process Flowchart

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For on-call contracts, the CM and DPAC A&E Coordinator verify that the personnel listed in the cost proposal are in the SOQ, that hourly rates are calculated correctly, and that other direct costs appear reasonable. The DPAC Coordinator is assigned as the Caltrans negotiations chair and compares the fees and escalations proposed by the consultant against recently negotiated contracts with similar scope and terms.

Pre-negotiation Meeting

Plans, hard hat, clip board, pen, and calculator The DPAC Scheduler schedules a pre-negotiations meeting between the CM and DPAC Coordinator after the top-ranked firm has been selected. At this meeting, the CM and DPAC Coordinator review the cost proposal and discuss issues with the cost proposal. The DPAC Coordinator, with assistance by the CM, establishes a negotiating position.

Pre-negotiation meetings usually take place 10 working days after the interviews.