Finalize the Contract

Contract Procurement : Finalize the Contract

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

Finalize the Contract

After negotiations are successfully completed, the contract analyst:

encumbers funds (see previous page)
develops and processes the final contract
ensures that the contract is complete and the consultant provides all attachments such as cost proposal and insurance documents
gets HQ Legal approval prior to sending the contract to the consultant
sends the contract to the consultant for signature
routes the signed contract for Department signatures and final approval
creates the Master Agreement (MA) in Advantage

Procurement portion of theA&E Process Flowchart

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The CM approves the final negotiated contract.

Master Agreements (MA) for Architectural and Engineering (A & E) Master contracts

The MA document does not record funding details and does not encumber funds. The MA document serves as a tool to monitor the overall value and terms of the master agreement as well as track the balance of the master agreement not reduced by the Task Orders issued.

A MA is created from a RQM.

A MA is used in Advantage to create a Task order (TO). A TO encumbers funds in Advantage.

The MA will be electronically completed in Advantage by a DPAC contract analyst staff and routed to the District/Division Resource Manager for approval.