Pre-Award Audit

Contract Procurement : Audits: Pre-Award Evaluation

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

Pre-Award Evaluation

Man in hard hat holding two signs with green dollar signs on them When necessary, Caltrans' Audits and Investigations Division ("Audits") may conduct a pre-award audit evaluation to verify the consultant's salaries, billing rates, estimating practices, and cost accounting systems. If there are questions about the reliability of a consultant's cost control procedures or compliance with budget and accounting standards required by Federal Regulation and cost principles, DPAC will request an audit evaluation.

Requests for pre-award evaluations can be submitted to Audits using email or a written memorandum. Because a pre-award evaluation may result in delaying contract execution, the reasons for the pre-award evaluation must be justified in the request. The pre-award evaluation will be allowed if the justification provides sufficient rationale for delaying contract execution.

If the decision to hold off contract execution for a pre-award evaluation creates a safety issue, a post-award evaluation will be used.