Contract Kick-off Meeting

Performance : A&E Contract Management : Contract Kick-off Meeting

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

Contract Kick-off Meeting

Four men in hard hats looking at a folder

The kick off meeting is essential for open communication.

A contract kick-off meeting ensures communication and awareness of contract and project requirements by all parties. Since the kick-off meeting is not reimbursable under the terms of the contract, hold the meeting at the consultant's office and at the consultant's convenience. Invite or bring everyone to the meeting who will be involved, including sub-consultants and Caltrans employees who will utilize the contract.

The kick-off meeting should last as long as needed to cover the contract terms in enough detail to reach shared understandings. Depending on the complexity of the work, the meeting may range from 1 to 4 hours; most average around 3 hours.

Items to consider while preparing for the kick-off:

Scope Limits	Describe the anticipated work and make sure it is in line with the scope. Remind the consultants if they do something outside the scope of the agreement, it will not be covered by the contract and it will not be reimbursed.
Lines of Communication	Required communication intervals (need-to-know, weekly, monthly) Identify points of contact for each party Preferred communication methods (email, phone)
Accounting Requirements	Timesheet submittals Invoicing procedures Expense documentation
Reporting requirements	Personnel requests (changes to contract cost proposal) Meeting schedules Monthly Progress Report for each task order Status report schedules Travel requests
Wage requirements	Prevailing wage requirements Specialist classifications Labor Compliance Issues
DBE/DVBE	Percentage/goal Consultant responsibility for meeting the DVBE or DBE goals
Sub-consultants	Keep sub-consultants and sub-contractors informed of all requirements!

Sample kick-off meeting checklist

Labor Compliance Checklist