Task Order Development

Performance : Task Orders : Task Order 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

Task Order Development

The contract manager, functional/task manager, project manager, consultant, and District Director (or designee) fills various roles to develop a task order. The process for developing a task order involves 5 elements:

Printable flowchart

A task order request
A draft task order
State cost proposal
Consultant's cost proposal
Task order negotiation and execution

*Flowcharts may vary from District to District because District CSUs are not configured in the same fashion.

Roles	Responsibilities	Tasks
Roles	Responsibilities	1	2	3	4	5
Contract Manager (Process Lead)	Reviewing the Task Order Request, assist with the development of the State Cost Estimate and the Draft Task Order, negotiating the Task Order, and obtaining Task Order approval.	S	R	S	S	R
Functional/ Task Manager	Based on contract type: For on-call contracts, Functional/Task Managers are responsible for developing the Task Order Request, draft Task Order and State Cost Estimate For project-specific contracts, Functional Managers are responsible for providing technical and resource information.	R	S	R	S	S
Project Manager	Based on contract type: For on-call contracts, the Project Manager is responsible for providing project workplan information. For project-specific contracts, Project Managers are responsible for developing the Task Order Request.	S or R	S or A	S or A	S	S
Consultant	Review Draft Task Order, Prepare Consultant Cost Proposal, Negotiate and Approve Task Order				R	R
Supervising or Principal level manager	Review and Approve Task Order for the State.					A

Legend:
R = responsible
S = support
A = approve