Draft Task Order

The contract manager assists the project or functional manager in developing the draft task order. Each task order is a mini-contract that addresses scope, schedule and budget in the context of the consultant's work. It provides the Project manager and functional manager with a documented agreement on what is needed, when it is needed, and how much Caltrans is willing to pay for it.

The task order should answer each of these questions:

1. Is the service within the scope of the master contract?
2. What are the deliverables?
3. Is what is needed clear?
4. How will successful completion of the work be measured?
5. What are the requirements for performance?
6. Is there enough time for an internal review?
7. Is the schedule realistic?

Tips for writing a task order:

• Before writing a task order, check to ensure that the contract has enough unused "authority" to address the cost of the task order
• Check to make sure the Project ID is active and appropriate
• Make sure the scope of the task order fits within the scope of the contract.
• Check dates to ensure that the task order schedule falls within the contract period of performance.
• Before executing a task order, make sure the funds have been encumbered.
• Scope should be defined by WBS codes.

When the draft task order is complete, it is sent to the consultant for a cost estimate.

If the contract has DBE or DVBE goals, it is recommended that the CM confirms the current status of DBE or DVBE utilization on the contract and requests possible DBE or DVBE utilization on this task order. Caltrans and the consultant should be aware at all times how each new task order will affect the DBE or DVBE utilization on the contract.

Sample DBE/DVBE task order utilization request form