Task Order Kick-off Meeting

Once a task order is executed, and depending on the size of the project, a Task Order Kick-off meeting may provide a sense of “beginning” of that aspect of a project. The meeting also provides an opportunity to establish expectations for a working relationship between the consultant and the Caltrans managers.

If you decide to hold a kick-off meeting, plan to review the whole task order in practical terms. Discuss the following topics:

• Scope:
  What are the expectations?
  How will progress be measured?
  How will acceptance be determined?

• Costs:
  What costs are included?
  Does this task require tracking actual versus budgeted?

• Schedule:
  Are the dates reasonable and realistic?
  What is critical, and what is not?
  What are the internal milestones?
  What are the external milestones?

• Communication plan:
  Who is responsible for communicating changes?
  How often will meetings be needed?
  What is preferred communication method (e.g., e-mail, phone calls)?
  How will questions be raised and issues be resolved?

• Special circumstances to consider for this task order:
  What are the prevailing wage requirements?
  What other direct costs need to be monitored?
  What are the DBE or DVBE requirements?
  How many sub-consultants will be involved?