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Consultants Cost Proposal Contract Negotiations Encumber Funds Finalize Execute Final Audits
Matching Exercise
Knowledge Check Task Orders Progress Meetings Amendments Scope Schedule Cost & Payments
Matching Exercise
Knowledge Check Monitor Scope
As the CM, you take responsibility for determining what work is being done. If it cannot be done according to the specifications, you need to know why. To monitor the contract and/or task order scope, you'll need the scope of work (SOW), work breakdown structure (WBS), and documentation from the consultant describing how deliverables are progressing according to the task order. If documentation alone is insufficient, you may need to inspect the deliverables.
As the technical and contractual duties are often split in many districts, the CM has the authority to delegate the technical duties (such as reviewing work problems, verifying consultant progress, notifying consultant of technical problems in conjunction with CM, and other duties).
Caltrans has the right to inspect all project deliverables at any time before acceptance. Different types of contracts may have different inspection clauses. As a CM, you have an obligation to taxpayers to ensure that they have received what they have paid for. Inspection processes are a powerful tool to help meet this obligation.
| 100% Inspection | For this type of inspection, every work product is inspected, and sampling is not allowed. Such an inspection is recommended only where health and safety are at issue. Otherwise, it is not cost-effective and it is too stringent. |
| Random Sampling | Irregular periodic inspections of various work products are good for inspecting recurring tasks or products. |
| Period Inspection | Regular periodic inspections are good for inspecting recurring tasks or products. Schedule these inspections based on agency requirements and the availability of agency resources to conduct the inspections. |
| Consultant Self-Reporting | An inspection where the consultant inspects his/her own work and reports the findings to Caltrans is used primarily for items like system maintenance in which the consultant can provide system records that document performance. For development projects, consultant self-reporting would include monthly reports that detail problems and how they were resolved. |
Product or Performance Issues
If an inspection reveals unacceptable products or performance, the consultant may not charge Caltrans a second time for correcting unacceptable work or replacing poor quality material.
Document all conversations with the consultant about unsatisfactory work, and send a copy of this documentation to DPAC.
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