Final Inspection

Closeout & Post-Performance : Task Order Closeout : Final Inspection

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

Final Inspection

In many cases, the contract specifies exact final inspection criteria. If it does not, develop these criteria based on the scope of work (SOW) and contract language, including any special terms and conditions.

For specialized work areas, the relevant functional manager (FM) or task order manager carries out the inspection and signs off on the final product. For example, an environmental manager will review an environmental assessment report to determine if it meets the technical requirements. Often, the FM responsible for the acceptance sends the CM a memo or an email to formally accept the product or service. The key is to make sure that final acceptance is in writing and is stored in the contract file. Do not pay the final invoice until final acceptance has been received.