Update and Retain Records

Closeout & Post-Performance : Post-Closeout : Update and Retain Records

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

Update and Retain Records

If you are not sure how long to keep or where to store a procurement record, contact your division records officer or the departmental records officer in the Office of Business Services.

After the final consultant payment has been processed, close the contract file and store the records according to your district’s procedures. The record retention schedule maintained by your district will detail the length of time required to maintain the documents in your office and when the documents are allowed to be destroyed.

Claims and disputes can occur on either Caltrans’ or the consultant's side. Caltrans may have defective work that needs correcting. The consultant may file a claim for nonpayment of some item that is not discovered during closeout. You need easy access to the contract records in case of litigation or if a consultant files a claim or dispute.

The consultant is also required to retain contract records for a period of time specified in the contract.

Prepare a complete set of indexed records to include with the final project records. Contract files must be kept locked up in drawers or file rooms.