CONTRACT KICKOFF MEETING
CHECKLIST
Ö Check off when completed
The Consultant is advised to have all pertinent staff responsible for the project, including the firms accounting staff, and subconsultants present at the meeting.The Consultant Checklist is provided at the kickoff meeting to ensure that everyone attending (Caltrans & Consultant(s) Team) understands the contract requirements and expectations; receive clarification of any discrepancies; and answer any questions identified concerning the project.
Section A – Contract Items provided by Caltrans: Tools to help Consultant team meet State requirements.
Work Breakdown Structure (WBS) Codes are included as an attachment to the contract. WBS codes must be related to the work activity identified. (WBS codes are referred to in the Statement of Work of the contract and are specific to the contract). The WBS codes are also available on the web at: http://www.dot.ca.gov/manuals.htm
Simplified Organizational Chart with mail station, phone numbers, etc. – Consultant Services Unit (CSU) Staff is identified along with Contract Manager and any Functional Managers involved in the contract.
Section B – Various Contract Items are available to Consultant via internet, the Consultant may download as needed.
Manuals – (Consultant(s) should be familiar with the required manuals as they relate to the work required in the contact. Manuals may be viewed and are available to purchase via Department publication web site at the following address: http://caltrans/opac.ca.govCurrent versions of the following information may be located on the Department’s web site:
Invoice Instructions
Invoice Format
Other Forms needed (i.e. task order)
WBS Codes http://www.dot.ca.gov/manuals.htm
Critical Path Method (CPM) schedule, (only if Project Specific and/or Firm Fixed Price Task Order) – CPM schedule would be developed and worked out with the Consultant if required for the contract.
Section C – Contract items to be provided by the Consultant: The Department CM will manage the contract and request items listed.
Copies of current Insurance verification(s) that fulfill the contract requirements to be given to Division of Procurement and Contracts (DPAC), CSU and CM prior to execution of Contract. However, once the contract has begun, insurance renewal certificates are to be submitted to the CM or District CSU for verification and approval. (see contract).
Updated Organizational Chart or comparable list including company address, key personnel (including subconsultants), titles, contact information, etc., to verify that staffing agreed upon in cost negotiations has not changed. (Note: If changes in staffing have occurred, new personnel must be approved in advance using Personnel Request Form, attached to the contract.)
Section D –These items are listed to ensure the Consultant is aware the following require prior CM action and/or approval.
Personnel
Scope/Task
Consultant Firm Name changes (requires contract amendment, see Caltrans Service Contract Manual Chapter 4)
Overtime
DVBE/DBE/SB subconsultant substitutions
Other items to consider:
Prevailing Wage Determinations
Training/Seminars
Travel (See Consultant Travel Guide at http://www.dot.ca.gov/hq/asc/travel/consultant.htm)
Cover short term and long term per diem if appropriate
Sheet 4 of 4
CONTRACT KICKOFF MEETING
CHECKLIST
Ö Check off when completed
Section E – Consultant Services Contract Issues and Reimbursements: These items are identified to ensure that the Consultant is aware of the items required for processing invoices.Prompt Payment Act – Inform Consultant of their rights, statutory time frames and late penalty payments and calculations.
Invoice Submittal Instructions provided to help make it easier for Consultant to process invoices.
Discuss Invoice Dispute Notification Process, timelines and Departments expectations.
Billing Format: Review invoice, certified payrolls and fringe benefit statements
Invoices
· Monthly – 45 days after the work period.
· Backup documenttation
· Triplicate
· Any work done in May should be submitted by June 10 (if at all possible)
· Final Invoice/Deliverable – 45 days after completion/expiration
(WBS – Identified on the invoice and they correspond with the actual work performed.)
Deliverables as defined in the Contract – Clarification of any questions related to deliverables and milestones.
Monitoring - Identify the types and amount of monitoring.
Progress Meetings – Discuss whether in person, teleconference, etc.
Agreed Meeting Date(s):
Agreed Schedule Date(s):
Progress Reports – Discuss whether email would suffice, informal written report or detailed formal report is necessary (see Contract requirements).
Agreed Report Date(s):
On-Site Visits – CSU staff may be available to assist the Consultant upon request in helping to set up filing systems for record keeping purposes, monitoring of prevailing wages as discussed below, etc.
DVBE/DBE/SB: Discuss requirements, responsibilities and goals established for the contract.
· Verify same Consultants and Subconsultants as listed in Contract
· % of use match work performed.
· Milestones agree.
· Work identified in Contract is being done by DVBE/DBE/SB as stated.
· Monitor DVBE/DBE/SB usage per the contract-identified goal.
· Reminder to evaluate current DBE/DVBE utilization status when developing each new Task Order and add DBE/DVBE firms as needed to achieve contract goals.
Sheet 4 of 4
CONTRACT KICKOFF MEETING
CHECKLIST
Ö Check off when completed
Small Business (SB) –State the Departments’ interest in increasing the utilization of Small Businesses (for 100 percent State Funded contracts) and discuss the benefits of Subconsultants becoming certified. Discuss the importance of Small Business on Federal contracts, regardless of credit the state may/or may not receive.Evaluations – Interim evaluations may be performed on an as needed basis as determined by the Contract Manager.
Quality Assurance/Quality Control (OA/QC) – Discuss the roles and responsibilities.
Amendment requirements – Discuss the procedures, expected timeframes, and what to avoid. Contract modifications/amendments are not due to unsatisfactory work or rework. If Firm name change occurs after process begins, name change must be submitted with an amendment, for payment and invoicing purposes.
Prevailing Wages – Discuss onsite visits; employee interviews; certified payrolls; fringe benefit statements; posting of required documents; etc. Prevailing wage rates are available at Department of Industrial Relations’ Internet Web Site: http://www.dir.ca.gov.
Section F Contract Completion
Files and Record keeping – Per Project Development Procedures Manual.Consultant Final Evaluation – Inform the Consultant that these are done within 30 days after Final invoice/deliverables approved.
Notification – Contract Manager is to disencumber any remaining funds from the original encumbrance EA and subjob(s), and any funds encumbered against the project-specific EA as identified in the Task Order.
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Chief, Consultant Services Date
______
Contract Manager Date
______
Consultant Project Manager Date
*Signatures[1]
Sheet 4 of 4
[1] Checklist is to be signed by Chief, Consultant Services, CM and the Consultant Project Manager. The original is placed in the contract file and a copy is given to the Consultant.