CONTRACT ADMINISTRATION PROCESS
FOR CONSTRUCTION MANAGEMENT CONTRACTS
MAY 2013
Field Division
determines need for
Consultant services
CA electronically submits
signed Consultant Request
Field Division selects for Task Order Approval
another Consultant including the proposed fee
to Field Division
Successful Fee
NO
Negotiation?
YES
Field Division electronically
submits signed Consultant
Request for Task Order
Approval to CA
PMD tracks and distributes Consultant prepares and
the invoice to the Field submits the invoice to
Division for approval PMD for distribution
NO
PMD enters claim into
Field Division approves or
Oracle and forwards it with a
disallows and forwards the
copy of the OSF
signed invoice to PMD for
encumbrance to Comptroller
processing
for transmission to OSF
Consultant submits
reimbursement to
OVERPAYMENT
Comptroller Division and
copies CA
CA enters claim into Oracle
Comptroller Division closes
and forwards it with a copy
Task Order when the
of the OSF encumbrance to
construction project is
Comptroller for transmission
closed
to OSF
Field Division prepares CA assigns Task Order
and submits a Request for Number to the Request for
Services to CA Services
CA electronically submits
Consultant prepares and
Request for Services to the
electronically submits
Consultant with a
signed Consultant Request
Consultant Request for Task
for Task Order Approval
Order Approval
including the proposed fee
and a request for a fee
to CA
proposal
CA distributes Consultant
CA submits a
Request for Task Order
Purchase Order request
Approval to FHWA for
to Comptroller
signature approval
CA prepares and
electronically submits Notice Purchasing returns a
to Proceed to Consultant Purchase Order to CA
and Field Division
CA submits a memo to
Final Invoice? YES OR&E requesting a task
order audit
CA prepares reconciliation
invoice and submits to OR&E notifies CA of
Consultant and Field completed audit
Division
UNDERPAYMENT
Field Division
Consultant signs reconciled
prepares Consultant
invoice and submits to CA
Performance Evaluation