Listed below are some best practices to follow when maintenance forces are in need of goods and services to complete maintenance activities.

Identification of the scope of work (SOW) that will be performed. Have all the items of work been identified and quantified and communicated?  

• • Quantities: What and how much? Be sure to read the measurement and payment of each contract so items are not being double counted.

  • Schedule: When will the work be performed? Are there traffic limitations/restrictions of when the work can be performed (as determined by the region traffic engineer)? Be sure to include this information within the scope of work.

Work with your contract specialist to determine which contracting method will be utilized to carry out the work.  

• • The contract specialist can determine if there are existing contracts in place and how they are structured. They can also provide assistance in helping to refine the scope of work needed based on the contracting method.

  • Once the contract or the contracting method has been identified, please review the contract requirements with the contract specialist to eliminate confusion and ensure the scope of work properly identifies the items of work and how the contractor/vendor will be paid.

Work with your contract specialist to advertise the project to the prospective contractors.

Pre-bid meeting: The pre-bid meeting will be conducted by the region contract specialist or UDOT Procurement, depending upon the contract type (statewide agency vs. region contract). Holding a pre-bid meeting is advantageous for explaining the SOW and expectations to the contractors, which helps them provide a more complete bid to UDOT.   

Award the SOW: Work with the procurement office and the contract specialist to notify the successful contractor that they have been awarded the work.

Contractor coordination: Who will be the contractor’s foreman out on the project if problems arise, and can help to resolve issues?   

• • Who will be the maintenance personnel overseeing and documenting the work and working with the contractor to verify quantities and any changes that occur?

  • It is good practice to measure and agree to quantities on a daily basis with the contractor to ensure proper payment will be made. 

If a change occurs to the project in quantities, standards, or methods, and as a consequence something has been identified that may require adjustment to the contract price that was not included in the original scope of work:  

• • Read the contract requirements to verify if items are included in the contract. If they are not, work with your contract specialist or the procurement officer on how to proceed with the change order.

  • Change orders are an amendment that are permitted to occur through contract administration. An agency may execute a change order only if the contract contains specific change provisions and must execute the change order according to those provisions. Purchase Order Change Request 

Project completion

• Make sure all quantities are reconciled with the contractor and that all issues have been addressed. 

• Make sure all inspection and testing documentation has been completed and verified that the work meets the specifications.

Receive final invoices from the contractor: Verify payments are correct and work with the Region Accounting Office to pay the invoice.