To ensure that General Services performs only necessary repairs and that its costs are reasonable, Caltrans should reconcile General Services' estimates for the repair projects with the scope of work the Department of Finance (Finance) approved in the transfer request form, and, if applicable, explain any differences.
Caltrans District 7 management provided instructions on the procedures required to perform monthly reconciliations between the scope of work approved in the Form 22 and DGS' estimates. Please see Attachment 8 for a copy of the July 22, 2013, memo entitled, "Project Reconciliation Tracking and Reporting Procedures."
Caltrans' District 7 office developed a Project Estimate Reconciliation form to use when there are differences between the scope of work approved in the transfer request form and General Services' repair estimate. Caltrans stated that the reconciliation is done on a monthly basis and has been applied to all repairs performed between March 2012 and December 2012.
Caltrans did not provide a copy of the procedures it issued to staff instructing them on how to use the form and requiring them to perform the monthly reconciliation.
Caltrans stated that it is meeting with General Services to develop a process to reconcile the estimates for repairs with the scope of work in the transfer request forms. Caltrans expects this process to be in place by December 31, 2012. (See 2013-406, p. 173)
Agency responses received after June 2013 are posted verbatim.