To ensure that the repairs it makes to the SR 710 properties are necessary and reasonable, Caltrans should document its rationale for approving project change orders.
Caltrans District 7 management provided Right of Way staff instructions on the procedures required to document the rationale for approving project change orders before approval. Please see Attachment 3 for a copy of the September 27, 2012, memo that includes the procedures.
Caltrans has established a process for approving additional scope of work related to original task (repair) orders. Our review of repair files in May 2017 found that documentation supported the necessary and reasonable nature of work that was additional to the original scope of work.
Caltrans' District 7 office management developed a form that requires staff to document their rationale for approving project change orders before approval.
Caltrans did not provide a copy of the procedures it issued to staff instructing them on how to use the form.
Caltrans' District 7 office management issued a memo on September 27, 2012, instructing staff to document their rationale for approving project change orders, effective immediately. Caltrans also stated that it is on track to complete the specific policy and procedures to ensure compliance and the related training by December 31, 2012. (See 2013-406, p. 170)
Agency responses received after June 2013 are posted verbatim.