Report 2011-120 Recommendation 21 Responses

Report 2011-120: California Department of Transportation: Its Poor Management of State Route 710 Extension Project Properties Costs the State Millions of Dollars Annually, Yet State Law Limits the Potential Income From Selling the Properties (Release Date: August 2012)

Recommendation #21 To: Transportation, Department of

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.

1-Year Agency Response

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."

California State Auditor's Assessment of 1-Year Status: Fully Implemented

6-Month Agency Response

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.

California State Auditor's Assessment of 6-Month Status: Partially Implemented

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.

60-Day Agency Response

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)

California State Auditor's Assessment of 60-Day Status: Partially Implemented

All Recommendations in 2011-120

Agency responses received after June 2013 are posted verbatim.