Small projects, big impact: Making on-call contracts work for you

Government entities often rely on on-call architecture and engineering (A/E) contracts to advance projects forward quickly and efficiently. Whether the need involves roof repairs or space reconfigurations, these agreements offer speed, flexibility and access to qualified professionals without repeated, redundant procurement processes. They can also serve as an entry point for broader, long-term partnerships that support complex capital programs.

When used thoughtfully, on-call contracts can be an effective and flexible delivery model. But they can also introduce significant trade-offs: limited understanding of the project’s needs by the A/E firm, rock-bottom fees and a lack of strategic insight that ultimately diminishes service value and project outcomes. A thoughtful partnership makes all the difference. At Wold, our team helps clients make the most of these contracts by pairing day-to-day responsiveness with the depth, systems and leadership required to support projects of any scale without sacrificing quality or long-term value.

What is an on-call contract, and how does it work?

On-call contracts can streamline the delivery of small, recurring or time-sensitive projects. Many government, public and large system agencies leverage these contracts as a roster of contractors and service providers who can step in to fill short-term or unforeseen needs. These relationships typically involve a formal agreement with several prequalified AE firms, usually three to five, that can be engaged as needs arise.

These contracts are commonly used for small- to mid-sized scopes or repeat work and are established through a qualifications-based selection process, with a re-solicitation process every few years.

Benefits of on-call contracts for government agencies

On-call contracts are more than just an administrative tool. They offer tangible operational and strategic advantages when used intentionally:

• Faster project starts without lengthy procurement timelines
• Reduced workload for your procurement and administrative teams
• Greater flexibility for your project managers to move work forward efficiently
• Opportunities to build long-term relationships with trusted A/E teams
• Improved continuity and knowledge retention across multiple projects, reducing the burden of A/E onboarding

Common challenges and risks

Despite their advantages, on-call contracts can fall short when speed and low fees take priority over expertise and thorough planning. Left unaddressed, these issues can erode value and limit the contract's long-term effectiveness. Common challenges can include:

• Fee-based selection that undervalues service quality and specialized expertise
• Misalignment between a firm’s expertise and projects that can benefit from the experience
• Firms may become commoditized rather than treated as strategic partners
• Inconsistent or undefined work scopes that lead to unequal proposals

How to get more value from your on-call list

Wold recommends a more intentional approach to on-call engagements. The following principles help ensure each project delivers both immediate results and long-term value:

1. Tip #1: Match firms to projects based on expertise, not just cost: Select the team best suited to the work, especially when projects require specialized knowledge.
2. Tip #2: Distribute work equitably: Consistent engagement helps firms stay responsive and in the loop. This leads to better outcomes over time as the relationship evolves.
3. Tip #3: Consider project size, scope and long-term needs: Avoid viewing on-call projects as quick fixes alone. Even small initiatives can influence future capital planning.
4. Tip #4: Look for A/E teams with diverse in-house capabilities and strong local knowledge: Integrated teams reduce handoffs, improve coordination and bring a deeper understanding of regional and regulatory context.
5. Tip #5: Treat small projects as relationship builders: Early success on limited scopes often sets the tone and foundation for trust in larger, more complex capital efforts.

What a high-performing on-call relationship looks like with Wold

The right partner should feel like an extension of your team, regardless of project size. Wold brings a proven track record of working within on-call frameworks across all public-sector markets. With planning, architecture and engineering expertise under one roof, our in-house teams deliver coordinated solutions without unnecessary complexity. We apply the same rigor, stakeholder engagement and quality processes to small on-call scopes as we do to multi-million dollar projects.

On-call contracts are most effective when government agencies treat them as true partnerships and prioritize firms with the experience best suited to the task at hand. To strengthen your AE partnerships, or if you have questions about maximizing your on-call list, contact Wold today.