On-call contracts are more than procurement mechanisms; they’re strategic tools that enable agencies and developers to unlock agility, capacity, innovation, and specialized resources to support project delivery. Amid evolving regulations, budget constraints, and urgent socioeconomic needs, the opportunity lies not just in having an on-call contract but in leveraging that contract to its fullest potential to meet these challenges. This article provides expert strategies to maximize the value of on-call contracts, allowing you to adapt to unexpected challenges, access specialized expertise, and forge long-lasting project partnerships.
Flexibility in a Fast-Changing Landscape
Challenges like housing shortages, increasing energy demands, water scarcity, and disaster recovery require an efficient response. On-call contracts (also sometimes called as-needed contracts) allow clients to adapt swiftly to pressing needs.
Initiate Projects Quickly
Contracting on a project-by-project basis can be arduous and time-consuming, which is not always cost-effective, especially for small projects. A master services agreement (MSA) is a foundational contract to provide services over an extended period. MSAs streamline the contracting process by allowing you to set up a legal contract that extends over several years, then issue task orders under that blanket agreement on an as-needed basis. Once you have an MSA in place with a consultant, they’re effectively “on call” to provide you with services as needed.
“The ability to react quickly is a huge benefit of having an on-call contract,” said Engineering Project Manager Russ Bergholz, PE. “Once we have an MSA in place, a client can explain the need, we can quickly prepare a brief task order proposal, and we can get started supporting the client as soon as possible.”
The California Department of Water Resources (DWR) used an existing on-call contract to quickly respond to the discovery of the invasive golden mussel in Lake Oroville. This species poses a significant threat to ecosystems, water infrastructure, and recreation. DWR enlisted Dudek to develop a watercraft inspection and decontamination program just weeks before the busy summer recreation season.
Respond to Changing Regulations
Responsiveness means proactively incorporating solutions to changing regulations. The best consultants don’t just react; they anticipate. “Since we’re always keeping an eye on the regulatory landscape, we can work together to make sure projects stay on track,” said Planning and Urban Design Practice Director Asha Bleier, AICP.
The energy market has seen significant policy shifts impacting project timelines, altering permitting pathways, and reshaping investment strategies. On-call contracts give project owners the tools to remain nimble and resilient with support from consultants to:
- Monitor regulatory guidance
- Undertake early planning and risk mitigation
- Develop contingency permitting strategies
- Expand alternatives analysis
- Incorporate capacity density analysis
- And more
Compliance Practice Director Keith Carwana said, “By staying ahead of regulatory trends and fostering open communication, we’re helping clients navigate uncertainty and keep projects moving forward with creative solutions that address evolving policy shifts.”
Overcome Unforeseen Challenges
Changing regulations aren’t the only challenge; legal challenges, penalties, and other obstacles may also arise. Principal Restoration Ecologist Mike Sweesy, PLA, CERP, recounted a high-stakes moment when a client faced a substantial penalty from a water regulator for a sewage spill into a contained coastal bay that occurred 2 years earlier. The client urgently needed a water quality assessment that considered environmental conditions at the time of the spill to present at a hearing. Leveraging the on-call contract, Dudek analyzed the timing of the event, focusing on rain events and river flows before, during, and after the spill, and showed that the pollution was so diluted that it didn’t affect the larger water body.
“The assignment was outside the on-call contract’s scope of work, but our client was in a bind and needed a quantitively accurate and complex analysis fast. We delivered exactly what they needed with our in-house water quality experts, allowing them to forcefully advocate for a reduced fee,” said Sweesy.
Flex Staffing as Needed
For public agencies in particular, as-needed contracts also have operational benefits. According to Pew, state general fund budgets are expected to shrink by $72 billion cumulatively in 2025. As budgets shrink, projects require more specialized expertise, and constituents expect quicker results, agencies are increasingly relying on consultants for as-needed staffing. This is especially true in specialized fields, where internal hiring can be time-consuming or cost-prohibitive.
“Having an on-call is like driving in the HOV lane,” said Chief Operating Officer Eric Wilson. “Once you’re in, the process is faster and smoother. You can draw on your bench of consultants immediately, without slowing down to navigate contracting paperwork for each new project.”
Whether your consultant staff is embedded within your organization or simply on speed dial to provide specialized support when needed, leveraging your on-call contract for extension-of-staff services gives you access to strategic guidance and quick response when challenges arise.
“Your consultant can really be an extension of your team, bringing specialized expertise exactly when you need it, for only as long as you need it,” Bergholz said. “You skip the overhead of hiring, onboarding, and management. And if priorities shift, you can pivot instantly. That flexibility is the real value.”
Access to Specialized Expertise As Needed
Under an as-needed contract with a full-service firm, you’ll have access to a breadth of expertise. Experienced consultants anticipate needs to leverage complementary in-house or partner resources as necessary. This forward-looking approach ensures that your organization benefits from a robust support system, providing you with the confidence and capability to tackle any challenge.
Uncover Organizational Capacity
If you’re considering whether to issue an RFP for a project that seems outside of your as-needed contract scope, take a deeper look at your consultant’s organization chart. You may be surprised at the specialized expertise you can already access.
“We build our teams with foresight,” said Principal Engineer Glenna McMahon, PE, CEM. “Even if a service wasn’t in the original scope, we’ve likely anticipated it and built capacity to support it.” Firms that serve their clients purposefully are able to build turnkey technical teams to support projects as the need arises.
Tap into Connected Capabilities
If you sense your needs are evolving or you just want to make sure you’re engaging your consultant to the utmost level, then what? Communicate with your consultant. They can brief you on their capabilities beyond the original scope. “Our job is to find solutions to the challenges that clients present and find the right people to implement those solutions. Excellent firms are in step with the client’s needs and are prepared to quickly mobilize teams in anticipation of those needs,” said Project Manager Alex Hardy.
Scale with Strategic Partners
Strategic partnerships can play a key role in expanding capabilities, responsiveness, and adaptive support to complete specialized tasks. “By promoting strategic partnerships with subconsultants, agencies can maximize the value of their on-call contracts, not only to expand capacity, but to integrate local insight and specialized services,” said Bleier. “Strategic partners can help broaden opportunity, scale expertise, and strengthen community connection.”
Through your trusted on-call services provider, you can unlock a broad range of expertise and innovation to get the most out of your on-call contract.
On-Call Contracts Enable Continuity through Long-Term Partnership
As-needed contracts foster long-term relationships, allowing for consistent collaboration that adapts to your organization’s needs. Consultants who understand your mission can “see through your eyes” to provide proactive guidance and help navigate complex challenges.
Leverage Your Trusted Advisor
Your consultant is a partner to move your projects forward and achieve your goals. Contract managers also play an important role as strategic advisors. “Having a single point of contact is a huge benefit because you know exactly whom to call to get what you need,” said CEQA/NEPA Associate Practice Director Kristin Starbird. She shared a powerful example of how a trusting partnership benefited a client amid changing regulations.
As-needed contracts foster long-term relationships, allowing for consistent collaboration that adapts to your organization’s needs.
When the new Assembly Bill 131 and Senate Bill 130 legislation was passed, streamlining the environmental review requirements for various types of projects, Starbird reached out to her client to discuss how it might impact one of their existing projects. This led to an in-depth discussion about how the new laws would apply to other proposed housing projects within the jurisdiction.
Acting in her capacity as contract manager and subject matter expert for CEQA-related regulations, Starbird clarified the legislation’s impact for the client, discussed various applications for the new laws, provided written guidance to support their deliberations, and served as a trusted advisor at the exact moment the client needed it.
“We’re not just here to execute tasks; we’re here to make our clients successful,” said Wilson. “When you have a consultant who understands your goals and constraints, they can offer proactive guidance that saves time and resources.”
Maintain Institutional Knowledge
One of the most underrated benefits of long-term as-needed relationships is the preservation of institutional knowledge. When consultants work with your team over multiple years and projects, they develop a nuanced understanding of your organization’s history, priorities, and internal workflows.
“When we’ve worked with a client for years, we know the context behind decisions, the stakeholders involved, and the lessons learned from past efforts,” said Sweesy. This continuity helps reduce ramp-up time, repeat successes, avoid dead ends and repeated mistakes, and ensures consistency across projects.
A Shared Commitment to Excellence
On-call contracts are more than just an administrative convenience; they are strategic partnerships that can elevate project delivery and the achievement of your organization’s mission. Your consultant can respond to urgent needs, help navigate complex regulations, or supply staff to get the job done faster through on-call contracts that minimize friction by offering a flexible, efficient, and collaborative path forward. Following these steps ensures that you attain the maximum value from your on-call contract, enabling faster, smarter project completion with a long-term, trusted partner.
FAQs
An on-call contract, often structured as a Master Services Agreement (MSA), allows clients to issue task orders for services as needed, streamlining procurement and enabling faster project starts compared to traditional RFP-based contracting.
On-call contracts are ideal for various project needs, including small to mid-sized projects, urgent needs, regulatory response, staffing support, and specialized tasks that require quick mobilization.
Yes. Agencies often use on-call contracts to flex staffing, especially when budgets are tight or hiring is slow. Consultants can act as an extension of your team, providing expertise without the overhead of full-time hiring.
Long-term relationships foster institutional knowledge, proactive guidance, and continuity across projects. Your consultant becomes a strategic advisor who understands your goals and can help navigate complex challenges.