Policies and FAQ
Frequently Asked Questions
This information can be obtained on the ECS page, the upcoming project listing and the five-year program.
Download copies from the ECS page or request one from ECS.
You can find the ECS FTP site here.
The password for the ECS FTP site is Ecs_01. This password is case sensitive.
Yes, if one is provided by the project manager.
There are several common reasons a proposal can be rejected without review:
- Incorrect formatting
- Not prequalified
- Over the page limit requirements
- Lacking signature requirements
It generally takes three to four weeks, depending on the size of the project and the number of submittals.
Go to here for more information.
You have to way 21 days from your prenegotiation meeting.
Your firm needs all the items listed on the Advance Agreement Checklist.
You need to have a certified payroll when you have an overhead rate and it is submitted with the cost proposal.
The primary consultant determines whether it is required of a subconsultant to have insurance.
ADOT requires a range of insurance from its consultants:
- Professional liability
- General liability
- Valuable papers
- Workman's compensation
- Auto liability
You need to have your insurance certificate before you receive your notice to proceed.
ECS submits a "Best and Final" offer. If your firm does not accept this offer, ECS moves negotiations to the next ranked firm.
Yes. Modifications are considered part of the legal contract document.
No. The amount is determined by the state engineer's office annually.
ECS must receive a formal request from the primary consultant for the subconsultants.
Submit these documents and justifications with your CM:
- Letter of request
- Scope of work
- Justification and derivation of cost for the primary and all subconsultants
Progress Payment Report
Submit a Progress Payment Report once a month.
In your Progress Payment Report, include correct format, work hours expended and supporting documents for compliance and cost.
Request a time extension from your project manager.
Submit a final invoice and the requirements listed on the Closeout Checklist.
All contracts are subject to audit.
Keep your files for five years after the contract closed date.
Go to the Contact Us page, contact the contract specialist for the contract or contact your contract branch manager.
The answer to this question is determined by contract type. Contact the assigned contract specialist.
Yes. The paperwork varies by contract type.
No. Only the primary consultant needs to be prequalified.
A subconsultant is a firm providing professional services on a contract; they make decisions, perform analyses or make recommendations. A direct expense is anyone who provides a service but does not make recommendations or perform analyses.
Submit a written request to the project manager. Adding a new subconsultant requires a certified payroll and average hourly rates by classification.
Submit a written request to the project manager for realignment with justification and changes in categories.
Go to this address:
ADOT Engineering Records Section
1655 W. Jackson St.
Phoenix, AZ 85007
Allow 7 to 10 business days.