General Information - Goods and Services Bidding

ADOT Procurement Group issues the following types of solicitations:

• Request for Quotation (RFQ) – The RFQ is an informal solicitation process conducted for the procurement of goods and services with an anticipated value ranging from $10,000 to $100,000.
• Invitation for Bid (IFB) — The IFB is a formal solicitation process conducted for the procurement of goods and services with an anticipated value exceeding $100,000. Requirements  are clearly specified within the solicitation and contract award is made to the lowest responsive and responsible bidder.
• Request for Proposal (RFP) — The RFP is a formal solicitation process conducted for the procurement of goods and services with an anticipated value exceeding $100,000. The solicitation identifies the needs of the agency and requests a proposed method to meet the need from the vendor. Vendors proposals are evaluated using criteria identified within the RFP. Award is made to the proposal  which has been determined most advantageous to the State.
• Request for Qualifications (RFQu) – The RFQu is a formal solicitation process conducted for the procurement of specific professional services such as architects, engineers and other professional services. The anticipated value exceeds $250,000 for architects and $500,000 for engineers and other professional services. Vendor submits qualifications and responses are ranked based on criteria identified in the solicitation. A fee proposal is requested and negotiated with the top ranked vendor.

Notification of goods and services bidding opportunities are sent via email.  Vendors must submit their responses electronically through Arizona Procurement Portal. Open solicitations may be viewed and accessed through Arizona Procurement Portal.

Solicitations include the following sections: 

• Scope of Work or Specifications – This section identifies the specific requirements of the goods or services to be purchased.
• Uniform Terms and Conditions – This section contains standard terms and conditions that will apply to a resultant contract. The Uniform Terms and Conditions can  be found on the State Procurement Office website. 
• Special Instructions to Offerors – This section contains specific instructions to assist the vendor in submitting an offer.
• Uniform Instructions to Offerors  – This section contains standard instructions to assist the vendor in submitting an offer. The Uniform Instructions to Offerors can be found on the State Procurement Office website. 
• EEO Title V1 Language – Notification that the ADOT will comply with all Equal Employment Opportunity Title VI requirements.

Depending on the type of goods or services being requested, certain licensing and registration requirements may apply. Common licensing and registration requirements include:

• Registration with the Arizona Corporation Commission. 
• Registration with the Arizona Unified Transportation Registration and Certification System (UTRACS). 
• Businesses wishing to provide architectural and engineering design to ADOT must also be licensed with the Arizona State Board of Technical Registration. 
• Construction contractors (both primes and subs) must be licensed with the Arizona Registrar of Contractors. To become a licensed contractor, you must submit an application showing you have passed one or more written exams, met appropriate experience requirements, and have sufficient bonding. You can learn more about contractor licensing and access the application on the Registrar of Contractors website.
• Registration as a vendor in Arizona Procurement Portal.

Be sure to check the solicitation for specific licensing and registration requirements.

Certain licensing and registration requirements may exist for a given contract. Common licensing and registration requirements include:

• All companies wishing to do business with ADOT must also register as a vendor with the Arizona Unified Transportation Registration and Certification System (UTRACS). 
• Businesses wishing to provide architectural and engineering design to ADOT must also register with the Arizona State Board of Technical Registration. 
• Construction contractors (both primes and subs) must be licensed with the Arizona Registrar of Contractors. To become a licensed contractor, you must submit an application showing you have passed one or more written exams, met appropriate experience requirements, and have sufficient bonding. You can learn more about contractor licensing and access the application on the Registrar of Contractors website. 
• All companies wishing to secure professional services and/or goods and services contracts through ADOT Procurement Group and get paid by ADOT must register in AZ Procurement Portal.

Be sure to check the solicitation for specific licensing and registration requirements.  Also be sure to check your status in the System for Award Management (SAM) website to be sure there is no inaccurate debarment and suspension information.

All companies working with ADOT are required to carry certain types of insurance. The specific type of insurance and coverage and limits required may vary depending on your type of business as well as the size and type of contract you wish to bid. ADOT will require the winning contractor or consultant to submit proof of insurance (usually done by submitting a certificate of insurance will accompanying endorsements).

Here are some common types of insurance that would be required on an ADOT contract:

Workers’ Compensation Insurance — this type of insurance covers medical expenses and at least some lost wages if employees of the business are hurt on the job or become sick as a result of their work.

General Liability Insurance — this type of insurance protects you in case an employee, subcontractor or client claims they were injured or their property was damaged by you or someone in your employ.

Commercial Automobile Liability Insurance — this type of liability insurance functions much the same as private auto insurance, but applies to any vehicle owned or leased by your Business. This includes both large commercial vehicles and small vehicles such as cars used for company business.

Professional Liability Insurance — this type of liability insurance, also sometimes called errors and omissions insurance, provides defense, investigation, and settlement cost for claims or alleged negligence against Professional advice and service-providing individuals and businesses.

Property Insurance — this type of insurance provides financial reimbursement (up to the set limit) to the owner or renter of a structure and its content.

Product Liability Insurance — this type of insurance protects manufacturers, distributors and retailers from financial loss if their product causes injury or bodily harm to a user or client.

For more specific information, see the ECS Insurance Requirements section of the ADOT website.