Contract Forms / Specs
Contract Forms / Specs
Professional Services Contract (with DBE Goal)
Pre-Solicitation
The Agency must submit a request for a DBE Goal Setting along with the Final Scope of Work to BECO prior to solicitation approval and final federal authorization. The goal response notice must be included in the Federal authorization package submitted to ADOT.
Solicitations must include the forms or links to current forms (electronic versions).
- LPA PS EPRISE with Goal Project Specific (Rev. 6/23/2016)
- LPA PS EPRISE with Goal On-Call (Rev. 2/1/2017)
- ADOT GFE Guide(Form 103c) (Rev. 8/2/2017)
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
Pre-Award
- Project-Specific Assurance Commitment (Form 3212PS) (Rev. 9/1/2016)
- On-Call DBE Commitment (Form 3204PS) (Rev. 9/1/2016)
- Online Bidder's List - All proposers must submit an Online Proposers List with proposal
- Certification of Good Faith Efforts (Form 3203PS) (Rev. 1/4/2017)
Submit during negotiations:
- DBE Consultant Intended Participation Affidavit: Summary (Form 3206PS) (Rev. 8/1/2019)
- DBE Subconsultant Intended Participation Affidavit: Individual (Form 3205PS) (Rev. 8/1/2019)
Post Award
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
- DBE Termination Substitution Reduction Request (Form 3108C) (Rev. 5/4/2020)
- Professional Services LPA DBE Subcontract Compliance Assurances
Contract Close-Out
- Certification of Final LPA DBE Payments (Form 3210PS) (Rev. 01/03/2017)
- Close the contract in the LPA DBE System
Professional Services Contract (without DBE Goal)
Pre-Solicitation
Race Neutral (No Goal) designation must be in solicitation.Solicitations must include the forms or links to current forms (electronic versions). All proposers must submit a Commitment Form with a proposal.
- LPA EPRISE PS No Goal Project Specific (Rev. 8/26/2016)
- LPA EPRISE PS No Goal On-Call (Rev. 1/9/2017)
- Learn more about Goal Assessments
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
Pre-Award
All proposers must submit a Proposers (Bidders) List email confirmation notice with a proposal.
Post Award
- Professional Services LPA DBE Subcontract Compliance Assurances (Rev. 7/1/2016)
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
Contract Close-Out
Construction Contract (with DBE Goal)
Pre-Advertisement Requirements
The Agency must submit a request for a DBE Goal Setting along with the Final Scope of Work to BECO prior to federal authorization. The goal response letter must be included in the federal authorization package to ADOT.
Pre-Solicitation
- LPA EPRISE with Goal (Rev. 7/01/2017)
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
- DBE Goal Assurance (Form 3102C) (Rev. 7/1/2018)
- EEO Compliance Report (Rev. 8/24/2016)
Pre-Award
All bidders must submit with bid:
- DBE Goal Assurance (Form 3102C) (Rev. 7/1/2018)
To be considered for award, the apparent low bidder must submit the following affidavits and required documents within five (5) calendar days after bid opening date by 4 p.m.:
- Online Bidder's List
- DBE Intended Participation Affidavit (Form 3105C) (Rev. 4/1/2019)
- DBE Intended Participation Affidavit Summary (Form 3106C) (Rev. 4/1/2019)
- GFE Documentation Resources:
- ADOT GFE Guide(Form103c) (Rev.8/2/2017)
- FHWA Video: GFE Overview
NOTE: To be considered responsible and eligible for award of a contract, a bidder who has indicated in its bid that it met the DBE goal or made good faith efforts must submit the required information no later than five calendar days after bid opening. If the bid of the apparent low bidder is rejected for any reason, the next low bidder may become the apparent low bidder only if it had submitted the required information, no later than five calendar days after bid opening.
Post Award
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
- LPA DBE Subcontract Compliance Assurances (Rev. 7/1/2016)
- CUF Review Worksheet - LPA (Contact LPA Contract Compliance)
- Joint Check Agreement Request - Form 3109C (Rev.12/1/2016)
- DBE Termination Substitution Reduction Request (Form 3108C) (Rev.5/4/2020)
- Joint Check Agreement - Form 3114C (Rev. 7/1/2016)
- Enter contract into the LPA DBE System
Contract Closeout
Construction Contract (without DBE Goal)
Pre-Solicitation
Forms must be provided in solicitations. Contract language is to be included as written.
- LPA EPRISE without Goal (09/19/16)
- FHWA Video: Overview
- LPA Prompt Pay and Payment Reporting Provisions (07/24/2023) - These requirements apply to all LPA federal-aid contracts and subcontracts that are advertised on or after September 1, 2023.
- EEO Compliance Report (Rev. 8/24/2016)
Pre-Award
Solicitations must include the forms or links to current forms (electronic versions). All proposers must submit a Bidders List.
Contract Closeout
FHWA Reporting and LPA Contract Management System
Reporting
Accurate reporting of contract data in the LPA DBE System is required. Payments to prime contractors and sub-contractors are captured in the LPA DBE System when payments are made.
FHWA Monthly Report
This report consists of the LPA's Awards and Commitments for each month and is due to BECO by the 10th of the month. The agency reporting awards must reference the federal project numbers and the TRACS number if applicable. The project description or project title should be consistent throughout the contract and listed in the LPA DBE System with the same project title. Reference the project title that was originally submitted on the goal worksheet and Goal Request Response letter for consistent information.
- FHWA Monthly Report Template (Rev 8/15/2018)
LPA DBE System
- Monitor for payments reported by prime contractors and subcontractors to subsequent DBE and non-DBE contractors and subcontractors
- Monitor payments in LPA DBE System
Procedure Manuals
Procedure Manuals for Monitoring Contract Compliance
- LPA Contract Management System
- LPA Contract Management System Manual
- Instructions - How to Create a Contract
- Instructions - How to Manage Contract Settings
- Instructions - How to Close a Contract
- Instructions - How to Complete Monthly Audits
- Video - Entering Prime and Sub Payments
- Payment Reporting Guide
Commercially Useful Function (CUF)
- Commercially Useful Function Overview (FHWA Website)
- Commercially Useful Function Review Worksheet - LPA (Contact LPA Contract Compliance)
- FHWA Tips on Evaluating a CUF
- Trucking Commercially Useful Function Guidelines