FAQ - Engineering Consultants

This information can be obtained on the ECS web page, the upcoming project listing and the five-year program.

For consultants that are prequalified with ECS, winning SOQs can be requested from [email protected].  All other requests must be made through a Public Records Request. 

There are several common reasons a proposal can be rejected without review:

• Not prequalified
• Over the page limit requirements
• Lacking signature requirements
• Not including required documents

It generally takes three to four weeks, depending on the size of the project and the number of submittals.

This information is included in the advertised Request for Qualifications and is typically 14 calendar days for the first submittal from the time of selection.  If selected, the firm will be notified about deadlines.   

Your firm needs all the items listed below: 

1.   Cognizant Letter, if applicable

2.   Current Certification of Final Indirect (Overhead) Costs

3.   Schedule of Indirect Cost Rates   (Requires an audit by a CPA if the payment amount of all active ECS administered contracts for this Consultant is > $1 million)

4.   AASHTO Internal Control Questionnaire, and required documents listed on Page B-1 of the questionnaire

5.   CARES Act Supplemental Information Form

a. If PPP Loan was obtain, provide the loan approval letter

b. If PPP Loan was forgiven, provide forgiveness approval letter

When a consultant (prime, sub or any level of tier-sub) is proposing labor classifications.

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 may issue a "Best and Final" offer letter. If a firm does not accept the offer,  ADOT may move to negotiations with the next ranked firm.

Yes. Modifications are considered part of the legal contract document.

No.

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

Submit a Progress Payment Report once a month.

Go to the General Accounting Office website. Go to ACH Vendor Authorization - Form to set-up Automated Payment Processing

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 Letter.

All contracts are subject to audit.

Keep your files for five years after the contract closed date.

Email your question to  [email protected]

No.  Rates are set for the life of the contract and are only eligible for an increase once the contract is 5-years past the Notice to Proceed date.  Contact ECS to determine if you are eligible at  [email protected]

The answer to this question is determined by contract type. Contact ECS at [email protected].

Yes. The paperwork varies by contract type.

No. While encouraged, 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 and Add/Remove Subconsultant  Form to the ADOT Project Manager. Adding a new subconsultant requires a certified payroll. 

Submit a written request to the project manager for realignment with justification and changes in categories.