FAQ - Engineering Consultants

Pre-Award

When will a contract be advertised?

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

How can I get copies of Winning SOQs?

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. 

What are some reasons a SOQ can be rejected without review?

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

How long does it take to make a decision after the submittal deadline?

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

Post-Award

How long do I have to submit a cost proposal?

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.   

What does my firm need to submit to the Engineering Consultants Section  to receive a pre-award overhead rate?

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 do I need to have a certified payroll?

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

Does a subconsultant need to have insurance to enter into a contract?

The primary consultant determines whether it is required of a subconsultant to have insurance.

What type of insurance is required by ADOT?

ADOT requires a range of insurance from its consultants:

  • Professional liability
  • General liability
  • Valuable papers
  • Workman's compensation
  • Auto liability

When do I need to have my insurance certificate to ADOT?

You need to have your insurance certificate before you receive your notice to proceed.

What happens if our firm and ADOT cannot come to an agreement on the cost of the project?

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.

Contract Modifications

Does the contract modification I submit need to have an original signature?

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

Can I request a specific amount for a COLA?

No.

What documentation and justifications need to be submitted with CMs?

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

When should Progress Payment Reports be submitted?

Submit a Progress Payment Report once a month.

How can I register for an electronic Automatic Deposit of payment?

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

What should be included with the Progress Payment Reports to ensure that it’s not returned or delayed?

In your Progress Payment Report, include correct format, work hours expended and supporting documents for compliance and cost.

Time Extension

What do I do if there is more work to be done and my contract is about to expire?

Request a time extension from your project manager.

Contract Closeout

What do I have to submit to ADOT when closing out a contract?

Submit a final invoice and the requirements listed on the Closeout Letter.

Is my contract subject to a final audit?

All contracts are subject to audit.

How long do I need to keep my files?

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

Miscellaneous

My question is not on the list above. Whom do I contact?

Email your question to  [email protected]  

Can I increase the rates on a contract when my yearly increases come into effect?

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] 

Can I change the overhead rate during the course of a contract?

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

Do I need to submit supporting documents on a payment report for a Lump Sum by Task Order/CPFF/Lump Sum by Design type contract?

Yes. The paperwork varies by contract type.

Does a subconsultant need to be prequalified?

No. While encouraged, only the primary consultant needs to be prequalified.

How is the work of a firm classified? As a subconsultant or a direct expense on a contract?

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.

How do I add a new subconsultant to a CPFF, Lump Sum design or Lump Sum by Task Order contract?

Submit a written request and Add/Remove Subconsultant  Form to the ADOT Project Manager. Adding a new subconsultant requires a certified payroll. 

How do I realign funds on a CPFF contract?

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