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.
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.
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.
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
When should Progress Payment Reports be submitted?
Submit a Progress Payment Report once a month.
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
Does the contract modification I submit need to have an original signature?
Yes. Modifications are considered part of the legal contract document.
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.
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.