Frequently Asked Questions

Preaward | Postaward | Contract Modifications | Progress Payment Report | Time Extensions
Contract Closeout | Miscellaneous

PREAWARD
	When will a contract be advertised?
		This information can be obtained on the ECS Website, the upcoming project listing and the 5 year program.
	How can I get copies of SOQs?
		Download from the ECS Internet website or request from ECS
	Where is the ECS FTP website?
		Ftp://ftp.azdot.gov
	What is the password for ECS FTP website?
		Ecs_01 (This is case sensitive)
	Is there a Feasibility Report listed on the FTP website?
		Yes, if one is provided by the Project Manager.
	What are some reasons a proposal can be rejected without review?
		Incorrect format submitted, not prequalified, over the page limit requirements and lacking signature requirements.
	How long does it take to make a decision after the submittal deadline?
		Generally 3-4 weeks depending on the size of the project and the number of submittals.
	How do I submit an SOQ if I'm an out of State firm with no ECS contracts?
		Go to http://www.azdot.gov/Highways/ECS/Online_SOQ_Materials.asp
POST AWARD
	How long do I have to submit Cost-Proposal?
		21 days from your pre-negotiation meeting.
	What does my firm need to submit to ADOT Audit & Analysis to receive a pre-award overhead rate?
		All of the items listed on the Advance Agreement Checklist
	When do I need to have a certified payroll?
		When you have an overhead rate and it is submitted with the cost proposal.
	Does a sub-consultant need to have insurance to enter into a contract?
		The prime determines whether or not this is required.
	What type of insurance is required by ADOT?
		Professional Liability, General Liability, Valuable papers, Workman's Compensation  and Auto liability.
	When do I need to have my insurance certificate to ADOT?
		Before Notice to Proceed.
	What happens if our firm and ADOT cannot come to agreement on the cost of the project?
		ECS submits a "Best and Final" offer and if not accepted by the firm, negotiations are moved to 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 - That is determined by the State Engineer's office annually.
	If a COLA is approved, do my sub-consultants get one automatically?
		ECS must receive a formal request from the prime for the sub-consultants.
	What documentation and justifications need to be submitted with CMs?
		A letter of request, scope of work, justification and derivation of cost for the prime and all subconsultants
PROGRESS PAYMENT REPORT
	When should Progress Payment Reports be submitted?
		Once a month
	How can I register for electronic Automatic Deposit of payment?
		http://www.gao.state.az.us/onlineforms/   Go to Vendor Forms - GAO-618 (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?
		Correct format, work hours expended, 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?
		Final invoice and the requirements listed on the Closeout Checklist.
	Is my contract subject to a final audit?
		All contracts are subject to audit.
	How long do I need to keep my files?
		5 years after the contract closed date
MISCELLANEOUS
	My question is not on the list above, who do I contact?
		http://www.azdot.gov/highways/ECS/Index.asp  or the contract specialist for the contract or your contract branch manager.
	How do I find out which specialists handle which type of contracts?
		It is listed on the ECS Internet Website.
	How do I find out which contract specialist is assigned to a contract?
		It is listed on the ECS Internet Website.
	Can I increase the rates on a contract when my yearly increases come into effect?
		Contact ECS to determine if you are eligible.
	Can I change the overhead rate during the course of a contract?
		Varies - That is determined by contract type. Contact the assigned contract specialist.
	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 sub-consultant need to be pre-qualified?
		No. Only the prime consultants.
	How is the work of a firm classified? As a sub-consultant or a direct expense on a contract?
		A subconsultant is a firm providing professional services on a contract; they are making decisions, analysis or recommendations. A direct expense is anyone just providing a service but no recommendations or analysis.
	How do I add a new sub-consultant to a CPFF, Lump Sum design or Lump Sum by Task Order contract?
		Submit a written request to the Project Manager. This requires a certified payroll and average hourly rates by classification.
	How do I re-align funds on a CPFF contract?
		Submit a written request to the Project Manager for realignment with justification and changes in categories.
	At what location do I receive The CRYPTOCard after it is available for pickup?
		ADOT Engineering Records Section, 1655 W. Jackson - Room 175, Phoenix, AZ 85007. Allow 7-10 business days.