Once cost negotiations have concluded, several documents must be submitted prior to contract execution.
If you or any subconsultants whose contracts exceed $100,000 have engaged in any lobbying activities, you or your subconsultants must submit an anti-lobbying/disclosure form, which can be found on the Forms and Templates page. Also, you are required to sign a statement certifying that, to the best of your knowledge, you have never and will never use Federal-Aid Highway Program funds for the purpose of lobbying.
You must also submit certificates of insurance to certify that
- a person or company (Consultant) has the specific type of insurance needed to protect both itself and the State of Arizona against loss resulting from the particular work or service being performed.
- the policy limits meet the limits of liability required in the contract.
- the policy is currently in effect and has not expired.
- the insurance company is a recognized and approved insurer according to AM Best.
- any special conditions required by the contract are specifically endorsed onto the policy.
Critically, your insurance policy must name the State of Arizona and ADOT as additional insureds as outlined in the RFQ package. Guidelines for the types and amounts of insurance generally required, as well as instructions on how to submit evidence that you are insured, can be found on the ECS Insurance requirements page.
You and your subconsultants are also required to certify your compliance with all federal, state and local immigration laws. A sample immigration certification statement can be found on the Forms and Templates page.
Once these documents have been submitted, an ECS Contract Specialist will assemble the final contract, it will be reviewed by the ECS Contract Manager, and then both you and ADOT must sign it. Once that’s done, the contact will be considered fully executed.
After a contract is executed, you must wait for a written Notice to Proceed (NTP) from ADOT before beginning the project. ADOT is not responsible for any costs you incur on a contract before receiving an NTP.