Subrecipient/Local Public Agency Federal Requirements for Funding

Professional Services | Procurement | Construction | Resources

Federal Highway Administration (FHWA)

FHWA Subrecipient/LPA Compliance Checklist

Professional Services (Engineering Design)

• DBE Goal Setting Worksheet
  • Goal response letter Sample
• Contract Language
  • With Goal
    • On Call Lump Sum by Task Order Sample
    • Project Specific Lump Sum Sample
  • Without Goal
    • Design and Procurement Sample
• DBE requirements (all contracts with DBE goals)
  • On Call DBE Commitment Form 312S
  • DBE Consultant Intended Participation Form 315S
  • DBE Subconsultant Intended Participation Form 314S
  • Good Faith Effort Certification Form 310S
  • Subconsultant Add/Remove Request Form 311S
• Contract Management
  • Notice of Contract Award Form 330S FHWA
  • Contract in the Arizona Local Public Agency Contract Management System
  • Monitor/enter/verify payments in LPA Contract Management System
    • Entering prime and subcontractor payment information Instructions
  • Contract Management System Manual
• Closeout project in LPA Contract Management System
  • Professional Services Certificate of Payments Form 316S
• Reporting
  • FHWA Monthly Reporting
    • Contract Award and DBE Commitment Template for Subrecipients
  • Accurate capture of contract data in LPA Contract Management System to support Semi Annual Reporting
    • Deadlines May 1 and November 1 of each year
• Resources
  • ADOT's Engineering Consultant Section (ECS) DBE Information

Procurement

Construction

• DBE Goal Setting Worksheet
  • Goal response letter Sample
  • FHWA DBE Contract Goals overview
• Pre Award
  • Contract Language
    • FHWA - 1273
      • FHWA overview
    • EPRISE LPA SUB RECIP with goal
    • EPRISE LPA SUB RECIP without goal
    • On the Job Training (OJT) Provisions
  • DBE requirements
    • DBE Assurance Affidavit Form 302S
    • Bidder's List Form 303S
    • DBE Intended Participation Affidavit - Individual Form 304S
    • DBE Intended Participation Affidavit Summary for Prime Form 305S
    • Good Faith Effort Documentation
      • FHWA GFE overview
  • FHWA Project Contract Administration overview
• Post Award
  • Notice of Contract Award Form 330S FHWA
  • Enter contract into LPA Contract Management System
    • Create Contract Instructions
    • Managing contract settings Instructions
  • Pre-construction/Partnering meeting guidelines
  • EEO
    • FORM 1391
    • Policy Statement - Sample
    • Jobsite Posters Checklist
  • OJT
    • Forms
• Contract Management
  • Monitor for capture subsequent DBE and non-DBE contractors and subcontractors
  • Monitor/enter/verify payments in LPA Contract Management System
    • Entering prime and subcontractor payment information Instructions
    • FHWA Prompt Payment overview
  • Contract Management System Manual
• Closeout contract in LPA Contract Management System
  • Construction Certification of Payments Form 306S
  • Verify ALL payments are captured in the LPA Contract Management System
  • Closeout process
    • Closing Contracts Instructions
• Reporting
  • Enter ALL federal funded projects with competitive contracting opportunities (all tiers) in LPA Contract Management System
  • FHWA Monthly Reporting
    • Contract Award and DBE Commitment Template for Subrecipients
  • Accurate capture of contract data in LPA Contract Management System to support Semi Annual Reporting
    • Deadlines May 1 and November 1 of each year

Resources:

• FHWA Federal-Aid Essential for Local Public Agencies
• ADOT Local Public Agency Projects Manual
• ADOT response letter database to ADOT DBE Goal Request Letter Database
• Title VI resource
• FHWA Title VI Overview