DBE Contract Compliance

LPA Subrecipient Compliance

Federal Highway Administration (FHWA)

Professional Services Contract (with DBE Goal)

Pre-Solicitation

The DBE Goal must be included in the soliciation. The Goal Assessment Worksheet must be submitted and the contract goal obtained prior to the solicitation or advertisement of the project.

Pre-Award

Solicitations must include the forms or links to current forms (electronic versions). All proposers must submit a Commitment Form with a proposal.

Submit during negotiations:

Post Award
Contract Close-Out

Professional Services Contract (without DBE Goal)

Pre-Solicitation

Race Neutral (No Goal) designation must be in solicitation.

Pre-Award

All proposers must submit a Proposers (Bidders) List with a proposal.

Contract Close-Out

Close the contract in the DBE System.

Construction Contract (with DBE Goal)

Pre Advertisement Requirements

The agency must submit a DBE Goal Setting Worksheet along with the Final Scope of Work to BECO prior to the advertisement of the contract.  Learn more about Goal Assessments and find the Goal Worksheet, which must be submitted prior to solicitation to obtain a DBE contract goal. 

Solicitation Requirements

Forms must be provided in solicitations. Contract language is to be included as written.

Pre-Award

 All bidders must submit the DBE Assurance Form with bid.

The apparent Low Bidder submits to the agency within five (5) working days after bid opening date by 4 p.m.:

Post Award
Contract Closeout

Close the contract in the DBE System. The Certification of Payments form must be submitted by the contractor for each DBE utilized.

Construction Contract (without DBE Goal)

Pre-Solicitation
Pre-Award

Solicitations must include the forms or links to current forms (electronic versions).  All proposers must submit a Proposers (Bidders) List and a Commitment Form with a proposal.

Reporting

Accurate reporting of contract data in the LPA Contract Management System is required. Payment to prime contractors and sub-contractors is captured in the LPA Contract Management System when payments are made.

FHWA Monthly Reporting: Contract Award and DBE Commitment Template for Subrecipients

FHWA Reporting and LPA Contract Management System

Reporting

Accurate reporting of contract data in the LPA Contract Management System is required. Payments to prime contractors and sub-contractors is captured in the LPA Contract Management System when payments are made.

FHWA Monthly Report

Submit contract data in support of monthly federal reporting requirements to BECO using the FHWA Monthly Report Template. This report consists of the agency’s Awards and Commitments for each month and is due to BECO by the 10th of the month. Be sure to reference the federal project numbers and the TRACS number if applicable. The project description or project title should be consistent throughout the contract and listed in the LPA System with the same project title. Reference the project title that was originally submitted on the goal worksheet and Goal Request Response letter for consistent information.

Contract Management System