LPA/Subrecipient Compliance

FHWA -  DBE Contract Administration

Professional Services Contract (with DBE Goal)

Pre-Solicitation

The Agency must submit a request for a DBE Goal Setting along with the Final Scope of Work to BECO prior to solicitation approval and final federal authorization. The goal response notice must be included in the Federal authorization package submitted to ADOT.

Solicitations must include the forms or links to current forms (electronic versions). 

Pre-Award

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

Pre-Award

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

 Post Award
Contract Close-Out

Construction Contract (with DBE Goal)

Pre-Advertisement Requirements

The Agency must submit a request for a DBE Goal Setting along with the Final Scope of Work to BECO prior to federal authorization. The goal response letter must be included in the federal authorization package to ADOT.

Pre-Solicitation
Pre-Award

All bidders must submit with bid: 

To be considered for award, the apparent low bidder must submit the following affidavits and required documents within five (5) calendar days after bid opening date by 4 p.m.:

NOTE:  To be considered responsible and eligible for award of a contract, a bidder who has indicated in its bid that it met the DBE goal or made good faith efforts must submit the required information no later than five calendar days after bid opening. If the bid of the apparent low bidder is rejected for any reason, the next low bidder may become the apparent low bidder only if it had submitted the required information, no later than five calendar days after bid opening.

Post Award
Contract Closeout
  • The DBE Goal % must be included in the solicitation
 

Construction Contract (without DBE Goal)

Pre-Solicitation

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

Pre-Award

Solicitations must include the forms or links to current forms (electronic versions).  All proposers must submit a Bidders List.

Contract Closeout

FHWA Reporting and LPA Contract Management System

Reporting

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

FHWA Monthly Report

This report consists of the LPA's Awards and Commitments for each month and is due to BECO by the 10th of the month.  The agency reporting awards must 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 DBE 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.

LPA DBE System
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