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.

Submitting DBE Contract Goal Requests

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 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 consider 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 Proposers (Bidders) List and a Commitment Form with a proposal.

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

The Arizona Ombudsman – Citizens Aide helps citizens to resolve ongoing issues with State Agencies.

Civil RightsTitle VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act (ADA)

Pursuant to Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act (ADA), ADOT does not discriminate on the basis of race, color, national origin, age, sex or disability. Persons that require a reasonable accommodation based on language or disability should contact ADOT’s Civil Rights Office at civilrightsoffice@azdot.gov. Requests should be made as early as possible to ensure the State has an opportunity to address the accommodation.

De acuerdo con el título VI de la Ley de Derechos Civiles de 1964 y la Ley de Estadounidenses con Discapacidades (ADA por sus siglas en inglés), el Departamento de Transporte de Arizona (ADOT por sus siglas en inglés) no discrimina por raza, color, nacionalidad, edad, género o discapacidad.  Personas que requieren asistencia (dentro de lo razonable) ya sea por el idioma o por discapacidad deben ponerse en contacto con la Oficina de Derechos Civiles en civilrightsoffice@azdot.gov. Las solicitudes deben hacerse lo más pronto posible para asegurar que el equipo encargado del proyecto tenga la oportunidad de hacer los arreglos necesarios.