Preparing to Bid - Guide to Bidding on ADOT Projects

Subconsultant

General Requirements

This tab discusses the general requirements you're likely to encounter when preparing to propose on an ADOT project as a subconsultant.

Licensing and Registration

Insurance

All companies working with ADOT are required to carry certain types of insurance. The specific type of insurance and coverage and limits required may vary depending on your type of business as well as the size and type of contract you wish to bid. ADOT will require the winning contractor or consultant to submit proof of insurance (usually done by submitting a certificate of insurance will accompanying endorsements).

Here are some common types of insurance that would be required on an ADOT contract:

  • Workers’ Compensation Insurance — this type of insurance covers medical expenses and at least some lost wages if employees of the business are hurt on the job or become sick as a result of their work.
  • General Liability Insurance — this type of insurance protects you in case an employee, subcontractor or client claims they were injured or their property was damaged by you or someone in your employ.
  • Commercial Automobile Liability Insurance — this type of liability insurance functions much the same as private auto insurance, but applies to any vehicle owned or leased by your Business. This includes both large commercial vehicles and small vehicles such as cars used for company business.
  • Professional Liability Insurance — this type of liability insurance, also sometimes called errors and omissions insurance, provides defense, investigation, and settlement cost for claims or alleged negligence against Professional advice and service-providing individuals and businesses.
  • Property Insurance — this type of insurance provides financial reimbursement (up to the set limit) to the owner or renter of a structure and its content.
  • Product Liability Insurance — this type of insurance protects manufacturers, distributors and retailers from financial loss if their product causes injury or bodily harm to a user or client.

For more specific information, see the ECS Insurance Requirements section of the ADOT website.

Consultant Prequalification Process

Subconsultants are not required to prequalify with ADOT, but are encouraged to do so because some prime consultant are more likely to use your firm as a subconsultant if you are prequalified with ADOT. If you choose to become prequalified, you may do by following the guide in the prime consultant section.

Non-Procurement Debarment and Suspension

Debarment and suspension procedures are intended to prevent waste, abuse and fraud. Debarment and suspension procedures are used to prevent an individual or firm from doing business with the federal or state government, and are enacted if there is adequate evidence that the individual or firm has a history of acting in bad faith. 

Essentially, the prime consultant and all subconsultants must certify that they are in fact eligible to enter into a contract with ADOT. If you are unable to do so, you may submit a written explanation to ECS.

For more information on suspension and debarment, visit the U.S. Department of Transportation website.

Pre-award Audit

All firms, both prime and subconsultants, are subject to pre-award audits. Financial documentation for the audits must be submitted within two weeks of receiving notice of selection. In general, this information is provided as evidence that your firm is compliant with federal and state cost principles.

Largely, this means your firm must submit a completed audit questionnaire, which can be found in the Audit and Analysis section of the ADOT website.

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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 602.712.8946 or 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 al 602.712.8946 o 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.