Agreement Execution

In order to execute an agreement between the selected firm and IDOT, additional requirements are needed before the project can officially begin (or continue).  

1. Assemble Proposal Package for a Prime Agreement: The following forms are required to enter into a Prime Agreement with IDOT. All forms are submitted to the assigned Project Manager unless otherwise noted below.

• Proposal Check Sheet: BDE 8301
• Direct Cost Check Sheet: BDE 436
• Cost Estimate of Consultant Services Worksheets (CECS):
  • BDE 3604 Template: Anniversary Raises Cost Plus Fixed Fee
  • BDE 3608 Template: Fixed Raises Cost Plus Fixed Fee
  • BDE 3600 Template: Annual Payroll Submittal*
• Draft Narrative of Project Schedule and/or Bar Chart of Project Schedule
• Draft Scope of Work (customized and emailed in Microsoft Word format)
  
• Negotiation Meeting Minutes
• Prime Subconsultant Agreement **
• Quality Assurance/Quality Compliance Plan

*Submitted to DOT.Escalation@illinois.gov
**Uploaded to Vendor Documents Database once complete proposal package is received by the department and the contract number appears under the contract listing.

This table shows weighted averages of interest rates published by the US Treasury under Public Law 92-41. This rate is used for calculating Facilities Capital Cost of Money under 48 CFR 31.205-10. The table shows a weighted average of six-month rates applicable to various fiscal year ends.

The use of a weighted average rate applied to the average net book value of eligible property plant an equipment is appropriate for firms that have not had unusual fluctuations in capital asset balance during the year.

2. Submit Subconsultant related documentation: The prime firm must upload subconsultant disclosure forms and copies of subconsultant agreements to the Vendor Documents Database for each project they have been selected for.

Please note: It is the prime’s responsibility to collect and upload prime and subconsultant continuing disclosures forms. These forms should be submitted starting at the end of the fiscal year (June) and should be uploaded by the beginning of the new fiscal year (July). If these requirements are not met the firm's contract will be at risk and will be contacted by the department's Procurement Office.

3. Multi-Year Contract Certification. The Illinois Procurement Code requires that every person who has entered into a multi-year contract and every subcontractor with a multiyear subcontract shall certify, by January 1 of each fiscal year covered by the contract after the initial fiscal year, to the responsible Chief Procurement officer whether it continues to satisfy the certification requirements of Article 50 pertaining to eligibility for a contract award. 30 ILCS 500/50-2. To view the certifications and additional requirements of Article 50, please fill out the form below:

• Continuing Disclosure for Contractors and Subcontractors with Multi-Year Contract

4. Highway Procurement Policy Review (HPPR): To view active engineering, architectural, professional service agreements, and/or supplemental agreements please navigate to HPPR.

The following forms are required if an amendment is made to the Prime Agreement and is still within the advertised scope of work. 

1. Submit Proposal Package for a Supplemental Agreement: All requirements are submitted to the appropriate Project Manager unless otherwise noted below.

• Proposal Check Sheet: BDE 8301
• Direct Cost Check Sheet: BDE 436
• Cost Estimate of Consultant Services Worksheets (CECS):
  • BDE 3604 Template: Anniversary Raises Cost Plus Fixed Fee
  • BDE 3608 Template: Fixed Raises Cost Plus Fixed Fee
  • BDE 3600 Template: Annual Payroll Submittal*
• Draft Narrative of Project Schedule &/or Bar Chart of Project Schedule
• Draft Scope of Work (emailed in Microsoft Word format)
• Negotiation Meeting Minutes
• Revised Quality Assurance/Quality Compliance plan (if applicable)
• Supplemental Subconsultant Agreement

*Submitted to DOT.Escalation@illinois.gov

This table shows weighted averages of interest rates published by the US Treasury under Public Law 92-41. This rate is used for calculating Facilities Capital Cost of Money under 48 CFR 31.205-10. The table shows a weighted average of six-month rates applicable to various fiscal year ends.

The use of a weighted average rate applied to the average net book value of eligible property plant an equipment is appropriate for firms that have not had unusual fluctuations in capital asset balance during the year.

2. Submit Subconsultant related documentation: The prime firm must upload subconsultant disclosure forms and copies of subconsultant agreements to the Vendor Documents Database for each project they have been selected for.

Please note: It is the prime’s responsibility to collect and upload prime and subconsultant continuing disclosures forms. These forms should be submitted starting at the end of the fiscal year (June) and should be uploaded by the beginning of the new fiscal year (July).

3. Multi-Year Contract Certification. The Illinois Procurement Code requires that every person who has entered into a multi-year contract and every subcontractor with a multiyear subcontract shall certify, by July 1 of each fiscal year covered by the contract after the initial fiscal year, to the responsible chief procurement officer whether it continues to satisfy the certification requirements of Article 50 pertaining to eligibility for a contract award. 30 ILCS 500/50-2. To view the certifications and additional requirements of Article 50, please fill out the form below:

• Continuing Disclosure for Contractors and Subcontractors with Multi-Year Contract

4. Highway Procurement Policy Review (HPPR): To view active engineering, architectural, professional service agreements, and/or supplemental agreements please navigate to HPPR.