Engineering, Architectural &
Professional Services

Prior to any road or bridge being constructed, the department identifies the need for specialized work in order to complete IDOT's Multi-Modal Multi-Year Transportation Improvement Program.  To accomplish the program without appreciably increasing the number of IDOT personnel or performing services for which the department does not have specialized expertise, the department seeks out the services of professional engineering, land surveying and architectural firms.

In order to work for the department in this capacity, firms must first seek prequalification in specialized categories. Once prequalified a firm is eligible to submit a statement of interest on advertised projects. If selected, the firm follows department rules and regulations until fulfillment of the contractual obligation. 

Prequalification

All engineering, land surveying and architectural consultants interested in providing services to IDOT, whether as a prime or subconsultant, must be prequalified with the department. IDOT prequalifies architectural/engineering consultants in multiple transportation categories of service. Prequalification is based on the firm’s and the individual’s professional experience and qualification. Annual updates to statements of experience and financial condition must be completed to maintain prequalification status. The process is governed by state Statute (30 ILCS 535/1).

There are approximately 400 firms prequalified with IDOT that are able to submit interest on engineering, land surveying and architectural project advertisements. Updated every Friday, the List of Prequalified Consultants,  List of Prequalified DBE Consultants and List of Prequalification Categories without a DBE firm, provides the firm name, address, DBE status, contact person, phone number, fax number and prequalified IDOT category or categories. The list posted is from the firms last approved Statement of Experience and Financial Condition. Firms with information in for review may have additional prequalification categories or may not have all the prequalification categories listed. Firms can track the progress of their Statement of Experience and Financial Condition review by viewing Status Column and the Category Column in EPAS.

Outlined below is information on how your firm can become prequalified, renew their prequalification, and/or add prequalification categories:

Prequalification

  1. Review the Description and Minimum Requirements for Prequalification to select which category or categories best matches the firm’s expertise.
  2. Request access to IDOT's Engineering Prequalification and Agreement System (EPAS)
    Firms new to prequalification with IDOT must request an EPAS account.  EPAS is a web-based database where Statements of Experience and Financial Condition (SEFC) and Statements of Interest (SOI) are submitted electronically to IDOT. To request an account:

    Email Carrie.Kowalski@illinois.gov.  Indicate your firm’s interest in becoming a prequalified engineering consultant and attach the federal form, W-9.

    Once an account has been established, EPAS can be accessed. The EPAS Instruction Manual is also provided to assist in the navigation of the system.

  3. Submit an application: To become Prequalified, the Statement of Experience and Financial Condition (SEFC) must be completed directly in EPAS and EPAS will clarify all requirements.
  4. Check status of application: Log On to EPAS. Status of application will be displayed.

Renewal

All firms are required to renew its Statement of Economic and Financial Condition (SEFC) annually. This function must be performed in the department's EPAS system. 

Add Prequalification Categories

If your firm is interested in applying for prequalification in additional categories, the latest approved Statement of Experience and Financial Condition (SEFC) must be updated on EPAS along with the required information.

Need Help?

Bulletin

IDOT advertises for professional services four times a year via the Professional Transportation Bulletin (PTB) and makes this schedule public via the PTB Schedule (below). The PTB contains information pertaining to the advertisements for offers of interest for professional engineering, land surveying and architectural services for IDOT projects. On occasion, a special bulletin is necessary. Below you will find the active PTB as well as supplementary information. If wishing to review archived bulletins and press releases please navigate to Resources.

 Negotiation Information

To view the most current negotiation meeting information on particular advertised items please click here. This information has not been finalized and is subject to change. Contact the appropriate District for questions regarding a particular Item.

Tentative PTB Schedule

ActivityPublish PTBStatements of Interest DueSelection Meeting
PTB 1805/5/20165/26/20167/20/2016
PTB 1818/4/20168/25/201610/19/2016
PTB 18211/10/201612/1/20161/25/2017
PTB 1832/2/20172/23/20174/19/2017
PTB 1845/4/20175/25/20177/19/2017
PTB 1858/3/20178/24/201710/18/2017
PTB 18611/9/201711/30/20171/25/2018

Statement of Interest (SOI)

Engineering, land surveying and architectural firm selections for PTB items are Quality Based. The review of the department’s governing state statute (30 ILCS 535/1) is encouraged.

Firms interested in a project, are required to submit an SOI by the advertised due date to be considered for an advertised project. To submit an SOI:
  1. Log on to the Engineering Prequalification and Agreements System (EPAS) and follow the prompts for requirements and review the EPAS Instruction Manual.
  2. Complete and upload the following forms to EPAS:
  • BDE DISC 2 Template
    Consultant's Disclosure Statement; Form A, Financial Information & Potential Conflicts of Interest Disclosure; Form B, Other Contracts & Procurements Related Information Disclosure
  • BDE 2900
    Disclosure of Business Operations in Iran
Selection will occur on the date specified in the published PTB.

Things to Keep in Mind While Completing a SOI

Disadvantaged Business Enterprises (DBE) Goal

IDOT strives to maintain an equitable distribution of work for its many business partners. One way to accomplish this is through the department’s administration of the federally mandated DBE Program. The DBE program is intended to provide contracting opportunities to small businesses owned and controlled by socially and economically disadvantaged individuals. On most projects a DBE percentage goal is required.

To view the directory of DBE firms that are certified please view the IL UCP (updated every month).

Mentor Protégé Program

The Mentor Protégé Program is an IDOT program designed to enhance the capabilities of socially and economically disadvantaged businesses. The program centers on business collaborations between Mentor firms and Protégé firms which are socially and economically disadvantaged businesses certified as DBE.  The program is designed to provide developmental assistance to enhance the Protégé’s business and technical capabilities to do more complex work. Navigate to Mentor Protégé Program to learn more.

Compliance & Administration

Selected firms will receive the name of the IDOT Project Manager who will be the sole point of contact for the contract. This section of the website organizes all relevant information needed fro the following processes.

Agreement Execution

The Standard Agreement Provisions for Consultant Services (SAPCS) are incorporated into the agreement and along with the scope of services, schedule, and cost. The agreement process is initiated after the selection is made in accordance with the Architectural, Engineering and Land Surveying Qualifications Based Selection Act.

For the requirements of a complete agreement proposal package please select the appropriate type of agreement below.

Prime Agreement

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.

Requirements

*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.

Facilities Capital Cost of Money

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.

 20162015201420132012
Jan.2.282.061.631.822.51
Feb.2.312.061.691.772.46
Mar.2.342.061.751.722.41
April2.382.061.811.672.35
May2.412.061.881.612.30
June2.442.061.941.562.25
July 2.091.961.562.19
Aug.  2.131.981.562.13
Sept.  2.162.001.562.06
Oct.  2.192.021.562.00
Nov.  2.222.041.561.94
Dec.  2.252.061.561.88

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 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:

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

Supplemental Agreement

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.

Requirements

*Submitted to DOT.Escalation@illinois.gov

Facilities Capital Cost of Money

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.

 20162015201420132012
Jan.2.282.061.631.822.51
Feb.2.312.061.691.772.46
Mar.2.342.061.751.722.41
April2.382.061.811.672.35
May2.412.061.881.612.30
June2.442.061.941.562.25
July 2.091.961.562.19
Aug.  2.131.981.562.13
Sept.  2.162.001.562.06
Oct.  2.192.021.562.00
Nov.  2.222.041.561.94
Dec.  2.252.061.561.88

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 click here. Please fill out the form below:

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

Administration of the Project

This section lists all documents that must be submitted by consultants throughout the contract term.  Included are documents related to: (1) reimbursement (2) invoices (3) firm changes and (4) closing out a project.

Reimbursement

The following are guidelines and reimbursement schedule for travel.

Invoices

Firm Changes

Any time a firm changes their name, purchases another firm etc. a W-9 must be sent to IDOT to the address or e-mail below.

Anytime the Tax-Payer Identification Number (TIN) changes for a firm or if a firm is being purchased or purchasing another firm with ongoing IDOT contracts and the work is going to be transferred to the new company then Assignment Agreement BDE 2364 must be completed. This document is used for Prime and Sub Agreements and must be completed, with original signatures and sent to:

Illinois Department of Transportation
Bureau of Design and Environment, Preliminary Engineering/Consultant Unit.
2300 South Dirksen Parkway, Room 334
Springfield, Illinois 62764

Or E-mail as a PDF to Carrie.Kowalski@illinois.gov

Closing out a Project

When a project is complete, an Affidavit of Completion: BDE 2357 must be filled out and submitted to the Project Manager for processing.

Policy & Procedures

Please visit IDOT’s Consultant Resources webpage to find manuals, guides, specifications, forms, and more to help you do business with IDOT.

Stay Connected

Meet N Greet 01.jpg

The website is IDOT's primary way of doing business. The subscription server emails are an added courtesy the department provides. By subscribing you will receive both the Prequalification of Consultant Engineering Firms list as well as the Professional Transportation Bulletin directly via the email you enter.

Instructions to Subscribe
  1. Prepare and send an email to the IDOT Subscription Server by using the following email address subscribe-dot-ptb@lists.illinois.gov.
  2. A confirmation email will be sent to the subscriber with instructions.
Instructions to Unsubscribe
  1. Prepare and send an email to the IDOT Subscription Server by using the following email address unsubscribe-dot ptb@lists.illinois.gov.