Chapter Five AGREEMENTS - Illinois Department of Transportation

BUREAU OF LOCAL ROADS & STREETS
Nov 2012 AGREEMENTS 5-5(17)
2. FA Funded Engineering Services Agreements. The District BLRS will provide an initial
review and then submit to the Central BLRS for processing.
Central BLRS will request the IDOT Bureau of Accounting and Auditing to review the
payroll rates to ensure acceptability. Records of the professional design firm or sole
proprietorship will be reviewed to establish an approved overhead rate if one has not
already been established.
For construction engineering services agreements, the Form BC 775 (and Form BC 776
if required) shall be completed by the LPA and approved by the IDOT District prior to
pre-construction meeting. Failure to attach these forms to the FA funded construction
engineering services agreements may result in delay in IDOT approval.
After all internal IDOT sign offs have been received, the Central BLRS will request
federal authorization. Once federal authorization is received, the Central BLRS will issue
a notice to proceed. If the LPA allows the professional design firm or sole proprietorship
to perform any work and/or costs to be incurred prior to federal authorization and
approval by the IDOT, the work and/or costs will not be eligible for federal
reimbursement and will not be allowed as a match to the FA funds. The LPA proceeds at
their own risk with the understanding that if the IDOT approval is not obtained, FA, State,
MFT, and/or TBP funds will not be allowed for the engineering services contract.
5-5.11 Supplements to the Agreements
When the consultant is requested to complete work outside the scope of the original agreement,
the local agency must provide a written supplement to the original agreement. This may be
done by a letter supplement. Where applicable, the local agency should:
• Review the original agreement prior to negotiation of any proposed supplemental
agreement.
• Provide a statement to the district explaining the reasons that the original agreement will
be supplemented to add/change/amend conditions.
• Describe the scope of work in sufficient detail to clearly outline the additional work that
the consultant is to do.
• Include the mode of payment (e.g., cost plus a fixed fee, specified hourly rate, daily rate,
any indirect cost). This mode of payment must be the same as the original agreement.
Always include a maximum amount payable.
• Specify a time for beginning and completion of the contract. Be specific (e.g., calendar
days, specified day of the year).
• Specify if subletting is authorized; if so, specify to whom, for what, and the amount
payable.
• Attach, as exhibits, a finance summary of estimated costs of the supplement(s). Include
only the costs to be incurred by the additional scope of work.
Provide spaces for the consultant and the local agency to sign the letter supplement. Ensure
that both parties to the agreement have the authority to act and the supplement does not
exceed any dollar threshold contained in Section 5-5.06(b). The supplement will require IDOT
approval.