01 Post Award Documents.pdf
PDF 280 KB Posted
- Attached to
- Master Agreement AZ|CTR074466
- Contract number
- CTR074466
- Issued by
- Arizona
About this file
This document is a Post Award Meeting agenda and attendance sheet for a Traffic Monitoring On Call contract involving the Arizona Department of Transportation (ADOT) Procurement and multiple vendors, including The Traffic Group Inc, All Traffic Data Services LLC, United Civil Group, and Field Data Services of Arizona. The meeting was scheduled for November 6, 2024, at 1:30 PM via Google Meets, with representatives from ADOT Procurement, ADOT Procurement Compliance, ADOT/MPD Traffic Monitoring Group, and ADOT/MPD Contracts in attendance.
The contract (CTR074465 - CTR074468) is for traffic monitoring services, with key discussion points including contract deliverables, scope of work, reporting requirements, and special terms and conditions. The agenda highlights important administrative aspects such as subcontractor management, federal provisions, and reporting requirements through the Disadvantaged Business Enterprise (DBE) & On-the-Job Training (OJT) Online Reporting System (DOORS). While no specific pricing details were provided, the document emphasizes ADOT's encouragement of DBE participation and outlines responsibilities for contractors and subcontractors in payment tracking and system documentation.
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Text version
Rev 04/2020
POST AWARD MEETING
CTR074465 - CTR0714468/Traffic Monitoring On Call November 6, 2024 • 1:30 pm Google Meets
Please print clearly.
NAME ORGANIZATION SIGNATURE
Bambi Brenden ADOT Procurement Present
Gloria Paul ADOT Procurement Compliance Present
Robyn Caillouette ADOT Procurement Compliance Not Present
Marissa Abeyta ADOT/MPD Traffic Monitoring Group
Present
Scott Schendzielos ADOT/MPD Contracts Present
Anthony Guckert The Traffic Group Inc Present
Dawn Boivin All Traffic Data Services LLC Present
Sarah Simpson United Civil Group Present
Sharon Morris Field Data Services of Arizona Present
Don Ruth The Traffic Group Inc Present
Rev. 08/2023
Post Award Agenda, Traffic Monitoring On Call Contract: CTR074465, CTR074466, CTR074467, CTR074468
Procurement
Date: November 6, 2024 Time: 1:30pm – 2:15pm MST Location: Google Meets Attendees: See attendance sheet
AGENDA TOPICS
Welcome/ Introduction
1. Primary Points of Contact Procurement Officer Department Representatives, Project Manager Suppliers
2. Contract Deliverables
Scope of Work Reporting – Exhibits
3. Special Terms and Conditions
Contract Term Eligible Agencies Ordering Invoicing & Payment Requirements Price Increase Requests Insurance Requirements Subcontractors o Subs need to register in APP….and be added to the subcontractor tab.
o Any sub listed on a task assignment that is not on the contract can not be approved on the task assignment until they are formally added to the contract by an amendment.
Usage Report Requirements Task Assignments
4. Federal Provisions
Reporting Requirements – DBE & OJT Online Reporting System (DOORS) Inclusion of provisions in Subcontractor agreements (Federal Provisions; Title VI Appendix A & E).
o Various provisions and exhibits are required to be incorporated into all subcontractor agreements.
Rev. 08/2023
Post Award Agenda, Traffic Monitoring On Call Contract: CTR074465, CTR074466, CTR074467, CTR074468
Procurement o DBE Goal – There’s no goal for this contract but ADOT always encourages the use of DBE participation whenever possible.
Entry and acknowledgement of payments in DOORS.
o DOORS registration is required for the suppliers awarded a contract and their subcontractors/suppliers.
o The group generating the PO will be responsible to enter the payments and perform audits in
DOORS.
o Contractors will be responsible to enter information in DOORS including but not limited to:
Adding subcontractors, Acknowledging payment received, Entering payments made to subcontractors, and Ensuring their contact information is up to date in the system.
Information can be updated at any time during the contract period.
Subcontractors are also required to acknowledge their payments in the system.
Submittal of Certified DBE Subcontractor changes.
5. Pricing
6. Vendor Performance Reports
OPEN DISCUSSION/ROUNDTABLE
ACTION ITEMS
DESCRIPTION PERSON RESPONSIBLE DEADLINE
| Meeting Sign-In Sheet - Post Award |
| Post Award Agenda |
| Date: November 6, 2024 |
| Time: 1:30pm – 2:15pm MST |
DESCRIPTION
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