RFP Exhibits.pdf

STATE OF ILLINOIS

EXHIBIT 1 – DISTRICTS & REGIONS MAP

EXHIBIT 2 – DBE Supportive Services

Web Application for Billing & Data Tracking / Verification

Main Screen

Activity Report

EXHIBIT 3 – FHWA Required Quarterly Reports

Verification of Supportive Services Assistance

Date:

I hereby attest that I received supportive services assistance from

(Consultant Firm Name) on the above date.

The services that were provided are listed below:

1.

Start Time: End time:

2.

3.

Print name of DBE firm and name of firm’s owner/designee

Signature of DBE firm’s owner/designee

Taxpayer Identification Number

Phone Number / E-Mail Address

Street Address

City, State, Zip Code

Supportive Services Consultant (signature)

Street Address

City, State, Zip Code Form SS-1, Revised 5/7/12

EXHIBIT 4 – FHWA Required Quarterly Reports

Due Dates:

Quarter 1: October 1 – December 31 Due: January 15 Quarter 2: January 1 – March 31 Due: April 15 Quarter 3: April 1 - June 30 Due: July 15 Quarter 4: July 1 – September 30 Due: October 15

Report should cover in that reporting period:

- Overview items o Total number of DBE firms assisted in that quarter o Total number of direct service hours (does not include travel, workshops, workshop prep, IDOT meetings, reviewing docs for letting, etc.) Direct hours to a DBE firm. I can run this report for you if you do not have access to it from the web app.

o List of workshops presented during that quarter and number of people who attended each workshop (get that info from sign in sheet)

- DBE Specific Information o DBE Firms Assisted by Category (Activity Item) o Number of Hours spent on each firm o What assistance was provided and how DBE firm benefited o Any issues left to resolve

- You can put this in a format by activity item or by DBE firm it is up to you.

How you document the information is completely up to you as long as all of the information is provided. Although we do submit a FHWA Quarterly Report based on the barriers, FHWA has requested Quarterly Reports submitted by each consulting firm. These reports should be submitted as a formal report on your company letterhead.

Time to create this report is billable but not more than 15 hours per quarter, therefore no more than 60 hours per contract term. It is suggested that Vendors document the information as you go to make the reporting process easier. If a Vendor uses up all of its reporting time in the first two quarters it will not be able to request additional billing time for the reports. This is a hard maximum so all Vendors should make sure they are efficient in their reporting processes.

The activity item is in the process of being added to the activity items for billing in the web app.