 GDOT 101 GEORGIA DEPARTMENT OF TRANSPORTATION DBE SUPPORTIVE SERVICES PRESENTS… GDOT 101 NEXT STEPS AFTER DBE CERTIFICATION – DOING BUSINESS WITH GDOT PRESENTED BY: MH MILES COMPANY, CPA, PC CHERESE MYREE, VICE PRESIDENT December 11, 2012

MH MILES COMPANY, CPA PC FULL SERVICE CPA FIRM DECATUR, GA ~ WASHINGTON, DC~ RICHMOND, VA CERTIFIED DBE CONSULTANT

Eligibility to Work on GDOT Projects Identifying Opportunities Sustainability & Growth

DBE certification/ No change affidavit Contractor RegistrationContractor PrequalificationOverhead Audit Prequalification area class (Consultants) FAR Compliant Accounting SystemOverhead Audit

DBE Certification No Change affidavit This affidavit must be completed annually. GDOT generates notification 30 days prior to expiration. It is your responsibility to notify GDOT of any changes to your business. This form could cost you your certification !

Information Requested with Affidavit  Firm’s complete Federal Tax Return (with schedules & attachments)  DBE owners complete Individual Tax Returns: (Tax Returns for each qualifying DBE owner)  Personal Financial Statement: (For each qualifying DBE owner)  Firm’s Year ‐ End Balance and Income Statement  Equipment List: (Updated list, for purchase or lease of new equipment)  Business & Professional Licenses & Georgia Secretary of State Registration, Certifications  Current Employees: (Report number of full-time, part- time and temporary employees per pay period)  Resumes (Updated Resumes for all Key Personnel, including owners – (IF THERE HAVE BEEN CHANGES)

Any material misrepresentation of information in this document will be grounds for:  (1)Decertification / Removal of Eligibility;  (2) Debarment;  (3) Termination of any contract which may be awarded; and  (4) Initiating action under Federal or State Laws concerning false statements.

 Established in the Contract  No additional goals – when DBE goal is assigned to a project

Authority The State of Georgia, Secretary of State Rules and Regulations, Chapter 672, “GOVERNING THE PREQUALIFICATION OF PROSPECTIVE BIDDERS.”

FORM 478FORM 477

PREQUALIFICATION (FINANCIAL STATEMENT) FORM 478 REGISTRATION (QUESTIONNAIRE)  Form 477 is required to be completed by all contractors doing work or in pursuit of work with Georgia DOT in excess of $2M.  Completion of both Form 477 (Contractor’s Financial Statement) & Form 478 (Questionnaire) required.  Form 478 is required to be completed by all subcontractors doing work or in pursuit of work with Georgia DOT less than $2M.  If the contractor has not performed work for GDOT in the last five (5) years, you must submit three (3) reference letters from three (3) agencies or individuals you have completed work for in the past three (3) years.  A complete packet includes: Form 478 and Letters of Recommendation (3).

 Required for prequalified prime contractors  Excess of $2M  Prepared by an independent CPA  Performed in accordance with Government Auditing Standards (GAGAS) to obtain reasonable assurance that the consultant complied with FAR Part 31 standards

The Georgia Department of Transportation requires that all engineering consultants adhere to the guidelines set forth by the department before being considered a prequalified consultant. Submit application and supporting documentation to GDOT Prequalified by Area Class

AREA CLASS CATEGORIES 1. Transportation Planning 2. Mass Transit Operation 3. Highway Design Roadway 4. Highway Structures 5. Topography 6. Soils, Foundation and Materials Testing 7. Construction A. Construction Engineering & Supervision 8. Erosion & Sedimentation Control

WHEN THE PREQUALIFICATION CERTIFICATION EXPIRES: A new application must be completed and submitted for review. In order to avoid delaying the certification process, we ask that a consultant start their renewal process ninety (90) days prior to the expiration date of the certificate. Please note that once the application is entered and reviewed by the committee, it supersedes the current application, making the CURRENT APPLICATION NULL AND VOID.

After a consultant has received the certificate: May apply for additional area class(es) for the entire certificate period up to ninety (90) days prior to the date of expiration. In the event an area class(es) is denied, the consultant may resubmit additional information for the specified area class(es) within thirty (30) days for another review.

Adequate Accounting System Overhead Rate Submission

 Applies to prime and sub-consultants  Required to perform on GDOT projects  Certification of Costs used to establish Indirect Cost Rate (Overhead Rate)

 $250,000 or more in GDOT contracts  Submitted to GDOT within 180 days of the firm’s fiscal year end close  Rate subject to review to determine compliance with AASHTO guide, GAGAS, and 48 CFR Part 31  Rates are accepted/rejected by GDOT

PRE-PROPOSAL MEETINGS Meet other prospective bidders Networking for current/future projects Federal/State/Agency requirements

After you’ve been awarded (GDOT Project)  Awards announcement is the last Friday of each month Always check the awards announcement to see if your firm has been awarded any projects. Attend Pre-Construction meetings! Project Schedule Reporting Requirements Contact the EEO officer for information about the Pre construction meeting

No matter what industry you are in, there are several places to identify opportunities Local government procurement departments.

 Bidding Opportunities  The Transportation Services section of Procurement accommodates all necessary purchases for Georgia DOT. This includes direct support of preconstruction, construction, maintenance initiatives, and selection processes for miscellaneous project support and other procurements supporting transportation programs.  Georgia Procurement Registry (GPR)  Access Georgia Procurement Registry (GPR). For bidding opportunities it is strongly suggested that consultants frequently visit the GPR and sign up to receive bid notices and/or to view and search current bid solicitations. This site has several search features which allow users to thoroughly investigate all available opportunities. For solicitations specific to Transportation Services Procurement, interested parties should utilize the following search criteria: Access Georgia Procurement Registry (GPR)  Type of Response Required: All  Event Status: Open  Government Type: State Government  Select Government Entity: Transportation-2, Department of

 DBE Supportive Services Anthony Miles  Office of Bidding Administration David Hoge  Special Projects Elaine Armster  Sub contractor registration/pre qualification Rowena Cowans

 DBE Assessment Questionnaire  Service Request Form

 Gwen Winston – Project Director  Anthony Miles – DBE/SS Administrator  Monday – Wednesday – GDOT One Georgia Center 600 West Peachtree Street, NW Atlanta, GA 7 th Floor 8:00 am – 5:00 pm (404)

 Construction Management  Financial Management  Business Development & Marketing  Legal Consulting Services  Safety & Computer Training