Contracts and Payment

Contract Negotiation Process for Consultants

When selected to provide professional services, consultants must submit the following during contract negotiations for their firm and any subconsultants:

Scope
Labor Hour Estimate
KDOT Exhibit B

Steps in the Negotiation Process

Finalizing the Agreement

Once negotiations are complete, the consultant and all subconsultants must sign and return the finalized Exhibit B documents.
The KDOT Project Manager will sign the prime consultant’s Exhibit B and forward it to KDOT’s Contracts Section.
The Contracts Section will prepare an Agreement for Engineering and Technical Services, which will be reviewed by KDOT Legal and then sent electronically to the prime consultant for execution.
The consultant must submit PDFs of the signed Agreement and all necessary attachments to KDOT.DesignContracts@ks.gov.
After a final review by KDOT Legal, the Agreement goes to the State Transportation Engineer for execution.

Notice to Proceed (NTP)

Once the Agreement is fully executed, a CMS number will be generated, and the Contracts Section or KDOT Project Manager will issue a Notice to Proceed (NTP) to the prime consultant.
In urgent cases, an advanced NTP can be issued once the three steps of negotiation are complete. KDOT determines if an advanced NTP is warranted.
Note: KDOT will not reimburse any effort prior to the NTP. The CMS number is required on payment requests.

On-Call Projects

Payment Requests

When submitting a payment request, consultants need to:

Complete the Payment Request form.
Include a summary justifying the charges.
Email the form and summary to KDOT.ConPR@ks.gov.

If your project is managed by the PMC, consultants need to send in ONE email to KDOT.ConPR@ks.gov:

Consultant’s monthly, complete (non-redacted) invoice AND
As a separate file attached to the same email, submit a separate cover sheet with numbers redacted or removed from the form as shown here: Redacted - Example.
KDOT Contracts will forward the redacted cover sheet to the appropriate IKE PMC project manager for review and approval of the stated progress.

This process is the most efficient way to achieve timely processing and payment. It is also consistent with best practices for keeping consultants’ proprietary information confidential.

Additional Information

Payment FAQs

Expand/Contract Questions and Answers

Can more than one project be billed on one invoice?
No. Cost for services for different project numbers must be billed on separate invoices.
I have an outstanding invoice that hasn't been paid, where do I send questions/concerns?
Please send any questions or concerns to KDOT.ConPR@ks.gov.
Why is the payment I received not the amount I anticipated?
KDOT may withhold retainage upon spending 95% of the agreed funding, depending on your agreement. For more details, refer to the Fixed Fee Payout Procedures for Cost Plus Fixed Fee Contracts memo.

Contact

Staff	Email
KDOT Contracts Payment Request	Email

Contract Negotiation Process for Consultants

Payment Requests

Additional Information

Payment FAQs

Can more than one project be billed on one invoice?

I have an outstanding invoice that hasn't been paid, where do I send questions/concerns?

Why is the payment I received not the amount I anticipated?

Contact