• ♦Manual Notice 2018-1
• ►1. Introduction
  • ♦1. Purpose of the Guide
  • ♦2. Overview of the DBE Program
  • ►3. Acronyms, Terms and Definitions
    • ♦Acronyms
    • ♦Terms and Definitions
• ►2. Resources
  • ►1. Resources
    • ♦Overview of the DBE Program – Videos
    • ♦TxDOT DBE Guides
    • ♦Diversity Management System
  • ►2. Training
    • ♦TxDOT DBE Guides
    • ♦Diversity Management System
  • ►3. DBE Supportive Services Program
    • ♦DBE Supportive Services (SS)
    • ♦Texas Business Opportunity and Development (TBOD) Program
• ►3. DBE Program Authorities
  • ♦1. Regulations and Provisions
• ►4. DBE Program Responsibilities
  • ►1. Overview
    • ♦Condition of Federal Funding
  • ►2. Civil Rights Division
    • ♦Overview
    • ♦CIV Staff
    • ♦CIV Organizational Chart
    • ♦CIV Contact Information
  • ►3. TxDOT Districts
    • ♦District Engineer Responsibilities
    • ♦District Staff Responsibilities
    • ♦District DBE Coordinator (DDC) Contact List
  • ►4. DBE Contractor
    • ♦DBE Contractor Staff
    • ♦DBE Contractor Responsibilities
• ►5. The Texas Unified Certification Program (TUCP)
  • ►1. Background on the TUCP
    • ♦TCUP Certifying Agency Requirements
    • ♦TUCP Directory
  • ►2. DBE Certification Specifics
    • ♦Overview
    • ♦Interstate Certification
    • ♦On-site Visits and Field Monitoring
    • ♦Completion of Application Process
    • ♦Denial Process
• ►6. Commercially Useful Function
  • ♦1. Overview
  • ►2. Counting DBE Participation
    • ♦Counting Overview
    • ♦DBE Subcontractor
    • ♦Manufacturer
    • ♦Regular Dealer
    • ♦Packager, Broker, Manufacturer’s Representatives
    • ♦Differences between a Manufacturer, Regular Dealer, and Broker
    • ♦Trucking Firm
    • ♦Joint Venture
  • ♦3. Evaluating a CUF
  • ♦4. CUF and Certification
  • ►5. DBE Fraud Indicators
    • ♦DBE Fraud Indicators
    • ♦Reporting Fraud
• ▼7. Contract Letting
  • ►1. Overview
    • ♦Pre-Estimate Actions
• ►8. Good Faith Effort Process
  • ►1. Overview
    • ♦Utilization Plan
    • ♦Good Faith Efforts
  • ►2. Confirm Participation Using DMS
    • ♦Step 1: Notification via Email to DBE Subcontractor
    • ♦Step 2: Log in to DMS
    • ♦Step 3: Navigate to Utilization Plans: Confirm Participation
    • ♦Step 4: Confirm Participation
  • ♦3. If Prime Submits UP Prior to Confirmation by All DBE Contractors
• ►9. Race-Neutral Participation
  • ♦1. Overview
• ►10. Contract Award and Subcontract Execution
  • ►1. Subcontracts
    • ♦Subcontract Agreement
    • ♦Submission
    • ♦DBE Best Practices
  • ♦2. DBE Trucking Utilization
• ►11. Pre-Construction Conference
  • ♦1. Overview
• ►12. Payments
  • ►1. Overview
    • ♦Prompt Payment
  • ►2. Payment Reporting in DMS
    • ♦Understanding the Audit Process
    • ♦Subcontractor Verification of Payments
    • ♦Payment Discrepancy
    • ♦Subcontractor and Material Supplier Complaints
  • ►3. Payment Reporting When a Prime Contractor is a DBE
    • ♦Overview
    • ♦How to Report Payments
• ►13. Joint Checks
  • ♦1. Joint Check Process
• ►14. Assistance to DBE Firms
  • ♦1. Overview
• ►15. Change Orders
  • ►1. Overview
    • ♦Increases of Scope of Work
    • ♦Reduction of Scope of Work
• ►16. Termination and Substitution Requests
  • ►1. Termination and Substitution of a DBE
    • ♦Overview
    • ♦Commitment Reductions
    • ♦Termination Procedures
    • ♦If Termination Does Not Result in DBE Shortfall
    • ♦If Termination Results in a DBE Shortfall
    • ♦Process When a Contractor Fails to Secure a Substitute DBE
• ►17. Monitoring DBE Activity
  • ►1. Monitoring DBE Goal Attainment
    • ♦Viewing the Audit Summary in DMS
• ►18. Enforcement
  • ♦1. Enforcement
• ►19. Project Close Out
  • ♦1. Records Retention
• ►20. Local Government Projects
  • ♦1. Overview
• ►21. Design-Build Projects
  • ♦1. Overview
• ►A. References
  • ►1. Websites
    • ♦This section has a list of helpful resources from USDOT, FHWA, or TxDOT. Bookmark these useful websites.
  • ♦2. Reference Documents
• ►B. FHWA Q&A
  • ►1. Federal Highway Administration Q & A for the DBE Program
    • ♦Bidders List
    • ♦Assurance Statement
    • ♦Local Agencies
    • ♦Design-Build Projects
    • ♦Contract Goals
    • ♦Race–Neutral Participation
    • ♦Commitments
    • ♦Good Faith Efforts – Prior to Contract Execution
    • ♦Administrative Consideration
    • ♦Determining Credit When a DBE Firm is Ineligible – Prior to Subcontract Execution
    • ♦Goal Credit – Materials and Supplies
    • ♦Reporting DBE Participation on Contracts With and Without Goals
    • ♦Commercially Useful Function
    • ♦When a DBE Subcontracts its Work to a Non-DBE
    • ♦Joint Venture
    • ♦Termination / Substitution
    • ♦Counting Credit for Manufacturers, Regular Dealers, Packagers and Brokers
    • ♦Trucking – Counting Credit
    • ♦Goal Credit – Final Compliance (Payment to DBEs)
    • ♦Joint Checks
    • ♦Prompt Payment / Retainage
    • ♦Monitoring - Payments and CUF Reviews
    • ♦Unified Certification Program
    • ♦Administrative Remedies

Chapter 7: Contract Letting

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Section 1: Overview

Prior to letting a construction project, a DBE project goal will be set by TxDOT. For projects with a specified percentage DBE goal, prime contractors make a commitment to meet the goal by signing the proposal and submitting a bid.

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Pre-Estimate Actions

It is recommended the DBE take the following pre-estimate actions:

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• Review contracting resources beginning with the TxDOT web site for Notices to Contractors. http://www.dot.state.tx.us/business/ntc.htm
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• Thoroughly review plans and specifications prior to submitting a quote. http://www.txdot.gov/business/letting-bids/plans-online.html
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• Promptly respond to prime contractor solicitation expressing your intention/interest in quoting or not.
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• Seek appropriate assistance and ask questions of prime contractors in a timely manner.
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• Consistent with effective business practices, submit quotes clearly noting which items of work your firm is certified to perform.
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• If a prime contractor rejects a bid, consider negotiating to do a smaller portion of work quoted.