Rate submittal process

Notice to consultants

We value your partnership and know that Consultant rates impact your business and your ability to serve the citizens of Washington State. Please review the following notes.

• CSO Consultant note 1 – Timely notice (PDF 166KB)
• CSO Consultant note 2 – Getting the process started (PDF 240KB)
• CSO Consultant note 3 – Rate renewals during peak season (PDF 219KB)

Rate submittal for review and approval process

WSDOT A&E (Architectural & Engineering) projects

Document 1: Profit fixed fee - Required

WSDOT Project Manager and the Prime Consultant would negotiate and come to an agreement.

1. Complete the Consultant Fee Calculation Spreadsheet (XLS 45KB). 
   Please refer to the Consultant Fee Worksheet Guidelines (PDF 55KB) for more information.

Document 2: Indirect Cost Rate (ICR) acceptance - Required

If your firm already has a valid, approved ICR, proceed to Step 3. 

1. Submit documentation for ICR Desk Review through the WSDOT Audit Office.
   Refer to the:
   Indirect Cost Rate guidance documents, forms & templates
   or
   Safe Harbor Indirect Cost Rate.
2. More information can be found at the WSDOT Audit Office.

Document 3: A&E Actuals Not to Exceed (ANTE) rate table - Required

1. Complete the Actual Not To Exceed (ANTE)  Rate Table Template (XSLX 18KB)
   **Submit an ANTE rate table for each overhead approved

Document 4: Consultant Information form – Required

1. Complete the Consultant Information Form (DOCX 15KB) for each consultant(s) proposed on the agreement.

Document 5: Request to add a sub form – If applicable

1. Complete the Request to Add a Sub Form (DOCX 19KB). Only applicable if sub-consultant is new to an existing WSDOT Agreement or was not included in a submittal.

WSDOT Professional Service projects

Document 1: Billing rate table - Required

1. Submit the Billing Rate Table Template (XLSX 14KB)
   
   Competitive Selection: Match the proposed billing rates from the submittal packet.
   
   Sole Source: If the Consultant already has their annual rate period approved, provide the approved all-inclusive billing rate.

Document 2: Consultant Information form – Required

1. Complete the Consultant Information Form (DOCX 15KB) for each consultant(s) proposed on the agreement.

Document 3: Request to add a Sub Form – If applicable

1. Complete the Request to Add a Sub Form (DOCX 19KB). Only applicable if sub-consultant is new to an existing WSDOT Agreement or was not included in a submittal.

Local Agency ICR review process

Please submit the following documents to consultantrates@wsdot.wa.gov to start the ICR review process for your local agency agreement:

1. Indirect Cost Rate Schedule (XLS 21KB)
2. Cost Disclosure Questionnaire (PDF 451KB)
3. Financial Statements (Income Statement/Balance Sheet) for the most recently completed fiscal year
4. Certificate of Indirect Costs (DOCX 21KB)
5. Consultant Information Sheet (DOCX 40KB)
6. Labor Distribution Report

Helpful resources

Rate Effective Date Calculator (XLS 12KB)

Direct labor billing (PDF 220KB)

Actual Not to Exceed (ANTE) table information (PDF 208KB)