Minnesota Department of Transportation

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Indefinite Delivery / Indefinite Quantity (IDIQ)

MnDOT initiatives to reduce construction time and delivery of projects, improve quality and develop new

processes to administer projects

 

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Latest Developments in IDIQ

New Process for determining Funding identifiers for IDIQ Contracts

Effective 4/2/2015

New Process for determining Funding identifiers for IDIQ Contracts.


Additional funding was allocated to IDIQ Projects as determined at the January TPIC meeting:

Please see attached comments from Brad Cornelius from the Office of Transportatin System Management (TSM) regarding how to ensure these funds are encumbered to your IDIQ contract correctly and in a timely manner.

TSM IDIQ guidance for Additinal IDIQ Funds Authorized by TPIC. Click here for more..

IDIQ contracts (New and Existing) with a contract maximum value of $ 4,000,000.00 or less can have all work paid for out of one group.

The “IDIQ Project Budget Tracking Form - State Funds Only" is required to identify the funds needed to cover the cost of work identified in all the Task Orders.

For IDIQ contracts (New and Existing) with a contract maximum value of $4,000,000.01 or greater, Task Orders must have breakdown by Control Section, State Project Number, and Group. These contracts will require the submittal of the “IDIQ Individual Control Section Attribute Form” in addition to the “IDIQ Project Budget Tracking Form – State Funds Only” at time of the Task Order Package submittal for approval to OCIC.

For districts with a contract maximum value of $4,000,000.00 or less wishing to track their cost differently than the method listed above, please contact John Giguere to discuss your options.

Due to this change in process the following documents listed below have been updated to reflect these changes:

  • CAM Draft - IDIQ Chapter 7
  • Task Order Template

Mobilization - The new IDIQ standard template dated 3-31-15 will have special provision language that establishes a payment method for Mobilization. There is now a line in the Task Order Template and the Certificate of Task Order Acceptance forms to account for these payments.

Due to the establishment of a Mobilization Payment Method the following documents listed below have been updated to reflect these changes:

  • CAM Draft - IDIQ Chapter 7
  • Task Order Template
  • Certificate of Task Order Acceptance

Lastly, in the last few months we have been receiving the following question:

What happens at the end of my IDIQ contract to the funds remaining? Are the remaining funds lost to the State’s General fund or do they return to my district’s operating fund?

If the remaining funds are from the current fiscal year, the funds will be returned to the District road construction fund.

If the remaining funds are non-current fiscal year dollars, they will be returned to the State Road Construction fund.

IDIQ Resources (updated 4/2015)



For the latest version of IDIQ Special Provisions - Click the following Link:


For a list of all the IDIQ contracts that have been let up to date - Click the following Link:

IDIQ State Projects Contracts Example

  • Work Flow Diagrams

 Workflow for Complete Task Order (TO) Documentation

Printer version (B&W)

IDIQ Work Flow diagram

IDIQ Work flow black and white

IDIQ Process and Forms Change (Updated 04/15)

All Task Order Request Packages and Certificate of Task Order Acceptance Documents should be submitted to: *DOT_ContractChanges-Enc email address.

The IDIQ document requirements have been changed. A Task Order Request package now consists of the following:

  • Task Order Template
  • IDIQ Budget Tracking Form
  • IDIQ Individual Control Sections Attribute Form - if applicable, determined by contract’s maximum value.
  • Utility Certification Form
  • Along with any additional Attachments listed in Section V. of the Task Order Template

IDIQ Task Order Request Package Forms - (Updated 4/15)


   Transportation System Management – Funding Forms (formally Capital Programs)

  1. IDIQ Project Budget Tracking Form-State Funds Only. This is a fillable form. Click here to print the blank form.
  2. Instructions for IDIQ Project Budget Tracking Form

  3. The IDIQ Project Budget Tracking Form above (minus the instructions) needs to be submitted to Transportation System Management prior to Task Order (TO) packet submittal to ensure adequate funds are available for the anticipated Task Order.

    The IDIQ Individual Control Section Attribute Form is only required when your contract’s maximum value is $ 4,000,000.01 or greater.

  4. IDIQ Individual Control Section Attributes Form; if applicable. This is a fillable form. Click here to print the blank form.
  5. IDIQ Indiv. Control Sec. Attrib. Form - State Fund Instructions.docx

These forms are attached to the Task Order when it is submitted to the Office of Construction and Innovative Contracting (OCIC).

Task Order Template: Use this document to execute and define work to be performed. This template outlines necessary information required by Finance and OCIC to process and download your project to its contract administration software applications. (Updated 9-13)

Utility Certification Form. This is a fillable form. Click here to print the blank form. Complete this document prior to executing a task order. This form ensures compliance with state statutes concerning utility conflicts. Attach this form to the Task Order and submit to OCIC.

Along with any additional Attachments listed in Section V. of the Task Order Template

Additional Documents for Task Order Administration and Close-out



  Task Order Notice to Proceed - (Added 9/13)

  Task Order Group Funding Redistribution Request - (Updated 4/15)

Task Order Group Funding Redistrubtion Form This is a fillable form. Click here to print the blank form.

Complete this document to request a transfer of funds from one group to another within an executed task order if the Task Order has the “groups” set-up. (Updated - 4/15)

Task Order Finalization Process Form (Updated 4/15)

  • Certification of Task Order Acceptance. This is a fillable form. Use this document to finalize quantities between the Contractor and the Owner. It is important to send this within ten days after satisfactory inspection. Send the complete form to OCIC, and the Finance Section, to reconcile encumbered and expended funds.

For more information, contact Kevin Kosobud or John Giguere.