All consultants, prime and sub-consultants, must submit an updated overhead/indirect cost rate schedule to ODOT annually, no later than 180 days from the firm’s fiscal year end.

Firms whose fiscal year end is December 31, your submittal deadline is June 30, though you are always welcome to submit earlier.  (Firms with alternative fiscal years will have differing due dates.)  We understand independent Certified Public Accountant (CPA) audits and cognizant state audits can take much longer, please keep the June 30 date in mind as CPAs are engaged. Please be mindful of these timelines and contact our team prior to the submittal deadline if you anticipate any delays.

Any firm, prime or sub-consultant, that performed work for the Department in excess of $1 million per state fiscal year (July 1, 2022 – June 30, 2023) are required to obtain an audit of their indirect cost rate by an independent CPA, and to provide the audit report as part of the indirect cost rate schedule review.

Firms that are utilizing Negotiated Billing Rate (NBR) schedules will continue to work 1:1 with the OPO Billing Rate Specialist to evaluate annual escalation.  Since the NBR process is intended for firms unable to establish an indirect cost rate, as firms begin to develop accounting systems that track their direct and indirect costs, the firm will be requested to provide that data and may begin the process of graduating from an NBR assessment to review and application of the actual direct and indirect cost rate information.

Please reach out to ODOTBillingRateUpdates@odot.oregon.gov with any questions, to request forms, and with your submittals.

Consultants can locate the forms on the ODOT Procurement internet site here under Cost, Billing Rate & Compensation Related Forms.