Entity State Agreements

Entity State Agreement requests must be emailed to [email protected].

1. Complete the following documents when requesting an ESA:

• • Agreements Request Form
  • ESA Request Form, or
  • Complete the template that corresponds with the type of agreement being requested:
    • Entity State Agreement Template or Supersede Template
    • Lighting Template
    • Planning/MPO Template
    • Sidewalk Template
    • Supplemental Agreement Template
    • Utility Relocation Agreement Template

2. Provide the following required documents with your ESA request 

• • Responsible Charge Form (LPA agreements)
  • Entity or MPO Contact Information (Non-LPA Agreements)
    • Contact Person Name, Title, Email address, Physical address

• • Sub-Recipient Final Risk Assessment Determination Letter from Compliance
  • Assistance Listing Number (ALN)  formerly CFDA Number
  • Unique Entity ID Number (SAM document)
  • Funding Commitment Letter
  • Attachments or Exhibits (If applicable)

3. When you have completed and compiled all required documents, email the request and prepared documents to the email address listed at the top of this page.

4. When CCS receives the ESA request, it will be assigned to a Contracts Grants Reviewer (CGR). The CGR will communicate with you throughout the process until the agreement is fully executed.

• • Please allow a 72 hour-minimum for the CGR to provide an update on your request or an un-approved draft for your review and approval. The CGR will reach out to you if more information is needed to prepare a successful draft.

5. Once an approved draft is in place, the CGR will send the agreement to the Entity or MPO for signature. CCS cannot offer a timeline on the Entity’s or MPO’s process once they receive the agreement, but we will follow up with the Entity or MPO every 30 days until we receive a signed agreement. We encourage PMs to communicate with the named Entity or MPO to assist us with getting the agreement signed and returned to us in a timely manner.

• • You will be included in each step of our process until the agreement is fully executed. We welcome status inquiries from you regarding your agreement requests.

6. The Entity Name in the agreement should be the same name on the Sam document.

7. Cooperative Endeavor Agreements (CEA) are prepared by DOTD’s Legal Section. If a CEA is required or you have a unique agreement request, submit a brief statement to the above agreements email. The statement should include the scope, responsibilities and funding for the project. CCS will work with Legal to prepare an approved draft.

8. All agreements processed by CCS require a Sub-Recipient Final Risk Assessment Letter. If an agreement does not meet the requirements, a brief statement from the Project Manager about why it does not require a Sub-Recipient Letter should be provided.