931Contract Compliance Management System (Ccms)

931.01 Description.

The Department) is using a computerized web-based Contract Compliance Management System (CCMS) that enables RIDOT to more effectively and efficiently monitor compliance of prompt payments to all S ubcontractors and/or civil rights requirements including, but not limited to, conformity with Rhode Island and Federal affirmative action, Disadvantaged Business Enterprise (DBE), and Minority Business Enterprise (MBE) laws and regulations. The current CCMS is known as “Prism” and enables Contractors, consultants, Subcontractors, and subconsultants to more easily and accurately demonstrate compliance with prompt payments, DBE and MBE participation and utilization, On -The-Job Training (OJT), wage determinations, employment utilization and other C ontract compliance requirements. The program supports Executive Order 11246, FHWA 1273 Training Special Provision (TSP), and Special Provisions for Disadvantaged Business Enterprise (DBE) contained within the Contract. The Department reserves the right to designate which CCMS will be used at any time. At a minimum, the Department requires the input of payroll files for both the Prime Contractor/Consultant and all approved Subcontractors/Subconsultants with Contracts in excess of $10,000. CCMS also requires Invoices that include the work item numbers (that are on the Engineer’s Estimate), which must be entered into the comments section of the CCMS and/or Prism Invoice. The RIDOT CCMS Coordinator provides the Contractor/Consultant and Subcontractor/Subconsultant with assistance, as needed, during the term of the Contract. For more information, contact the RIDOT CCMS Coordinator as identified in the Post Qualification Letter.

931.02 Equipment.

Because this is a web-based system, virtually all systems should be compatible with the CCMS if there is access to the internet. Users must have at a minimum Microsoft Office 2003. For any issues, contact the RIDOT CCMS Coordinator.

931.03 Methods.

After award of Contract the CCMS Coordinator sets up the Prime Contractor/Consultant (Prime) and any Subcontractors/Subconsultants (Subs) that are assigned to the Project. If there are any Subs that have not previously used CCMS, the CCMS Coordinator request s the necessary information so that the Sub can be set up in CCMS. The CCMS Coordinator then contact s the Sub with the necessary log-in information. For the duration of the Contract, keep CCMS updated with their weekly certified payrolls and to make s ure that their Subs enter their Invoices as necessary. Also, the Primes must show that payments against the Subs’ Invoices, and the Sub must approve the payments in Prism. This requirement does not preclude the Contractor/Consultant from the obligation to maintain records as a backup to this program. The Contractor/Consultant will be subject to a review of back -up records by the Department and/or the Office of Civil Rights units (e.g., the DBE Program unit, when applicable), as deemed necessary by that Office. The Contractor/Consultant must notify the RIDOT CCMS Coordinator of any errors or “ bugs” that are discovered in the use of the CCMS. T he Prime’s must include

Part 900 — Incidental Construction and Services August 2025

900-90 SECTION 931 — CONTRACT COMPLIANCE MANAGEMENT SYSTEM (CCMS) these requirements in all Subcontract/Subconsultant agreements and ensure that their Subs are entering the necessary information into the CCMS. Failure to comply with the above will lead to a notice of non- compliance and may result in delay of progress payments and/or any other sanctions deemed appropriate by RIDOT. Continued violations will lead to RIDOT determining whether to take additional actions including, but not limited to, initiating debarment or suspension proceedings.