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State of California Department of Transportation, Contract Requirements, page 1
Basic · 33/100Form Complexity Index

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What this form asks for

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Form DOT ADM-0378, Contract Requirements, is a crucial document for any entity bidding on public works projects with the California Department of Transportation. It serves as a series of legal declarations and certifications, ensuring the bidder complies with state and federal laws regarding non-collusion, labor practices, child support, and antitrust regulations. Completing this form accurately is essential for a bid to be considered responsive and for maintaining transparency in the public contracting process. Today, this form can be filled out quickly and accurately using AI-powered services like Instafill.ai, which can also convert non-fillable PDF versions into interactive fillable forms.
Fillable fields20
Pages2
Sections9
Questions that depend on earlier answers3
Form Complexity IndexBasic, 33/100

The AI checks your answers before you download

13 checks built for this form, so a wrong date or a missing answer is caught before anyone else sees it.

Contract Number Consistency Across Pages

This check ensures that the 'Contract Number' entered on Page 1 is identical to the 'Contract Number' entered on Page 2. Mismatched numbers can lead to administrative errors, incorrect filing, and potential rejection of the entire contract package. If the numbers do not match, the submission should be flagged for manual review and correction to ensure document integrity.

Non-Collusion Declaration Completeness

Validates that the declarant's title, the bidder's name, and the execution city and state are all filled out in the Non-Collusion Declaration section. These fields are essential for establishing the identity of the bidder and the authority of the person signing the legal declaration. An incomplete declaration can render the bid non-responsive and legally invalid.

Valid Declaration Execution Date

This check verifies that the 'Non-Collusion Declaration Execution Date' is a validly formatted date and is not a date in the future. A future date is logically impossible and indicates a user error, while an invalid format prevents proper record-keeping. This validation ensures the declaration was executed on a realistic date prior to or on the day of submission.

Valid Declaration Execution State

Ensures the 'Non-Collusion Declaration Execution State' field contains a valid, recognized state abbreviation (e.g., a 2-letter code like 'CA'). This is important for establishing the legal jurisdiction under which the penalty of perjury declaration is made. An invalid entry could compromise the legal standing of the document and will require correction.

Violation of Law Question Selection

This validation confirms that exactly one option ('Yes' or 'No') is selected for the 'VIOLATION OF LAW OR A SAFETY REGULATION' question. The form requires a definitive answer to this question for the bid to be considered responsive. Submissions with both or neither option selected must be rejected and returned to the bidder for completion.

Conditional Violation Explanation Requirement

This check enforces a logical dependency: if the bidder answers 'Yes' to the 'VIOLATION OF LAW OR A SAFETY REGULATION' question, the corresponding explanation text box must not be empty. Failing to provide a required explanation makes the submission incomplete and non-compliant with the form's instructions. Conversely, if 'No' is selected, the explanation box should be empty.

And 7 more checks
  • Antitrust Law Declaration Selection
  • Conditional Antitrust Conviction Details
  • Bidder Responsibility Questionnaire Completeness
  • Conditional Bidder Responsibility Details Requirement
  • Bidder Name Presence
  • Declarant Title Presence
  • Logical Consistency of Bidder Responsibility Details

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How to Fill Out DOT ADM-0378 Online for Free in 2026

What the AI walks you through.

  1. Navigate to Instafill.ai and upload or select the DOT ADM-0378 form.
  2. Enter the specific Contract Number and your company's details in the initial fields.
  3. Complete the Non-Collusion Declaration by providing the declarant's title, name of the bidding party, and the date and location of execution.
  4. Carefully answer the series of yes/no questions regarding past legal or safety violations, antitrust law convictions, and the Bidder Responsibility Questionnaire.
  5. If you answer 'Yes' to any questions, provide the required detailed explanations in the corresponding text boxes.
  6. Review all entered information, declarations, and answers for complete accuracy before finalizing the document.
  7. Securely download the completed form, ready for submission with your contract bid to the Department of Transportation.

Common Mistakes in Completing DOT ADM-0378

The ones the AI is built to catch.

Inconsistent or Missing Contract Number
The 'Contract Number' field appears on both page 1 and page 2. Bidders often forget to fill it in on the second page or make a typographical error, resulting in two different numbers. This inconsistency can cause significant processing delays, document misfiling, or even rejection of the submission for being incomplete. To avoid this, double-check that the identical contract number is entered correctly on all pages before submission.
Using an Incorrect or Vague Declarant Title
In the 'Non-Collusion Declaration', bidders may enter a generic title like 'Manager' or 'Representative' instead of the specific legal title that grants them authority to bind the company, such as 'President', 'CEO', or 'Managing Member'. An incorrect title can call into question the validity of the declaration and whether the signatory had the legal power to execute it. Always use your official title as it appears in your company's legal formation documents.
Incomplete Perjury Declaration Details
The Non-Collusion Declaration is made 'under penalty of perjury' and requires the date, city, and state of execution. A frequent mistake is omitting one or more of these details, which legally invalidates the declaration. An incomplete declaration will render the entire bid nonresponsive, so it is crucial to fill in all three fields accurately.
Failing to Explain a 'Yes' Answer for Violations
When a bidder checks 'Yes' for the 'Violation of Law or a Safety Regulation' question, they are required to provide a detailed explanation. A common error is to check 'Yes' but leave the explanation box blank or provide a vague, insufficient answer. This is considered an incomplete submission and will lead to the bid being found nonresponsive.
Contradictory or Missing Checkbox Selections
The form contains several sections with mutually exclusive checkboxes, such as the 'has'/'has not' options in the Antitrust Law section. Bidders sometimes check both boxes, or neither, creating ambiguity. This forces the reviewer to guess the intended answer, which typically results in the form being rejected outright for being unclear or incomplete.
Providing Insufficient Details for Nonresponsibility
In the 'Bidder Responsibility Questionnaire', if any question is answered 'Yes', the bidder must provide specific details including dates, agency names, contact persons, and contract numbers. A critical mistake is providing a general summary, such as 'Found nonresponsible by a local agency', without the required specific data points. Failure to provide this complete information will result in a finding that the bidder is nonresponsive.
Misinterpreting 'Proprietary Interest'
Questions 2 and 3 of the questionnaire refer to officers or employees with a 'proprietary interest'. Bidders often narrowly interpret this as only applying to company owners or top-level executives, leading to incorrect 'No' answers. This term can include any employee with a significant ownership stake, and a misstatement could be considered a false declaration under penalty of perjury, with severe consequences.
Using a DBA Instead of a Legal Entity Name
For the 'Bidder Name' field, companies often enter their common 'Doing Business As' (DBA) name instead of their full, official legal name as registered with the state. This can create discrepancies with other legal and financial documents, causing verification failures and potential rejection of the contract. Always use the complete legal name of the bidding entity to ensure consistency.
Leaving Mandatory Yes/No Questions Blank
When rushing, filers may accidentally skip the entire 'Bidder Responsibility Questionnaire' or other sections with Yes/No checkboxes. Each of these questions requires an explicit 'Yes' or 'No' answer to be considered complete. Leaving them blank makes the submission nonresponsive and will disqualify the bid.
Failing to Fill Out a Non-Fillable PDF Correctly
This form is often distributed as a flat, non-fillable PDF, forcing users to print it and fill it out by hand, which can lead to illegible handwriting and data entry errors. This makes the review process difficult and increases the chances of rejection due to unreadable information. AI-powered tools like Instafill.ai can convert such documents into interactive, fillable forms, helping to ensure all data is entered clearly and accurately.

Frequently Asked Questions About DOT ADM-0378

 

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Can I fill other forms too?
This plan is for your DOT ADM-0378: your own AI agent fills it as often as 5 times a month. To fill other forms and upload your own, choose a Professional plan from your account.
How do I cancel?
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How does the AI fill out DOT ADM-0378?
You answer a few questions in plain words, or upload a document you already have. The AI reads what you give it and puts each answer into the right field of DOT ADM-0378, on every page, in seconds. It checks the answers against the form's own rules, and you review and change anything before you download, print or sign.
What happens to my information?
It is encrypted in transit and at rest, and it is never used to train AI.
How complex is DOT ADM-0378 to fill out?
DOT ADM-0378 has a Form Complexity Index of 33 out of 100, in the basic tier: 20 fillable fields across 2 pages. Instafill.ai's AI fills it in under a minute, with every field there for you to review before you download.
What is the purpose of the DOT ADM-0378 Contract Requirements form?
This form is used by the California Department of Transportation (Caltrans) to ensure bidders comply with various state and federal laws before a contract is executed. It includes required declarations regarding non-collusion, labor practices, and past legal or safety violations.
Who needs to fill out this form?
Any individual or company bidding on a public works contract with Caltrans must complete and submit this form as part of their bid package.
When do I need to submit the DOT ADM-0378 form?
This form must be completed and returned along with your contract bid documents. It is required before Caltrans will execute the contract.
Who is authorized to sign the Non-Collusion Declaration?
The declaration must be signed by a person who has the full legal power to execute it on behalf of the bidding company. This is typically an owner, corporate officer, or other authorized representative.
What happens if I answer 'Yes' to a question in the Bidder Responsibility Questionnaire?
If you answer 'Yes' to any of the three questions, you must provide all pertinent details, including dates, the public agency involved, a contact person, and the contract number. Failure to provide truthful and complete information will result in your bid being found nonresponsive.
What does the 'Violation of Law or a Safety Regulation' question refer to?
This question asks if your company, its officers, or key employees have ever been disqualified from a government project for breaking a law or safety rule. If yes, you must provide a detailed explanation of the circumstances.
What am I acknowledging in the 'Child Support Compliance Act' section?
By signing, you acknowledge that your company complies with all state and federal child support enforcement laws. This includes honoring earnings assignment orders and reporting new hires to the state.
What are the consequences of providing false information on this form?
Most declarations on this form are made under penalty of perjury. Providing false information can lead to legal prosecution and will result in your bid being rejected as nonresponsive.
I have a past antitrust conviction. What do I need to disclose?
If you have been convicted of an antitrust offense within the last three years, you must check the 'has' box and provide details of the conviction. This includes the date and the final resolution of the case.
Where do I find the 'Contract Number' to enter on the form?
The Contract Number is assigned by Caltrans and should be included in the bid and contract documents you received. You must enter this number at the top of both pages of the form.
How can I get an accessible version of this form if I have a disability?
You can request an accessible format by contacting the Caltrans Forms Management Unit by phone at (279) 234-2284, TTY 711, or by email at [email protected].
Can I use an AI tool to help me fill out this form?
Yes, services like Instafill.ai use AI to accurately auto-fill form fields, which can save time and help prevent errors. You are ultimately responsible for verifying that all information entered is true and correct.
How can I use Instafill.ai to complete this form online?
Simply upload the DOT ADM-0378 PDF to the Instafill.ai platform. The service will make the form fillable online, allowing you to type in your information, save, and print the completed document.
The PDF copy of the form I have isn't fillable. What should I do?
If you have a non-fillable or 'flat' PDF, you can use a service like Instafill.ai. It can convert the document into an interactive, fillable form so you can complete it on your computer instead of by hand.
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