Prequalification Process

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Calendar Year 2017

The Department's List of Prequalified Vendors1

Prequalified | Conditional | Currently Inactive | Probationary | Subcontractor Only

SBSD Certified List (Separate Agency)3

Applying for Prequalification

Rules and
Regulations

Long Form Submission Guide and C-32 
Application

Short Form Submission Guide and C-32A Application

Declaration
Statement
Form (C-71)

Safety Index
Form (C-38)

Guide to Complete Forms - TBD


Notice on HB 1108
Guidelines for the C-38

Example of an EMR Letter4

References

SCC

NAICSCODES

US Industry
Rates

Department of Small Business
 and Supplier Diversity (SBSD)


2016 Road & Bridge Specifications

2007 Road
 and Bridge Specifications

Fictitious Name OSHA

Spec.
Revisions

Bidding Opportunities

 CABB

Bid Express5

Bid-X Holiday Schedule

eVA

Bid Letting Results

Advertisements

Contact for Advertisement

Prequalification Contact

Prequalification Email2

Subject heading should include:

  1. Vendor number or "NEW FIRM"
  2. Full Legal Name
  3. Indicate inquiry subject

ie:  Z1234/Firm1234/ques on C-38

Mailing Address:

Virginia Department of Transportation
Construction Division
1401 E. Broad St.
Richmond, Virginia  23219
Attn:  Prequalification Office

Prequalification Office
 

804-786-2938

Email Us

Prequalification@VDOT.Virginia.gov

Set Months of Expiration

 

NOTES

  1. All levels listed mean the firm is prequalified with or without limitations as explained in the descriptions posted..
  2. Be specific on email subject heading. It is not necessary to indicate prequalification. The prequalification email is specific for all questions pertaining to prequalification
  3. SBSD status must be verified on Department of Small Business and Supplier Diversity's official Certified Vendor List (Formally known as DMBE).
  4. EMR Letter from insurance company needs to specify they directly insure the firm applying prequalification. The EMRs are to be representative of the applying firm.
  5. Bid-X requests must include the full legal name of the firm as registered with the SCC and the authorized officer’s full legal name. (First, middle, last names spelled out) Bid-X Holiday Schedule

 

Prequalification Process

In order for bids on Virginia Department of Transportation (VDOT) contracts to be considered, companies must meet certain prequalification requirements and also follow the established bidding procedures. Learn about the prequalification process and get the forms you need here to bid and / or build on highway construction projects in the Commonwealth of Virginia.

Prequalification Program

VDOT's Contractor Prequalification Program ensures that all contracts for the construction, improvement and maintenance of Virginia's transportation system are awarded to the lowest responsive and responsible bidder. (2007 Road and Bridge Specifications, Division I; SECTION 103-Award and Execution of Contracts)  In addition to prime contract work, contractor prequalification is also necessary for first-tier subcontractors unless otherwise noted in the contract specifications. Suppliers, haulers and consultants are not required to be prequalified. This includes services such as engineering and surveying, as referenced in VDOT's 2007 Road and Bridge Specifications Division I; SECTION 105-Control of Work: 105.06-Subcontracting.

Subcontractor Only (SCO)
– A firm with this level of prequalification works only as a subcontractor, or has not yet established or re-established its safety history and / or work history to be fully prequalified. Review of an established safety history shall include, but not be limited to, the required three or more years of EMR ratings with an insurance company, an OSHA log history and a strong safety philosophy. Review of an established work history shall include, but not be limited to, the proven history of their organization to undertake a project involving the type(s) of work for which prequalification is requested, and access to the equipment to perform the requested type(s) of work. With this level of prequalification, a firm normally is not allowed to bid to be awarded  nor have under contract a highway project with VDOT as a prime contractor. The state Director of Contracts, the State Construction Engineer or their designee has the authority to waive this restriction on a project-by-project basis, based on the firm’s demonstration of evidence of ability*. Such waiver must be obtained, in writing, by the firm prior to bidding on that project. .A firm at this level of prequalification will be assigned a minimum Prequalification Score of 75, provided they have a minimum Safety Index Score of 70. Should the firm receive a Contractor’s Performance Score (CPE) average score below 75, the Director of Contracts may administratively revoke the firm’s prequalification privileges. 

VDOT Application / Forms for Prequalification

For contractors who plan on bidding and building on highway construction projects in the Commonwealth of Virginia:***

Rules and Regulations Prequalification Long Form | Prequalification Short Form |  Safety Index Rating Form - C38  | Adobe tips for filling out the prequalification application

Partially completed applications will not be accepted. The application forms all need to be completed to be considered for prequalification. This means no omissions.  

Your firm is responsible for maintaining copies of the yearly application submittals to the Prequalification Office. Default to using the C-32 long form if your firm has not kept records of the previous year’s application submittal. Only the current version of the application form will be accepted. (Revision dated 9/9/2015).

Notes from the Prequalification Officer

Click here to view the Notice on HB 1108.  

  1. The prequalification review process may take up to 45 days from the time of receipt of the firm’s application. All firms are given 60 calendar days, from time of receipt of the application, to correct all deficiencies on their prequalification applications. Supplemental information can be used to revise a firm’s prequalification if it is received within this 60-day evaluation period. After the 60-day evaluation period has passed, supplemental material will not be accepted. A firm will need to submit a new C-32 (long form) for consideration on their prequalification review.
  2. Prequalification level - Every firm is assigned a prequalification level. The level may affect if the firm may bid as a prime contractor and may restrict the allowable dollar amount a firm may bid on a project. It is IMPORTANT that a firm understands their prequalification level prior to bidding on a project. Every firm that bids needs to understand the guidelines of the prequalification level that is assigned to it.

    The Prequalification Levels are as:

    Prequalified, Prequalified (Conditional), Prequalified (Currently Inactive), Prequalified (Probationary), Subcontractor only and Denied.

  3. Waiver request information for the following levels:Prequalified (Probationary). Prequalified (Currently Inactive), Prequalified (Conditional) and Subcontractor Only. The Director of Contracts, the State Construction Engineer or their designee has the authority to waive the specific level’s restriction on a project-by-project basis based on the firm’s demonstration of evidence of ability. Such waiver must be obtained, in writing. by the firm prior to bidding on that project. Ability shall be demonstrated by three project evaluations and / or three reference letters on projects in which the firm has performed similar size and scope of work. The firm may also provide anything it deems necessary for supportive documentation. Submit all waiver requests, on a project-by-project basis, to Director of Contracts Don Silies at Don.Silies@VDOT.Virginia.gov.
     
  4. Work classes assigned to a highway construction firm’s prequalification indicates the firm’s noted area of expertise. The work classes assigned are evaluated by the firm’s previous history of highway construction work performed (not to include a prime’s subcontractor(s) work performed on the firm’s projects) and highway construction equipment currently owned, as well as immediately available highway construction equipment to be used to perform any work on all scopes of current highway construction projects.  

Note: Work classes assigned by VDOT do not limit a highway contractor to those work class areas. They may perform highway construction work in other work classes as long as the highway contractor has demonstrated its firm currently employs the expertise workforce and has the highway construction equipment immediately available to perform this scope of work on the VDOT highway construction project(s). The only limitation is if the firm is assigned as a subcontractor only (SCO), then this firm may not bid nor work as a prime. (See criteria above.)   

  1. Prequalification official notification: Once your firm is approved for prequalification or extended on VDOT’s prequalified list,  that is the official notification. A one-page printout of your firm’s prequalification on the VDOT prequalified list is official proof for a firm’s prequalification with VDOT. Currently prequalified contractors should review the Updated Renewal Extension Program to see if your firm qualifies (Item # 6).

    If an existing prequalified firm has a question in regards to their prequalification status, it is recommended the firm check our prequalified list prior to calling our office. The prequalified list is updated every Monday by 2 p.m. (except if a holiday, then the following business day).

  2. Updated Renewal Extension Program for currently prequalified firms:  An existing prequalified firm that is in “good standing” with the SCC and submitting an application earlier than one week prior to their designated or extended expiration date will be granted a 60-day extension until the firm’s application review is completed. The extension may not be posted until the last week of the firm’s designated or extended expiration month. If a firm submits their application six days or less prior to their expiration date, it may take a week to process to grant the 60-day extension. Even though your firm is extended, the completion of the review may not occur until after the scheduled expiration month. As long as the firm has submitted their renewal on time they will continue to be extended until the review is completed. If, after the review there are corrections needed, the firm is given 30 days to respond once contacted from the Prequalification Office. After the 30-day mark, the firm will expire if corrections are not received.

  3. Disclaimer: VDOT’s prequalification process is solely for VDOT highway construction projects. VDOT takes no liability as to how out-of-state agencies, in-state agencies, municipalities, the private sector or any other entity interprets VDOT’s prequalification rules and regulations and the department's list of prequalified vendors.  The other aforementioned entities that are advertising a project and choose to refer to VDOT’s prequalified list are responsible for their own guidelines. If there are questions, other than being prequalified for VDOT highway construction projects, contact the entity that is advertising / soliciting the project.

  4. Questions via email should be sent to the Prequalification Office at Prequalification@VDOT.Virginia.gov. (Do not email applications)

Subject Heading of the EMAIL: It is very important for the firm to include the following information:

1. Vendor number, if the firm has one, orNEW FIRM” if first time applying
2. Full Legal Name of the firm as registered with the SCC
3. Simple one-  to three-word explanation of what the question entails

  1. Requests after a firm has been processed for prequalification: Note once your firm has been placed on the prequalified list, the firm will be re-evaluated at the next application submittal. If a firm makes a request after their annual submittal has been reviewed, their inquiry will be placed in the queue and may take up to 60 days to be re-evaluated and addressed.

  2. Bid-X requests must include the full legal name of the firm as registered with the SCC and the authorized officer’s full legal name. (First, middle, last names spelled out).

  3. Change of currently prequalified firm’s contact information: In order to change any contact information in your firm’s prequalification file, we will need an authorized letter on your firm’s letterhead with the change requested and signed by an authorized officer from page 2 of the current C-32 application on file.

  4. Financial statement from a certified public accountant is no longer required. Make sure your firm's annual balance sheet, page 9 from the C-32, for all applications, is completed with no omissions and signed by an authorized officer from page 2 on the C32. This document needs to be notarized by an authorized notary who is a non-vested interest person to the firm. 

  5. Special bonding requirement is determined for a firm by the review of the C-32, page 9: annual balance sheet. Firms are notified if they meet this requirement and are always subject to determination at time of bid as a prime. Both subcontractors and primes are reviewed for this requirement regardless; however the requirement is only applied to a prime who is bidding directly with VDOT on a highway construction project.

  6. Safety Index Rating Score Form, C-38: Part 2, question # 2: Go to the Department of Labor's website to look up the NAICS code (work category).

  7. C-38 Examples: See the examples for help on the C-38 form:

    1. Newly established Firm less than one completed calendar year rev Nov. 10, 2015
    2. Established firm with an EMR average rating above .85 rev Nov. 10, 2015
    3. Established firm with an EMR average rating below .85 rev Nov. 10, 2015
    4. Guidelines for the C-38 form May 2, 2017
    5. Example of the EMR letter  June 6, 2016
  1. Safety manual: Only send the front cover with the firm’s name and a table of contents and the last numbered page. A full safety manual is not required.

  2. SCC: In accordance with Virginia Code § 2.2-4311.2, a firm shall be registered in good standing with the Commonwealth of Virginia’s State Corporation Commission (SCC) to transact business in the commonwealth. Contact the SCC directly if there are any questions at 804-371-9733.. SCC website: http://www.scc.virginia.gov/index.aspx

  3. The Prequalification Office cannot continue to process a firm’s prequalification application until the firm reconciles its standing with The Commonwealth of Virginia’s State Corporation Commission. An application submittal may be rejected if the firm is not in good standing with the SCC.

  4.  Mailing application info:To help expedite your prequalification application, place the following information outside of your firm's 8.5 x 11 inch envelope:

    1. Vendor number or New Firm (meaning never applied for prequalification with VDOT)
    2. C-32 or C-32A or corrections
    3. Do not staple the application together. Clipped application papers are appreciated.

  1.  Renewal: Note the following information for your firm’s prequalification extension requests and expiration:

    1. If an extension of prequalification privileges is needed, submit an official request, on company letterhead, signed by an authorized company officer (from the current page 2 of C-32 on file). Extension requests will be accepted 30 days prior to expiration. An emailed or faxed request cannot be accepted.
    2. If the firm has not sent in their renewal application and has not requested an extension by the last day of the expiration month the firm's prequalification will expire and a C-32 application submittal will be required. If the firm's prequalification expires, the firm will be removed from the prequalified list.

Below are the set months of expiration for firms starting with the letter or if the firm has a formal person’s name, the first letter of the last name.

1.   January A       2.   February B
3.   March C       4.   April D & E
5.   May F, G, & H       6.   June I, J, K, & L
7.   July M, N, & O       8.   August P, Q & R
9.   September S       10.   October T Thru  Z


Click here to view the prequalified list

Mail Application / Forms to:

Virginia Department of Transportation
Scheduling and Contract Division
1401 E. Broad St.
Richmond, Virginia 23219
Attn: Prequalification Office

Indicate the following information on the envelope:
Vendor number:  Indicate application Form  (C-32 or C-32A or corrections)

Contact the Prequalification Office if you have questions about the prequalification forms:

Email: Prequalification@vdot.virginia.gov
Phone: 804-786-2938

Reference Information:

SBSD Certification: The Disadvantaged Business Enterprise (DBE) certification program and The Small, Women-owned, and Minority-owned Business (SWaM) certification is handled by the Department of Small Business and Supplier Diversity. Click here to view the SBSD certified list.

Department of Small Business and Supplier Diversity
101 N.14th St., 11th Floor
Richmond, Virginia 23219
1-800-223-0671 (Virginia Only)
 804-786-6585 www.sbsd.virginia.gov

BOWD Center: The Business Opportunity and Workforce Development (BOWD) Center is an initiative offered by the VDOT's Civil Rights Division to provide supportive services and training to certified Disadvantaged Business Enterprise (DBE) firms.

Identify upcoming contract opportunities: Review VDOT's Construction Advertisement Bulletin Board (CABB) for descriptions of contracts recently advertised for bidding by VDOT and the date which bids are due.

Contractor’s Performance Evaluation (CPE) Program:  Review VDOT’s CPE webpage  for information on the CPE program used to evaluate contractors on construction projects.

Debarment and suspension list: Debarment list (provided by the General Service Administration)

NAICS codes: U.S. Census Bureau website

U.S. Industry Rates: Department of Labor website

VDOT materials approval:  Materials Division webpage

Traffic control devices pre-approval program:  Traffic Engineering - Traffic asset program webpage

Advertisement subscription: All prequalified contractors are automatically emailed all highway contract advertisements. Non-prequalified businesses may request to be added to the email distribution list. For more information call 804-786-2124 or use one of these forms to receive our advertisements through email.  WordPDF

Purchase plans and proposals: After your firm identifies a project or projects of interest, your must call in advance to purchase plans and proposals from VDOT's Construction Division plan room. Call 804-786-1898 to place and order to be mailed or picked up between 8:30 a.m. - 4:30 p.m., Monday through Friday, at 1401 E. Broad St. Richmond, Virginia, 23219.

Plans and proposals for advertised contracts are identified by the order number listed in the corresponding advertisement. Have the order number available when ordering your documents.

The plan room also has available for purchase the following publications:

  • VDOT Road and Bridge Specification Book
  • VDOT Road and Bridge Standards

 

Page last modified: Nov. 1, 2017