Prequalification Process

In order for bids on 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 &/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) Virtually all Highway construction and maintenance contracts advertised and let by the Department require prospective bidders to be prequalified. In addition to prime contract work, contractor prequalification is also necessary for subcontractors at start of their work on site unless otherwise noted in the contract specifications. Suppliers, haulers and consultants are not required to be prequalified. 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 has not yet established its safety history nor work history to be fully prequalified. Review of an established safety history shall include but not be limited to the required three 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 history of the ability 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 can not be awarded nor have under contract a project with VDOT. The Contract Engineer has the authority to waive this restriction on a project-by-project basis. Such request for waiver must be obtained by email, 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 CPE average score below 75 the Contract Engineer 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 & Regulations | Prequalification Application New_Image
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Updated Prequalification Application/Forms (as of November 1, 2011)

C-38: Safety Index Rating Form: Safety Index Rating Form - C38

***All Contractors- Please note starting January 1, 2012, this newest version of the Prequalification Application will need to be used for submittal of your firm’s 2012 Prequalification. The content requested is the same it is just in an updated format. Old version applications will not be accepted.

As well as partially completed applications will not be accepted. The Application forms all need to be completed to be considered for prequalification, this means no blanks.***

If your firm does not have record if they need to complete the long form (C-32) or the short form (C-32A) then default to the C-32. These records are only available to us until we review your firm’s application and then your firm will be notified if they have completed the incorrect form.

Also note all 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)

Notes from the Prequalification Officer

Click here to view the Prequalified List

Please note if an existing prequalified firm has a question in regards to their Prequalification Status it is recommended to check our Prequalified List prior to a phone call to our office The Prequalified List is updated every Monday by 2pm (except if a holiday then the following business day).
Prequalification Official Notification: Please note once your firm is approved for Prequalification or extended on VDOT’s Prequalified List then that is the official notification. A one page print-out of your firm’s prequalification on the VDOT Prequalified List is official proof for a firm’s prequalification with VDOT. Currently prequalified Contractors please review over the Updated Renewal Extension Program to see if your firm qualifies (Item# 7).
Requests after a firm has been Processed for Prequalification: Please 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 prior to their re-submittal their inquiry will be placed in the queue and may take up to 6 weeks to be addressed. At that time the firm’s Prequalification will be re-evaluated to possibly modify the firm’s Prequalification status.
Work Classes assigned to a Highway Construction firm’s prequalification indicates the firm’s noted area of expertise. The work classes assigned is 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.
Please Note: Work classes assigned by VDOT does 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 their firm currently employs the expertise workforce & 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 Subcontractor only (SCO) then this firm may not bid nor work as a Prime.(See criteria above)
Questions sent via EMAIL should be sent to the Prequalification Office at Prequalification@VDOT.Virginia.gov
(Please 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 or "NEW FIRM" if first time applying
  2. Full Legal Name of the firm as registered with the SCC
  3. Simple one to three word(s) explanation of what the question entails
The Prequalification Review Process takes 45 days at time of receipt of the firm’s application.
Updated Renewal Extension Program for existing firms: An existing prequalified firm submitting their application prior to their expiration date(see chart below for expiration month) will be granted an extension until the firm’s application is reviewed. The extension for the renewing firm (submitting an application prior to expiration) will occur prior & closer to the date of their expiration. Even though your firm is extended, the review may not occur until after the extension. If there are corrections the firm is given within 60 days, after review, to respond. After the 60 day mark the firm will expire if corrections are not received.
Change of Currently Prequalified Firm’s Contact Information: Please note 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.
Financial Statement from a CPA is no longer required. Please make sure your firm's Annual Balance Sheet, page 9 from the C-32, for all applications are completed in its entirety (this means no blanks, if a zero place a “0”) with an authorized officer’s signature from page 2 on C32 and notarized by an authorized notary who is a non-vested interest person to the firm.
Prime Contracts on Hand, C-42 and Subcontracts on Hand, C-42A requires a description of the work performed by the firm on each current project listed.
C-32; Page 2: Please note the firm's authorized signature(s) should be signed in the same manner that the authorized person plans on signing all documents for VDOT.
C-32; Page 2: It is suggested for the Authorized Officers to sign multiple ways/manners (i.e. with middle name spelled out, middle initial only) to avoid deficiencies in your firm's Prequalification application. Note all VDOT documentation signatures must match up with signature on page 2 of C32.
Driver's License Copies must be clear and legible. Please submit enlarged copies of the Authorized person's Driver License.
C-32; Page 4 (Prequalification 1^st year Application): Each owner and authorized person for a firm (listed on page 1 & 2 of C-32) requires a single page 4 to be completed.
Safety Index Rating Score Form, C-38: Part II, question #2 Please go to the Department of Labor's website to look up the NAICS code (work category).
C-38 Examples: Please see the examples for help on the C-38 form:
- Newly Established Firm less than One completed Calendar year
- Established Firm with an EMR Average rating above .85
- Established Firm with an EMR Average rating below .85
1. Please note the attached C-38 pdf sample documents are rough drafts intended to assist contractors on how to complete the C-38 form.
  
  These rough drafts were needed urgently & are intended to be replaced in the near future.
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.
SCC: The Firm needs to be registered in good standing to work in the Commonwealth of Virginia with the State Corporation Commission (SCC) in order to prequalify and work for VDOT. Please contact the SCC directly if there are any questions at 804-371-9733. SCC website: http://www.scc.virginia.gov/index.aspx
MAILING APPLICATION INFO: To help expedite your prequalification application place the following information outside of your firm's 8-1/2 x 11 plus sized envelope:
1. Vendor # or New Firm (meaning never applied for prequalification with VDOT)
2. 1st year, 2nd year… or Corrections
3. Please do not staple the application together. Clipped application papers are appreciated.

Common Deficiencies: Attached is an action item list of common deficiencies to help your firm’s application be completed near to perfect and processed quickly.
Renewal Date: Please note the following information for your firm’s Prequalification expiration and renewal date:
- Renewal forms are preferred prior to the first day of the month before expiration but no later than the last day of the month of expiration.
- If an extension of Prequalification privileges is needed, submit a written request, on company letterhead, signed by an authorized company officer (page 2 of C-32), no more than 30 days prior to expiration. No emails or faxes please.
- 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 full new long form (1^st year) application 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 & Z

Click here to view the Prequalified List

Mail Application/Forms to the Address below:

Virginia Department of Transportation
Scheduling and Contract Division
1401 East Broad Street
Richmond, VA 23219
Attn: PREQUALIFICATION OFFICE

Vendor #: Indicate application Year (1^st, 2^nd ,......Corrections)

The prequalification application is available only in PDF format, and you need Adobe Acrobat Reader to view them. If you don't have this free software, download it here.

Please contact the Prequalification Office if you have questions about the prequalification forms:

Suzanne Lucas, Prequalification Officer
Email: Prequalification@vdot.virginia.gov
Phone: (804) 786-2941

Reference Information:

DBE Certification:
Disadvantaged Businesses Enterprises (DBE) certification is handled by the Virginia Department of Minority Business Enterprise. Click here to view the DBE Certified List.

Virginia Department of Minority Business Enterprise
1111 E. Main Street, Suite 300
Richmond, Virginia 23219
1-800-223-0671 (Virginia Only)
(804) 786-6585 or visit their website at www.dmbe.virginia.gov.

BOWD Center:

The Business Opportunity and Workforce Development (BOWD) Center is an exciting initiative offered by the Virginia Department of Transportation’s Civil Rights Division to provide supportive services and training to certified Disadvantaged Business Enterprise (DBE) firms.

http://www.virginiadot.org/business/BOWD.asp

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.

Debarment and Suspension List:
Debarment List (Provided by the General Service Administration [GSA])

NAICS Codes
Please go to the US Census Bureau website

US INDUSTRY RATES
Please go to the Department of Labor's website

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 select either form to receive our advertisements through email. (WORD) (PDF)

Purchase plans and proposals:
After your firm identifies a project or projects of interest, your firm may purchase plans and proposals from the VDOT Scheduling and Contract Division Plan Room. To purchase plans by phone with a major credit card, call (804) 786-1898. Or pick up your plans in person at 1401 E. Broad Street, 12th Floor, Richmond, VA, 23219, between 8:30 a.m. and 4:30 p.m. Monday - Friday.

Plans and proposals for advertised contracts are identified by the Order Number listed in the corresponding advertisement. Please 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: Feb. 3, 2012

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