Facilities PlanningFrequently Asked Questions about Contractor Pre-QualificationThe contractor pre-qualification program is designed to improve the quality of building construction for State of Kansas buildings. All contractors wishing to bid as prime contractor have to become pre-qualified. This process is the same for contractors who have been working for the state of Kansas for years and for those contractors new to state work.
Any company that will bid as a prime contractor should submit their Statement of Qualifications (SOQ). This includes, but is not limited to, general contractors, mechanical and electrical contractors, roofing contractors, abatement contractors, and paving contractors. In other words, if you are usually a subcontractor, but occasionally want to bid as the prime, you will need to be pre-qualified. [Back to Top] I have been working for the State of Kansas for years, am I automatically pre-qualified? No. All contractors, regardless of the quantity of work they have performed for the State of Kansas will have to apply. The program was initiated on April 15, 2004. Any project bid and awarded after that date requires contractors to be pre-qualified. [Back to Top] Due to the nature of work completed for KDOT (i.e. roads, bridges, embankments etc), we have a different process. However, if you are pre-qualified to do work for KDOT in the following class of work, D. Light surfacing you must send in an application on the approved forms, and include your approval letter from KDOT. [Back to Top] Is this an annual application? No. You reapply every three years. You will be sent a letter of notification for renewal about three months in advance of the date your application will expire. You will be required to resubmit the entire package of information. If the renewal date passes and we have not received updated information, your firm will be removed from the list of pre-qualified contractors. You may resubmit any time after that date. [Back to Top] The contractor may use either the AIA A305 Contractor's Qualification Statement (latest edition) or the AGC Document No. 221 Contractor's Statement of Qualifications (latest edition). Instructions for completing these forms can be found at: http://www.da.ks.gov/fp/files/Prequalification_Instructions.pdf The AIA form is available at any AIA chapter office for $5. Click on the website to find your local distributor http://www.aia.org/SiteObjects/files/docs_paperdistributors.pdf. The AGC form is available at any AGC office for $15.00 for members or $22.50 for non-members or on the internet at http://www2.agc.org/ECRM/scriptcontent/Chapters/Chapters.cfm. Local Kansas contacts are listed below. AIA Kansas Associated General Contractors of Kansas For other locations: check for local chapters on their websites. To check for AIA chapter offices go to www.aia.org. To check for AGC chapter offices go to at www.agc.org. [Back to Top] Do I fill out the application completely? No. If you are filling out the AIA A305 you do not need to provide any information on section 5 Financials. If you are filling out the AGC #221 you do not need to answer the following questions Section 1.1 Not required to attach a brochure or promotional information Where do I send my application? Please include a transmittal with your Federal ID number, telephone and fax numbers. Send your applications to: Barbara Schilling Telephone 785-296-8899 To expedite the approval process, the completed SOQ form may be e-mailed or faxed. E-mail forms must be notarized and signed. This can then be scanned and included with the e-mail. Due to the inconsistency in fax transmissions, an original hard copy is required to be submitted if you fax your application. Applications will not be finalized until a hard copy is received following a fax submission. [Back to Top] Is there anything else I need to send in with the Statement of Qualifications? When submitting a Statement of Qualification (SOQ), please include a list of three (3) references from previous construction projects. The State of Kansas reserves the right to request additional information from the contractor in any form. [Back to Top] What is the most frequent mistake in completing the Statement of Qualification? The AIA forms items 3.4, 3.5, and 3.6 require lists of projects, both completed and on-going and a short bio on the key people in the company. These are the most frequent items left out of an application. [Back to Top] How long will it take to get pre-qualified after a contractor sends a Statement of Qualifications? A contractor should allow a minimum of 3 to 4 weeks for the processing of their submissions. Once we log in your application we review and check references and analyze the evaluations we have on file for your company. If we are missing information in your application, you will be notified in writing to supply the missing info. Once your status is determined, you will be notified in writing. [Back to Top] How do I get a list of pre-qualified contractors? A list of pre-qualified contractors can be found at http://www.da.ks.gov/fp/contractor/prequalified.asp. This is not the official list, but is updated frequently. For the official list call 785-296-8899. [Back to Top] With this new procedure, how will the bidding process work? Contractors must have their applications submitted in order to receive plans for any project they wish to bid as a prime contractor. Plans will not be sent until the contractor has submitted their application. The bidding process will remain as a low bidder award, based on bids from the contractors that are pre-qualified. If a non pre-qualified contractor submits a bid that bid will not be opened. If a non pre-qualified contractor submits a bid and it is inadvertently opened, that bid will be subsequently thrown out and will not appear on the official bid tab. If there is some confusion to the bidders status, we will error on the side of caution and not open the bid. If we later determine that a bidder was pre-qualified at the time of bidding, his bid will be opened and recorded. Unopened bids will be returned to the contractor. [Back to Top] You may submit a bid. You are allowed to bid on projects while your application is pending, however, you will only be awarded one project while your application is pending. Once awarded a project while you application is pending, you will not be allowed to bid until your application is approved. [Back to Top] What determines if a contractor gets qualified? After a contractor submits a Statement of Qualifications (SOQ), additional references, and any additional information requested, these items are combined along with evaluations completed for state projects (if any) on file at DFM for the past three years to determine a contractor’s qualification status. [Back to Top] Who completes contractor evaluations? Any or all of the following persons evaluates contractors at the end of each construction project: architect/engineer, agency representative, DFM project manger and DFM inspectors. Only those persons having direct knowledge of the work shall complete these evaluations. A copy of the contractor evaluation form used by the Division of Facilities Management can be found at the following website link: http://www.da.ks.gov/fp/files/contractor_eval.doc [Back to Top] What happens if a contractor doesn’t meet the minimum requirements? Once a contractor’s average score falls below the 2.85 level they are subject to the following procedure. The following is the sequence of events that lead to a contractor’s debarment for three (3) years.
Is there any process to plead my case in order not to be disqualified? Within 30 days after the receipt of an evaluation or letter of determination the contractor may request a meeting to discuss his evaluation(s) and/or overall pre-qualification status. This notice must be sent in writing to the address below, and must include the specific items to be discussed (i.e. specific evaluations identified or the overall status of the contractor’s ability to bid). Manager Manager of Facilities Planning, Design & Construction reviews information available and within 30 days of his receipt of the request, holds a meeting with contractor, if he deems it necessary. Additional procedures for the hearing will be conveyed once a hearing date is determined. [Back to Top] Why is the State of Kansas pre-qualifying contractors? The state is pre-qualifying Contractors to improve the quality of construction in the State of Kansas. The process is also used to provide feedback to the contractor defining areas of weakness allowing the contractor to perform better on subsequent projects. [Back to Top] How was the procedure for pre-qualification set up? In 2001 a taskforce was set up to address what was determined to be deficiencies in construction for State of Kansas building construction projects. The taskforce consisted of representatives from the AGC, AIA, Kansas Consulting Engineers, Kansas Builders Association, the State Building Advisory Commission, a general contractor, a subcontractor, various state agencies and the Division of Facilities Management. The taskforce considered purchasing a packaged evaluation program. After reviewing programs on the market it was determined that they were too complicated and too expensive to justify their purchase and use. [Back to Top]
|
