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Contracts Administration

Contracts Administration / CPQ Application Instructions

CPQ Application Instructions

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I.                 Step-by-Step Process for Completing the Application

 

The following information/documents are needed to complete the application:

 

____    Audited Financial Statements for the fiscal year for prequalification to bid on projects with a budget estimate of $1,000,000 and above for the certification period. If your application is filed more than four months after your fiscal year end, an additional "interim" (short period) audited financial statement with a balance sheet date within four months prior to the application date must also be submitted for prequalification to bid on contracts $1,000,000 and above for the certification period. (One copy must be mailed and the other must be attached in PDF format)

 

OR

 

____    CPA-Reviewed Financial Statements for the fiscal year for prequalification to bid on projects with a budget estimate under $1,000,000 for the certification period. If your application is filed more than four months after your fiscal year end, an additional "interim" (short period) CPA-reviewed financial statement with a balance sheet date within four months prior to the application date must also be submitted. (One copy must be mailed and the other must be attached in PDF format)

 

____   Affidavit (see Template on Additional Documentation Sub Tab)

 

____ * Resumes of key staff (superintendent or above) showing construction experience for each class of work for which the applicant is requesting qualification

 

____ * Depreciation schedule of (owned) equipment and/or letter from equipment rental company w/line item list of equipment rented to applicant

 

____ * Letters of recommendation, at least two (2). (only required for first-time applicants or applicants not qualified within the last two years). The letters must contain specific information regarding the following:

 

1. Specific projects, including project numbers and location

2. Size of projects by dollar value

3. Description of projects and classes of work performed with applicant's own employees and equipment

4. Whether projects were timely completed

5. Whether the applicant was cooperative and facilitated changes to projects when required

 

____ * Lists of contracts underway and contracts completed in the last three years. These lists should include the following: project number, project owner, project owner contact information, project location and major type of work and whether the applicant was a prime or subcontractor on the project. (See template on Current Contracts Sub Tab)

 

____ * Additional information required if applying for work classes Hot-In-Place Resurfacing, Landscaping, ITS, and/or Emergency Debris Removal (see "Additional Work Class Information" in the "Prequalification Information" section of the Contracts Administration Office home page)

 

* These documents must be attached to the application in one of the following formats: Word, Excel, Adobe PDF, TIF or JPG Files.

 

The following information is also required input for application processing

 

____ My Florida Market Place (MFMP) Number. The application can be submitted and reviewed with only a Federal ID Number, but cannot be approved until the Federal ID Number is replaced with the MFMP number.

 

____ Applicant's previous business name(s) (Vendor Tab, General Info Sub-tab)

 

____ Applicant's charter number and date, and the state in which incorporated (Vendor Tab, General Info Sub-Tab)

 

____ Information on applicant regarding debarment, suspension, contract crime or failure to complete construction contracts, bankruptcy information (Vendor Tab, Background Sub-Tab)

 

____ Officer titles for the applicant (Stakeholders Tab)

 

____ Percentage each stakeholder owns of the applicant. "Stockholder" box must be checked to allow percentage entry, even if the applicant does not issue stock (Stakeholders Tab)

 

____ Affiliates and stakeholders: all requested information for stakeholders and affiliates, including addresses and telephone numbers (Affiliates Tab)

 

____ The amount and description of the following:

 

  • Notes Receivable
  • Construction Contracts Receivables
  • Non-Construction Accounts Receivables
  • Subsidiary and Affiliate Investments/Receivables
  • Real Estate
  • Capital Leases (book & present value)
  • Leasehold Improvements
  • Accounts/Notes Payable and Contingent Liabilities

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II.  Application Site Map

 

Printer Friendly Version

 

CPQ chart

 

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III.  MyFloridaMarketPlace (MFMP) Registration

 

All vendors wishing to do business with any state agency must register at the following web site: https://vendor.myfloridamarketplace.com. The vendor number assigned to the firm as a result of this registration should be provided at time of application submittal. If the firm has not received a MFMP Vendor Number, the firm's FEID number may be utilized in order to submit the application. However, the qualification certificate will not be issued without a valid MFMP Vendor Number.

 

If you have forgotten your MFMP Vendor Number or are a vendor located outside of the United States, please contact Vendor Registration Customer Service at 866-352-3776 (Monday though Friday, 8 a.m. - 5:30 p.m. Eastern Time).

 

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IV.  Internet Subscriber Accounts

 

Establishing an Internet Subscriber Account (ISA) with the Department will allow a firm to access, complete and submit the application. Updates of the firm's approved prequalification such as requesting additional work classes can also be submitted online, along with supporting documentation, during the term of prequalification.

 

Firms are responsible for maintaining the confidentiality of the ISA and password, and are fully responsible for all activities that occur using that password or account. Any person with access to the e-mail address provided as the account identifier will have access to the firm's ISA. For this reason, the e-mail address provided must not be shared with other persons. It is suggested that firms establish an e-mail address for specific use for prequalification. Thus, if the employee leaves, the e-mail address will still be available to the firm and only the password would have to be changed. If a firm needs an additional ISA to submit the list of contracts underway for monthly lettings, a second ISA can be established as per the instructions below.

 

Customer support for questions on the ISA Service is available 8 a.m. - 5 p.m. Eastern Standard Time, Monday through Friday, excluding major holidays. Call the Florida Department of Transportation Service Desk at 1-866-955-4357 (HELP) or e-mail FDOT.ServiceDesk@dot.state.fl.us.

 

Instructions to create an ISA

 

Primary ISA

 

  1. Go to: https://www3b.dot.state.fl.us/contractorprequalification/
  2. Select "Click here to create an account" to start the process.
  3. Enter the following information:
    • E-mail address to be used
    • Select password challenge question
    • Enter answer to the password challenge question
  4. Check the box once you have read and agreed with the "Terms of Use."
  5. Click "Create" button.
  6. Upon successful creation of the Subscriber account:

 

  1. A system generated password will be sent to the above Email Address.
  2. You will be required to enter that password exactly as shown in your email during your first login attempt (We recommend that you copy & paste the password as it is CASE sensitive). It will then be mandatory for you to change the password (old) to the one of your choice (new).

 

Login Instructions

  1. Enter the e-mail address that was used to register/create the account in the User ID field
  2. Enter Password
  3. Click "Log In"
  4. Once logged in, enter your vendor number to start the application process.

 

Instructions to Re-set Password

 

To re-set a password, call the Florida Department of Transportation Contracts Administration Office at 850-414-4000 (Monday though Friday, 8 a.m. - 5:00 p.m. Eastern Time) or the Florida Department of Transportation Service Desk at 1-866-955-4357 (HELP) or e-mail FDOT.ServiceDesk@dot.state.fl.us.

 

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V.  Data Field Descriptions

 

Vendor Main Screen

 

Vendor Number

 

Enter the MyFloridaMarketPlace (MFMP) Vendor Number. If firm has not received a MFMP Vendor Number, the firm's FEID number should be entered. The "Create Application" should then be clicked to start the Application.

 

Vendor Tab

 

If FEID number used:

 

  • The Vendor Number field is for the MFMP Vendor Number when issued.

  • Vendor Name is mandatory and should be the same as MFMP registration.

 

If either FEID or MFMP Vendor Number used:

 

All fields are mandatory except Home/Bidding address lines 2 & 3. The "Corporate Information Fields" will come to the screen and are mandatory if applicant is a corporation.

 

For the "How many .....years under present business name?"

 

Enter the appropriate number.

 

For the ".....operated under any Previous Business Name"

 

A yes or no response is mandatory.

 

If response is "Yes," then at least one previous business name with beginning and ending years must be entered into the fields that appear on-screen.

 

Home Office Address

 

All fields are mandatory except the "Street" address lines 2 & 3.

 

Contact E-mail

 

This e-mail address will receive all information concerning the firm's prequalification except security information regarding the firm's Internet Subscriber Account.

 

Bid Solicitation Notice Subscription Link

 

Applicant may subscribe to the "Bid Solicitation Notices" delivered by e-mail by clicking the link provided and entering the requested information. There is no limit to the number of e-mail addresses a firm may subscribe.

 

Bidding Office Address

 

If "....same as Home Office Address," click box and the address fields will be populated. All fields are mandatory except the "Street" address lines 2 & 3.

 

Organization Type

 

Select type from the Dropdown Menu.

 

Date Incorporated; State Incorporated and Charter Number

 

If applicant is a corporation, boxes will appear on-screen and completion is mandatory.

 

For the "How many years experience.......had as a:"

 

Enter the appropriate number of years for each category.

 

Click the "Save" button when screen is complete.

 

Background Screen

 

A yes or no response is mandatory for all questions. A "Yes" response to a question will require additional information as requested. Click the "Save" button when screen is complete.

 

Construction Experience Screen

 

At least one name, accompanying information and resume is mandatory.

 

To remove an individual and accompanying information, click in box next to name and select "Remove Experience" button. If required, multiple boxes may be selected prior to clicking "Remove" button.

 

To add an individual click on the link "Add New......Experience" and enter information in next screen as required, and then attach Resume by clicking the "Browse" button and selecting file. A resume attachment is mandatory for each name that is added. The application will accommodate Word, Excel, Adobe PDF, TIF and JPEG files as attachments. Click the "Save" button when screen is complete.

 

To review or update information about an individual already shown on this screen, click on Name. If required, enter new data into the fields and attach a new resume and click the "Save" button.

 

Please note: For each annual application submittal resumes must be attached for all individuals.

 

Stakeholders Tab

 

At least one (Company or Individual) Stakeholder Name and accompanying information is mandatory.

 

To remove a stakeholder, click in box next to name and select "Remove Stakeholder" button. If required, multiple boxes may be selected prior to clicking "Remove" button.

 

To add a stakeholder, click on the link "Add New Stakeholder" and enter information in next screen as required commencing with selecting whether stakeholder is an individual or company by choosing appropriate button. When the process is complete, click the "Add" button.

 

To review or update information about an individual already listed as a stakeholder, click on name. If required, enter new data into the fields and click the "Save" button.

 

Please note: multiple title boxes may be selected for a stakeholder; selecting the stockholder box will require an applicant to identify the "Percentage Stakeholder Owns"; address lines 2 & 3 are not mandatory.

 

Affiliate Tab

 

The term "affiliate" shall mean business concerns, organizations, or individuals where, directly or indirectly, either one controls or has the power to control the other, or a third party controls or has the power to control both. Indicia of control include interlocking management or ownership, identity of interests among family members, shared facilities and equipment, common use of employees, or a business entity organized following the revocation, denial, or suspension, or proposed revocation, denial, or suspension of a contractor, which has the same or similar management, ownership, or principal employees as the contractor that was revoked, denied, or suspended or proposed for revocation, denial, or suspension.

 

An applicant must identify all entities meeting this definition in regard to the applicant.

 

To add an affiliate, click on the link "Add New Affiliate" and enter information in next screen as required. If an "Affiliate Name" is entered, all fields are mandatory except: Business Address line 2 & 3 and Fax Number.

 

To remove an affiliate and accompanying information, click in box next to name and select "Remove Affiliate" button. If required, multiple boxes may be selected prior to clicking "Remove" button.

 

Date Incorporated, State Incorporated and Charter Number boxes will appear on-screen if affiliate is a corporation; in that event completion is mandatory.

 

 

Click "Add" button when process is complete.

 

To review or update information about an entity already listed as an affiliate, click on name. If required - enter new data into the fields and click the "Save" button.

 

Work Classes Tab

 

Selecting at least one "Work Class Requested" box or entering a class in the "Other Specialty Work Class Requested" field is mandatory.

Please note: checking the box "Request same work classes as Previous Year" will populate the "Work Class Requested" column and the "Other Specialty Work Class Requested" text box with the same classes applicant had the previous year.

 

When providing additional documentation to support requested work class(es) click the "Browse" button and select file. This documentation must also be attached with each annual application.

 

When desired work classes have been requested, click the "Save" button.

 

Financial Tab

Notes Receivable Sub Tab

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

Clicking on the "Yes" or "No" button is mandatory. If "No" is chosen and all other fields are complete, click the "Save" button.

 

If "Yes" is chosen, the "Amount" and the "Who and Reason" fields are mandatory; after which, click the "Save" button.

 

Accounts Receivable Sub Tab

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

Clicking on the "Yes" or "No" buttons is mandatory.

 

If the "No" buttons are chosen and all other fields are complete, click the "Save" button.

 

If either or both "Yes" buttons are chosen, the "Amount" and the "Who and Reason" fields are mandatory; after which click the "Save" button.

 

Real Estate Sub Tab

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

Click "Save" button when process is complete.

 

Equipment Sub Tab

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

The mandatory list of equipment/depreciation schedule must be attached or mailed with the required financial statements each year.

 

If attaching the required document with the Financial Statements click the "Browse" button and select file. The application will accommodate Word, Excel, Adobe PDF, TIF or JPEG files as attachments.

 

If mailing the required document, enter the date mailed in the appropriate field.

 

Click "Save" button on "Financial/Equipment" screen when process is complete.

 

Accounts Payable Sub Tab

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

Click "Save" button when process is complete.

 

Financial Statement Sub Tab

 

All fields are mandatory on the screen.

 

The Balance Sheet/Fiscal Year End Dates must be the most recent ones.

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

Click "Save" button when process is complete.

 

Contracts Tab

 

Current Contracts Sub Tab

 

All fields with a "$" sign require either a dollar amount or the system default of $ 0.00.

 

The "Uncompleted Work as of date:" field is mandatory and cannot be a future date.

 

An attachment is mandatory (either the contracts file template or an Applicant file) with each annual application. To attach the required document, click the "Browse" button and select file. The application will accommodate Word, Excel, Adobe PDF, TIF or JPEG files as attachments.

 

Click "Save" button when process is complete.

 

Completed Contracts Sub Tab

 

An attachment is mandatory (either the previous contracts file template or an Applicant file) with each annual application.

 

To attach the required document click the "Browse" button and select file. The application will accommodate Word, Excel, Adobe PDF, TIF or JPEG files as attachments.

 

Click "Save" button when process is complete.

 

Manage Tab

 

Additional Documentation Screen Sub Tab

 

The "Audited or Reviewed Financial Statement date mailed" field is mandatory.

 

Attaching a Surety Letter is optional.

 

Attaching or mailing the Affidavit is mandatory with each annual application.

 

Attaching at least two Letters of Recommendation is mandatory for first-time applicants or applicants that have not submitted applications within two years.

 

Please note: "Mail Dates" cannot be in the future and the application will accommodate Word, Excel, Adobe PDF, TIF or JPEG files as attachments.

 

Click "Save" button when process is complete.

 

Submit Sub Tab

 

Clicking the "Verify" button and correcting any errors identified on-screen is mandatory prior to the application being submitted via the "Submit" button.

 

Attaching a copy of the Audited or CPA-Reviewed Financial Statements in PDF format is mandatory.

 

To print a copy of the Application, click the "Print" link.

 

Application Summary Sub Tab

 

This screen will display the following when available during process: Event Dates and applicable comments, Adjusted Current Ratio, Ability Score, Surety Multiplier, Ability Factor, Adjusted Net Worth, Calculated Maximum Bid Capacity, Applicable Information about Attachments and General Comments.

 

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VI.  Attachments to the Application

 

The application provides for documents to be attached as Word, Excel, Adobe PDF, TIF or JPG files on specific screens. These documents must be provided each year, unless otherwise indicated:

 

  • Audited financial statements (for applicants seeking to bid on contracts of $1,000,000 or more or CPA-reviewed financial statements (for applicants seeking to bid on contracts of less than $1,000,000 and for applicants seeking only the Emergency Debris Removal work class)

  • Affidavit (see Template on Additional Documentation Sub Tab)

  • Resumes of key staff (superintendent or above) showing construction experience for each class of work for which the applicant is requesting qualification

  • Depreciation schedule of (owned) equipment and/or letter from equipment rental company w/line item list of equipment rented to applicant

  • Letters of recommendation, at least two (2). (only required for first-time applicants or applicants not qualified within the last two years). The letters must contain specific information regarding the following:

 

  1. Specific projects, including project numbers and location
  2. Size of projects by dollar value
  3. Description of projects and classes of work performed with applicant's own employees and equipment
  4. Whether projects were timely completed
  5. Whether the applicant was cooperative and facilitated changes to projects when required
  6. Lists of contracts underway and contracts completed in the last three years. These lists should include the following: project number, project owner, project owner contact information, project location and major type of work and whether the applicant was a prime or subcontractor on the project. (See template on Current Contracts Sub Tab)
  7. Additional information required if applying for work classes Hot-In-Place Resurfacing, Landscaping, ITS, and/or Emergency Debris Removal (see "Additional Work Class Information" in the "Prequalification Information" section of the Contracts Administration Office home page)

 

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VII.  How to Request Additional Work Classes or Other Changes During a Prequalification Term

 

Prequalified firms can request additional work classes or update other information any time during the term of their prequalification by submitting an updated application along with supporting documentation, as per Rule Chapter 14-22, Florida Administrative Code.

 

For additional work classes, add individuals and their resumes detailing applicable experience via the Construction Experience Sub Tab, "Add New Construction Experience" screen. You may attach a file (see Section VI for accepted file formats) listing the projects where the firm performed work with its own forces and equipment on the Work Classes Tab.

 

Select the additional work classes requested. Click the "Save" button before leaving the screen and submit the application via the Verify/Submit process on the Manage Tab: application Summary Sub Tab.

 

To update other information in the application, input the updated information on the applicable screens (click the "Save" button before leaving the screen) and submit the application via the Verify/Submit process on the Manage Tab: Application Summary Sub Tab.

 

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VIII.  Monthly Certification of Work Underway

 

If someone other than the person submitting the annual application is submitting the Monthly Certification of Work Underway, see Section IV, Internet Subscriber Accounts (ISA) and follow the instructions for creating an ISA for the Work Underway Screen.

 

Instructions to Submit Certification of Work Underway

 

The Certification of Work Underway link is in the top right-hand corner on the Home Page

 

On the Certification of Work Underway Screen enter the Total Uncompleted Work Amount. This amount should include all work, whether the applicant is a prime or subcontractor. All work must be included regardless of who the contract is with or the location.

 

Complete the "Status of Contracts as of" date field. This date is mandatory and cannot be a future date.

 

Attach either the Status of Contracts on Hand Template or a file from the applicant's system in one of the following formats: Word, Excel, Adobe PDF, TIF or JPEG. If completing the template, enter the information as requested and save to your computer. When attaching the required document click the "Browse" button and select file.

 

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IX.  Non-USA Applicants/Stakeholders/Affiliates

 

When entering the address for all Non-USA firms, please select the "Blank" selection on the Drop-Down Menu for the "State" field.

 

The Vendor Registration Customer Service contact for vendors located outside of the United States is 866-352-3776 (Monday though Friday, 8 a.m. - 5:30 p.m. Eastern Time).

 

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X.  Feedback From the Contracts Administration Office/Application Status

 

Contact by the Contracts Administration Office to an applicant or an Approved Prequalified Contractor will be by telephone, e-mail or mail/express delivery. E-mails will be sent to the address identified during Internet Subscriber Account (ISA) registration. An optional alternate e-mail address can also be provided by the applicant at time of submittal. This alternate e-mail address will receive copies of all e-mails about prequalification except those regarding the firm's ISA.

 

Telephone contact will be made to the home office.

 

Correspondence may also be sent to the firm's home office.

 

Application submittal status can be viewed via the Manage Tab: Application Summary Sub Tab. The date additional information is received by the Contracts Administration Office will also be shown on this screen.

 

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XI.  Technical Support or Prequalification Questions

 

Technical Support

 

Call the Florida Department of Transportation Service Desk at 1-866-955-4357 (HELP) or e-mail FDOT.ServiceDesk@dot.state.fl.us.

 

Prequalification Questions

 

Call the Florida Department of Transportation Contracts Administration Office at 850-414-4000 or e-mail Contracts.Admin@dot.state.fl.us.

 

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XXII.  Electronic Application Availability

 

The system is available:

 

Monday - Friday: 6 a.m. - 9 p.m. EST*

 

Saturday: 6 a.m. - 7 p.m. EST*

 

*Any Internet Subscriber Account requests received after 4 p.m. Monday through Friday (or any time Saturday) will not be handled until the following business day.

 

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