Kansas Department of Administration

Contractor Pre-Qualification - Frequently Asked Questions

Who needs to apply?

Any company that will bid as a prime contractor should submit a Contractor Pre-qualification Application.  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.

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

I am pre-qualified to work for the Kansas Department of Transportation (KDOT); does that make me pre-qualified for building construction?

No.  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, please include your approval letter from KDOT. 

How often do I apply?

Once you apply, you will be on the list permanently, unless your evaluated services place you on probationary or disbarment status.  If you should be disbarred, you will have to start the approval process again.

If one of the following change, you will have to reapply with a complete new application.

     Company Name
     Federal Employee Identification Number (FEIN)
     Mailing Address
     Shipping Address

How do I apply?

The Contractor Pre-qualification Application form (DCC 840) must be filled out electronically.  Please fill out completely and e-mail to contractor.prequalification@ks.gov.  All information shall be provided on the form, no other attachments should be sent.

What is the most frequent mistake in completing the Application?

Not including the information about current and past projects and information about personnel. (See page two of the application form)

How long will it take to get pre-qualified after a contractor sends an Application?

A contractor should allow 1 to 2 weeks for the processing of their submissions.  Once the application is logged-in, it is reviewed and evaluations on file for your company are analyzed.  If information is missing from your application or if we determine we need additional information, you will be notified in writing via e-mail to supply the missing information.  After all information is received, your status is determined and you will be notified in writing via e-mail of your status.

How do I get a list of pre-qualified contractors?

An official list can be obtained by e-mailing your request to contractor.prequalification@ks.gov.

How does this work with the bidding process?

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, the bid will be returned to the bidder unopened.  If a non pre-qualified contractor submits a bid and that bid is inadvertently opened, it will be resealed and returned to the bidder.  If there is some confusion to the bidder's 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.

What is the process if I submit an application and it is not processed and approved prior to a bid date? Can I submit a bid?

No.  The Contractor Pre-Qualification Application form has a space where the applicant may list the project, including the bid date, that they are interested in bidding.  If the application is submitted at least two (2) weeks prior to the bid date and if the applicant identifies his desire to bid on a particular project, OFPM will make every attempt to approve the applicant prior to the bid date of the project listed.

What determines if a contractor gets qualified?

After a contractor submits an application, additional references if requested, and any additional information requested, these items are reviewed along with evaluations completed for state projects (if any) on file at OFPM for the past three years to determine a contractor’s qualification status.  If a contractor is in good standing, the application will be approved.

Who completes contractor evaluations?

Any or all of the following persons evaluates contractors at the end of each construction project: architect/engineer, agency representative, OFPM project manager and OFPM inspectors.  Only those persons having direct knowledge of the work shall complete these evaluations.  A copy of the contractor evaluation form used by the Office of Facilities and Procurement Management can be found on our Forms and Documents page Form 610.

How are evaluations processed?

Questions on the evaluation can be scored using 1 to 4, with 4 being the best, in half point increments.  Each question on the evaluation is ranked by priority.  Each priority is associated with a multiplier that is applied to the score given.  The resultant numbers for all questions that have been answered are added together and divided by the number of questions answered.  The resultant number is the average score for the evaluation.  The minimum score for approval is 2.82, the highest score possible after the multipliers are applied is 5.65.

Is there any way to avoid probation if my score falls below the minimum level?

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).

Deputy Director
Design, Construction & Compliance
Office of Facilities & Procurement Management
700 Harrison, Suite 1200
Topeka, Kansas 66603

The Deputy Director of Design, Construction & Compliance reviews the available information and within 30 days of his receipt of the request, holds a meeting with the contractor, if he deems it necessary.  Additional procedures for the hearing will be conveyed once a hearing date is determined.

Why is the State of Kansas pre-qualifying contractors?

The state is pre-qualifying Contractors to improve the quality of construction for State of Kansas projects.  The process is also used to provide feedback to the contractor defining areas of weakness allowing the contractor to perform better on subsequent projects.

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, Department of Administration legal counsel and the Division of Facilities Management.

The taskforce contacted Legislative Research to determine if there was an existing statute that would allow the Division of Facilities Management to pre-qualify bidders.  It was determined that K.S.A, 75-3741 had the language to define "responsible bidder".

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.  At that time, the current process was established. 

OFPM made recommendations and the taskforce reviewed and approved the process prior to implementation.  Minor changes have been made throughout the years to refine the program.

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