Pre-Qualification Program

Overview

MnDOT maintains the Pre-qualification Program in order to be able to procure Professional/Technical services from consultants that have been determined to be qualified. When a specific contract need arises, MnDOT uses the Pre-qualification Program to select consultants to perform work according to the contract dollar value parameters listed below.

For specific projects, MnDOT requires consultants to be pre-qualified. For work not covered under any pre-qualification work type, consultants may utilize subconsultants at their discretion with approval from MnDOT. Pre-qualification is not a guarantee of work. MnDOT is not obligated to award a contract or complete a project under this program.

MnDOT Consultant Services manages and maintains the Pre-qualification Program and ensures that it is in accordance with Minnesota statutes and MnDOT policies. Here's how MnDOT uses the Pre-qualification Program to select consultants:

< $100K Direct Selection

For P/T Contracts that are less than $100,000, MnDOT may directly select a pre-qualified consultant. MnDOT utilizes a procedure for direct selection that documents the process, verifies proper work type selection, and receives MnDOT leadership selection approval. In the direct select process, MnDOT may consider, but is not limited to, the following factors: workload with MnDOT; geographic location; project familiarity/association; special expertise; and multiple pre-qualification work type qualification requirements. There is no cost involved in selection. Cost is negotiated with the selected consultant. Contracts utilizing this process do not have a competitive selection component.

$100K to $800 Letter of Interest Selection

P/T Contracts that are between $100,001 and $800,000 are advertised requesting interested pre-qualified consultants respond with a Letter of Interest. MnDOT selects a consultant based on the LOI. There is no cost involved in selection. Cost is negotiated with the selected consultant.

Over $800K Two Part Selection

P/T Contracts that are over $800,001 are advertised requesting interested pre-qualified consultants respond with a LOI. MnDOT then short lists three to five responders for final consideration. Once the short listing is complete, MnDOT issues a Request for Proposal (RFP) to short listed consultants. The short listed consultants submit a technical proposal including cost. MnDOT selects a consultant utilizing a best value selection procedure (qualifications and cost).

Application/Renewal Process

MnDOT has started to request renewals for the Pre-Pualification Program. Renewals are being requested by work type. Firms will be contacted by MnDOT, via an e-mail, initiating the renewal process. If you receive this e-mail, you should only complete a renewal for that particular work type. Each work type details the work type definition and then the submittal requirements. If you wish to become pre-qualified for a work type, carefully review the work type definition and the submittal requirements to make sure that you qualify.

There are three main components to the MnDOT Pre-Qualification application/renewal process:

1. Cover Letter
2. Administrative Requirements
3. Work Type Requirements

Cover Letter

Create a cover letter that will accompany your submittal package. The cover letter must contain the following information:

• Name of consultant firm
• Key consultant contact name and email for submittal
• List of work types (number, name and level if applicable) for which pre-qualification is sought with this submittal package
• Addressed to:

Kelly Arneson, Pre-Qualification Administrator
MnDOT Pre-Qualification Program
395 John Ireland Boulevard, Mail Stop 680
St. Paul, Minnesota 55155-1800

Administrative Requirements

There are two main components to the administrative requirements:

• Administrative Application (Word 160 KB)
• Pre-Award Audit Information Package (PDF 71 KB) - Note: The Pre-Award Audit is not required for work types 8.4 (Title Services) and 8.5 (R/W Appraisals)

Once completed, each must be saved and submitted on a CD or flash drive in appropriate formats as indicated. The CD or flash drive must be labeled: “Administrative Requirements”.

Administrative Application

Complete this application in Word format and save the file labeled “Administrative Application” to a CD or flash drive. Please note that Section 6 of the application explains that most MnDOT contracts incorporate the General Terms. You should be aware of these contract terms and follow the instructions in the application form if you are unable to meet any of the terms (specifically the insurance requirements). Stating your firm’s exceptions to those requirements is no guarantee that your exceptions will be agreed to as the needs of each Contract are unique. Please make sure to address every section of the application form.

Pre-Award Audit Information Package

Complete the Pre-Award Audit Information Package. The information is needed by MnDOT’s Office of Audit to perform a pre-award audit evaluation. Please note that the Pre-Award Audit Information Package does not need to be completed each time that your firm applies for a work type. If your firm has submitted the Pre-Award Audit Information Package in the last 12 months and it has been approved, you do not need to resubmit with every additional work type. Please note in your cover letter that you have previously submitted the Pre-Award Audit Package. The package should be scanned, saved in PDF format and labeled “Pre-Award Audit Package” on the same CD or flash drive as the Administrative Application. Questions regarding the Pre-Award Audit Information Package may be directed to Bruce Kalland, MnDOT Audit, at bruce.kalland@state.mn.us.

Work Type Requirements

Each work type details the work type definition and then the submittal requirements. Complete the submittal requirements as detailed in each work type. The work type requirements must be saved in the specified format on a CD or flash drive. There must be only one work type per CD or flash drive. You must submit five copies of each work type CD or flash drive. Send Cover Letter, Administrative Requirements, and Work Type Requirements in one package to:

Kelly Arneson, Pre-Qualification Administrator
MnDOT Pre-Qualification Program
395 John Ireland Boulevard, Mail Stop 680
St. Paul, Minnesota 55155-1800

Instructions and Checklist for Submittal Package

Application Evaluation

Pre-qualification for each work type will be on a pass/fail basis. An applicant must satisfy both the Administrative Requirements and the requirements of the Work Type Definition and Submittal Requirements to be pre-qualified. The MnDOT Pre-Qualification Administrator will determine if the administrative portion of the submittal satisfies the requirements of Pre-Qualification Program. The MnDOT work type selection committee will determine if the submitted pre-qualification application fulfills the requirements of the Work Type Definition and Submittal Requirements.

Disposition of Responses

All materials submitted in this pre-qualification application will become property of the state and will become public record after the evaluation process is completed and the pre-qualification determination made. If the Consultant submits information in this Pre-Qualification Application that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minn. Stat. § 13.37, the Consultant must:

Clearly mark all trade secret materials in its response at the time the response is submitted; include a statement with its response justifying the trade secret designation for each item; and defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments or damages awarded against the State in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives the State’s award of a contract. In submitting a pre-qualification application, the Responder agrees that this indemnification survives as long as the trade secret materials are in possession of the State.

The State is required to keep all the basic documents related to its contracts, including pre-qualification applications for a minimum of seven years.