Qualifications for a contractor can become confusing when multiple people are handling this in your business. Here are some tips and making the process easier.

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Centralize & Streamline
Save Time Later By Taking The Time Now
Keep Track of Qualifications You’ve
Completed
Create a Qualification Reference Document
Set Standards for Completing Forms

3. 
All qualification forms should be handled by
one person. This allows for consistent
information, and making sure all forms from
year to year are not lost or ignored between
multiple people.

4. 
Taking the time to set up qualification info now
will save time in the future:
◦ Gather all the printed materials you typically need and
make a copy of each item, so you can keep everything
on hand in one folder or binder.
◦ Scan and save everything that’s a static form/certificate
(signed W-9s, OSHA logs, Safety Manuals, Insurance
Certifcates, etc.).
◦ Locate and copy any other electronic files you might
need (project lists, reference lists, organizational charts,
etc.*)
◦ Create an online folder for all of your qualification
documentation, organized by type of information
(safety, financial, projects, etc., or whatever makes sense
for your team).

5. 
Keeping track of all forms is essential, as
many customers will request updates.
◦ Set up an electronic file for all the qualification
forms you receive/complete.
◦ Organize your completed forms by customer, or by
year, or whatever makes sense for your business.
◦ Keep the original (blank) questionnaire AND a pdf
of the completed form.

6. 
Create a spreadsheet to receive information
you will always need, include the following:
Company address(es), Key Personnel, Subsidiaries
Tax ID #, Dun & Bradstreet Rating, NAICS code
OSHA TRIR for last 3-5 years, EMR last 3-5 years
Bonding information - contact, basic info
Insurance Information - contact, basic coverage
info
◦ Financial info - banking contact(s), basic data
◦ Trade and customer references
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7. 
Make it clear cut what is required when
completing qualification forms, including:
◦ Contact information - who is the contact for
qualification info, sales/bid requests, safety, etc.?
◦ Locations - will you complete forms on a perlocation basis or use a single location, such as your
corporate headquarters, for all qualification forms?
◦ Financial info - what information/figures will the
company release, contract terms, etc.?
◦ Versions of manuals and other documents to be
used.