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CUPCCAA Prequalification (Video)
Video Transcript:
Welcome to the PlanetBids Business Certification, CUPCAA and or Pre-Qualification training.
The process starts within the vendor's profile, either during initial registration or when they return to their profile.
Here I'm returning to my profile.
If I am registering for the first time, once I complete the vendor details, I will be taken to this page.
From here, I can click on Prequalification.
I will then answer yes or no to the qualification question.
The information below the question is configurable by the agency.
And here you can see we've configured this one to do both CUPCA and Public Works Prequal for projects over $200 ,000.
My prequalification status.
I can now see the status of my application.
Types of prequal.
If you are only doing CUPCA or only doing one level of prequal, they will not be able to change the dropdown.
However, you can configure the application to do multiple types of forms.
Here, we're asking just for CUPCA certification, which case will confirm that the vendor has completed their CSLB and any other information you might want to turn on, such as business information or even confirmation of did they register with a California Department of Industrial Relations.
If I fill out the larger form, then the form adjusts and each one of these sections is configurable by the agency.
They all do not have to be turned on, but I will go through the application and complete anything with a mandatory red asterisk for both owners, key staff, references, the agency can configure their own messaging, and we can put in the number of mandatory entries that must be done before they can submit.
We also have banking information, bonding information, EMR, and general questionnaires.
Depending on how I answer a question, the form might either expand In which case, I have to put in an explanation field.
There may also be a disclaimer letting them know that their answer automatically disqualifies them.
If that occurs, they will have a chance to either discontinue the application or continue to get a formal rejection from you or possibly a pass.
Once they fill out all of the information on the form, depending on the application, They may have a series of safety questions, as well as attachments.
The information listed on the attachments area is configurable by the agency, and then they must complete the fields with the red asterisk.
At the bottom, they will put in the certified message.
Here I'm going to go ahead and apply for the lower level, CUPCA.
If I'm filling out the larger one, I can save my information as a draft and come back and complete the application.
Once I hit submit, whether I'm doing CUPCA or a larger level application, if I return to it, my application will now say, if I return to it, my application will now say submitted.
If we jump over to the agency side of the system, the applications are going to be residing in business certification.
These are all the vendors who have applied for certification.
And I can come up here and search for the type of qualification if I'm doing multiple types.
Here San Mateo is also doing bench certification.
Within pre-qualification they're doing a high level MCUP guide.
From here I can go ahead and search by status, maybe just the ones that have been submitted, and all of those will appear.
Once I find the application I wish to open I will see company's name, email, type of application for prequel that they're applying for, so CUPCA or the higher level, what the current status is, and their original effective and expiration date if they have prepped, and their original effective and expiration date if they have previously applied and were approved. Once I click on it to open, I will see their information.
The first half is everything from the main vendor registration profile, you'll be able to go in and see all of their information including any other classifications they might hold and you will be able to verify their information including the DIR.
If they fail to give you the DIR but you know that they are registered by clicking on verify and doing a search of the DIR website, you can go into vendor management, find that vendor's profile and do an edit there on the classification section.
You can also verify their licensing if you're requiring licensing and we'll take you out to the appropriate site as well.
From there again if you need to edit the contractor license information section you can do that in the vendor's profile in vendor management.
General information of how they filled it out including all their category codes.
From here, if you are using Business Certification for multiple types, you will see different tabs.
We'll go to Prequalification, and there you'll see what they are applying for.
With CUPCA, you're not going to see anything further.
You'll just click Edit, and then you'll be able to make the changes.
So if you found that they did not give you the DIR, for example, if you're in California, you can mark them deficient, and then your list of deficiency reasons will come in.
Then you can come in and select.
You can also select Other and create your own custom reason.
The list of default deficiency reasons is managed in admin for business certification.
Once you hit submit, that vendor will get notifications that they are deficient.
As I go in here and update my profile, you can see I'm now deficient and the reason why.
And I can make the necessary adjustments and hit Submit again. You can see my status is back to Submitted.
If I wish to approve the application or deny it, once I hit Edit, if I hit Approved or Denied, it will give me a date, default date, and a reason why, or I can go straight to Approve, and again it's default approval.
Your agency might also ask for the amount approved, you will enter in that value.
This value can appear in their approval letter.
The approval comment can also be configured to approve in the comment in the approval letter.
You can adjust both valid from and valid to date.
Once you save that as approved or denied when the vendor returns to their application, one they will be receiving an email notice letting them know that status has been updated, but now I can also see my status.
I can reapply at any time and I can select letter to retrieve my letter.
If in admin you have set the early expiration notice, it will let the vendors know prior to expiration and on the day of expiration that it's time for them to apply.
Their approval will follow throughout the entire system so if I go into vendor management and I go to vendor types I can then come through and sort and search for the internal classification for prequel.
Once I hit search it'll show me all the vendors that have been pre-qualified.
If I go to management, it will also follow me there.
When creating a bid, after I've selected categories, I can then come into vendor types and select the prequal.
And notice now my number of vendors to be notified has greatly reduced.
It's only those vendors that have been pre-qualified.
I can also do it by invitation only to my pre-qualified list or if I scroll down to the bottom I can still do a public bid but restrict the participation to those who have been qualified.
This will allow anybody to look and participate in the bid but they will not be able to submit an electronic offer or if you set it to downloads to download private documents until they've been pre-qualified.
Let's at how it tracks it throughout the bid.
So here if we go into this project on the perspective bidders list we can see who has been pre-qualified and who has not.
On bid results we can also see who's been pre-qualified and who has not.
And if we go to reports under project participation we will also be able to track the pre-qualified vendors. There we can see the pre-qualified column.
And we can sort by it.
And that concludes our training for business certification.
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