PreQual is an add-on for vetting subs from the documents they send rather than a questionnaire. It adds a three-year safety history, a scorecard per sub, side-by-side comparison, bonding letters read for you, re-qualification on a schedule and Export for Bids. Everything here is read from the sub's documents, never checked with the carrier, rating bureau, surety or OSHA.
Without the add-on these show with a lock; clicking one shows what it does and how to get it.
Three years of safety history
When it asks for an OSHA 300A, the upload link asks for the two earlier years' as well as the newest, one box per year. A sub too small to keep a log one year can say so instead. On the Documents tab each year gets its own line, and the 3-yr TRIR and 3-yr DART are worked out from the cases and hours added up over the years on file, never an average of the yearly rates. A missing year shows as a gap, and the rate says how many years it counts.
Beside them is the national average for the sub's trade, from the Bureau of Labor Statistics, matched by the NAICS code read off the 300A. Above it is flagged, as a comparison, never a grade. No NAICS code, no average: the panel says so, and you can enter the code yourself under Correct the figures on the 300A's card. EMR letters are listed in date order, so you can see whether the rate is rising or falling. How EMR letters and OSHA 300As are read covers the figures themselves.
The scorecard
Click Scorecard on the Prequalification tab of a sub's page. It gathers what's on file into five sections:
- License — each license's standing on the state board, class and expiry.
- Insurance — each coverage line's limit against the minimums in Settings → Compliance.
- Safety — the EMR and its trend, the 3-year TRIR and DART against your maximums and the trade average.
- Company — years in business, employees, trades and service area.
- Bonding — the newest bonding letter's limits against your minimum.
Each row shows the figure, your limit and one of Meets, Review (with the reason), Not on file or N/A (you haven't set a limit). There is no overall score: the rows are there for you to weigh. A figure someone on your team corrected by hand is marked with an asterisk. Below the rows is the decision and any conditions.
Download PDF gives the same page for a bid file, an owner or a lender. It says the figures were read from documents and not verified.
Compare subs side by side
On the Prospects screen or Export for Bids, tick two to five subs and click Compare. Their scorecards line up row by row, with a blank where a sub has nothing for a row, and download as one PDF. If the subs don't share a trade, the page says so and groups the columns by trade rather than refusing.
Bonding letters
Upload a Bonding Letter (Surety) on the Documents tab, or ask for one on the upload link by requiring it in Settings → Compliance → Required documents. The surety, the single-project and aggregate limits, the letter's date and the company it names are read off it, and you can correct any of them on its card. With no expiry date on the document, it's taken as current for a year from the letter's date.
Set Minimum single-project bonding under Safety thresholds in the same settings. The scorecard shows Review when the limit is below it, the letter is out of date, or the letter names a different company. A bonding letter is the only financial document read: financial statements are stored, not analysed.
Your own questionnaire
Send subs the prequalification questionnaire you already use. On the Prospects screen, the Your prequal questionnaire card takes your form (Word or PDF) with Upload and ask prospects, or Use TrackMyVendor's if you don't have one. From then on each prospect's upload link shows three steps: download the form, fill it in and sign it, upload it. You read their answers on the document they send back; nothing is turned into a form here.
It's asked of prospects only, and of contractors you prequalify from your list, so nobody already on your list starts owing it. To change that, or to stop asking, use Settings → Compliance → Required documents, where any required document can be set to Prospects only. If your required documents are switched off and other documents are on the list, the card says so rather than switching them all on.
Qualified limits
When you approve a sub, with or without conditions, the Prequalification tab asks what you're qualifying them for: Up to, a job (the largest single job) and At once (all their work with you at the same time). Both are optional. If a bonding letter has been read, they're filled in from its single-project and aggregate limits; change them to your own figures if you set them differently. Type two million as 2,000,000, 2000000 or 2m; a dollar sign is fine too.
The Prequalification tab, the scorecard, its PDF and the compare view then say what you qualified them for: Qualified up to the figure a job, and at once if you set it. To change them later, without deciding again, use Change qualified limits on the tab. Declining clears them.
Export for Bids uses the single-job figure (below). The at-once figure is there for your reference only: TrackMyVendor doesn't know how much work a sub already has with you, so it never filters on it.
Re-qualify approved subs
In Settings → Compliance → Required documents, set Re-qualification to every 12 or every 24 months. It's off until you choose. Before you save, the form says how many approved subs are already past their anniversary: they're all asked the next morning.
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Who falls due
A sub you approved, with or without conditions — on your contractors list or still prequalified — falls due on the anniversary of that decision. They fall due sooner if their newest 300A is for an earlier year than the latest one, or their EMR letter has expired. Contractors who were never approved aren't re-qualified on the schedule; prequalify them yourself (below).
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What they're sent
Each one is emailed a re-qualification request once, the morning they fall due, through their secure link. It lists anything they owe and a current copy of each safety document that's out of date, with a respond-by date two weeks out. They get one reminder if nothing arrives in three days. A sub emailed in the last two days is asked a day or two later instead; one with automatic emails turned off, or no email address, isn't emailed, so chase them yourself.
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Where you see them
Due subs are listed under Re-qualify on the Prospects screen, with why they're due and when they were asked. They don't count in Needs you. Their page shows Re-qualification due since on the Prequalification tab.
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Decide again
On the Prequalification tab, choose Re-approve, Approve with conditions or Decline. Any of them closes the re-qualification, and the next one counts from that day. Declining doesn't deactivate them: they stay active until you archive them from Edit Details, and they aren't re-qualified again.
Turning re-qualification off clears every open one, except the contractors you asked to prequalify yourself (below).
Prequalify contractors already on your list
Subs you were using before PreQual were never approved here, so nothing re-qualifies them. To vet them, open a contractor's page and click Prequalify on the Prequalification tab, or prequalify several at once from Prospects → Prequalify your contractors: tick the ones you want and send.
Each one is sent a request for anything they still owe, including out-of-date safety documents, with a respond-by date two weeks out. If they already have everything you ask for on file, nothing is sent and you decide from what's there. Anyone emailed in the last two days is asked on a later morning. They're listed under Re-qualify on the Prospects screen, marked Prequalification requested, whether or not you re-qualify on a schedule.
Decide on their page as you would for a prospect: approve (with qualified limits if you like), approve with conditions, or decline. They stay on your contractors list whatever you decide; to stop using someone, archive them from Edit Details. Once approved, the re-qualification schedule covers them like anyone else.
Export for Bids
Export for Bids is the toolbar on the Prequalified list (Prospects → Prequalified, or Export for Bids at the top of the Prospects screen). It picks the subs to invite to a bid. It doesn't send invitations or collect bids: it gives you the list to take into the tool you bid in.
Who chooses the pool: Prequalified (approved, not on your contractors list), Your contractors, or Both — usually what you want, the subs you're vetting for this job and the ones you already use. Then filter by Trade (from the list below) and Service area (any part of what's on file, ignoring capitals), Status (approved, with or without conditions, by default; or everyone on your contractors list, including those who never went through prequalification here), Job size and Meets my limits.
Trades come from a fixed list: construction trades by CSI division (Concrete 03, Plumbing 22, Electrical 26 and so on) and property services such as janitorial and landscaping. Tick them under Trades on a contractor's Edit Details; a prospect, or a contractor you're prequalifying, ticks their own on their upload page. Anything the list doesn't name goes in Other trades or details. A sub who has no trade ticked still matches when what was typed names the trade, so older records aren't lost.
Job size leaves out anyone qualified below it for a single job. Subs with no limit set stay on the list, marked No limit set in the Qualified for column, so you can decide; tick Meets my limits to leave them out too.
Meets my limits is strict: it keeps a sub only when no row of their scorecard is Review or Not on file. Without it, each sub's Scorecard column says how many rows to review or not on file (on lists of up to 100 subs).
Copy emails puts the listed addresses on your clipboard, separated by commas, to paste into your bidding tool; subs with no email are flagged. Download CSV gives the same list with each sub's name, trades, service area, status, single-job and aggregate limits, contact, email and phone.
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