Is an electronic signature valid?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted, provided intent, consent, attribution, and reliable record retention are present.

When is notarization required?

Notarization is required only when the procuring party specifies it or state law requires it for particular instruments; verify the solicitation for notarization and witness requirements before submitting.

What causes most rejections?

Common causes include expired insurance certificates, incorrect legal names or TINs, missing signatures, and incomplete financial attachments; address each checklist item before submission to avoid delays.

How to correct submitted errors?

If the reviewer allows corrections, submit a complete revised form with change log and newly dated signature; if not, provide requested supplemental documents and a signed statement explaining amendments.

Are additional security measures required?

For sensitive data or higher-risk contracts, stronger signer authentication (SMS code, knowledge-based verification, or multi-factor) and encrypted storage are recommended to meet procurement security standards.

How long before requalification is needed?

Requalification intervals vary; annual requalification is common. Insurers and owners may require earlier updates after material changes such as ownership, financial distress, or major claims.

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WS Prequalification Application Form

WS Prequalification Application Form

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Supplemental Questionnaire

Pre-Contract Administration
Department of Transportation
310 Maple Park Avenue SE
PO BOX 47360
Olympia, WA 98504-7360
360-705-7837 / Fax 360-705-6966
Internet: prequal@wsdot.wa.gov

Supplemental to Standard Questionnaire and Financial Statement (DOT 420-010, Revised 8/2004)

Please type all information

Firm Name and Address as Currently Prequalified

Federal ID Number

Make any necessary changes in Firm Name, Street or Mailing Address in the space provided below.

Telephone

Facsimile

E-Mail

Supplemental Questionnaire (DOT Form 420-011, Revised 8/2004)

A bidder who has a Standard Questionnaire and Financial Statement (DOT Form 420-010) on file with the Department of Transportation will be required to renew prequalification annually by filing any amendatory information through the submission of a Supplemental Questionnaire.

WAC 468-16-090 specifies that for a firm showing a net worth in excess of one hundred thousand dollars ($100,000), the applicant must provide, with the questionnaire, a copy of its financial statement as audited or reviewed for its last fiscal year, prepared in accordance with the standards of the American Institute of Certified Public Accountants.

Period Prequalification

The information contained in the Supplemental Questionnaire is used to renew the basic rating on an annual basis and the firm will be so notified annually as to their bidding status for the ensuing year.

1. Have there been any additions or reductions in the staff of your supervisory personnel?

Yes No

If Yes, complete the following:

Additional Supervisory Personnel Employed

Individual's Name	Present Position or Office	Years of Construction Experience	Magnitude and Type of Work	In What Capacity

2. Have there been any significant additions or deletions to the equipment listed?

Yes No

If Yes, complete the following:

Equipment Additions

Quantity	Description and Capacity of Items	Date of Manufacture	Applicant's Purchase Price	Book Value

Equipment Deletions

Quantity	Description and Capacity of Items	Date of Manufacture	Applicant's Purchase Price	Book Value

Fiscal Information

3. End of Applicant’s Fiscal Year (Month, Day)

4. Date of Year End Financial Statement (Month, Day, Year)

As of the above date, the firm’s total assets, liabilities, and net worth are as follows:

Total Tangible Assets

Total Liabilities

Net Worth

5. Additional Financial Resource(s)

6. Is the Prequalification issued to you satisfactory as it pertains to Classes of Work? Yes No

If No, list below the additional class or classes of work for which you feel you are equipped and qualified to perform.

Corporation

When Incorporated

In What State?

President’s Name

Vice President’s Name

Secretary’s Name

Treasurer’s Name

If Out-of-State Corporation, have you complied with Washington’s Corporation Laws? Yes No

Co-Partnership or Joint Venture

Date of Organization

State whether General, Limited, or Association

State whether there is any limitation on duration of Co-Partnership or Joint Venture?

Authorized Signatures

List the name and title of those individuals in your organization who are authorized to execute proposals, contracts, bonds, and other documents and/or instruments on behalf of the organization. Specify if more than one signature is required.

Name (Typed)	Signature	Title

Non-Collusion

1. Has your firm ever been indicted, pled guilty, pled nolo contendere, or been convicted of any offense that has resulted in your firm being barred from bidding or performing work for any State, Local, or Federal Government? Yes No

2. Has any officer, employee, or other member of your firm ever been indicted, pled guilty, pled nolo contendere, or been convicted of any illegal restraints of trade, including collusive bidding? Yes No

3. Has your firm or any officer, employee, or member of your firm ever been debarred for violation of various Public Contract Acts incorporating Labor Standards Provision? Yes No

4. Is your firm under the protection of the bankruptcy court, have pending any petition in bankruptcy court, or have you made an assignment for the benefit of creditors? Yes No

If Yes, attach separate sheet(s) to this form giving details involved.

Execution of the Affidavit

Type of Organization

State of

County of

The undersigned, being duly sworn, deposes and says that the foregoing is a true statement of facts concerning the individual, corporation, co-partnership, or joint venture herein named...

Name of Firm (As registered with Washington State Department of Licensing):

Authorized Signature

Sworn to before me this day of ,

Corporate Seal

Notary Public

Notary Seal

A. Place on the Small Works Rosters for the work class(es) as indicated on the attached Prequalification Work Classes sheet.

B. Indicate each County the firm is interested in bidding for work. Mark all counties you are requesting consideration below.

Small Works Roster Supplemental for Contractors Interested in Being Placed on a Small Works Roster

A. Place on the Small Works Rosters for the work class(es) as indicated on the attached Prequalification Work Classes sheet.

B. Indicate each County the firm is interested in bidding for work. Mark all counties you are requesting consideration below.

Authorized Signature

Please consider carefully where you are willing to work since you will be considered only for locations that you check.

A contractor may be denied placement on or, after such placement, may be removed from a Small Works Roster if the contractor fails to respond to five solicitations for bids on jobs offered through the Small Works Roster.

01 Adams 02 Asotin 03 Benton 04 Chelan 05 Clallam 06 Clark 07 Columbia 08 Cowlitz 09 Douglas 10 Ferry 11 Franklin 12 Garfield 13 Grant 14 Grays Harbor 15 Island 16 Jefferson 17 King 18 Kitsap 19 Kittitas 20 Klickitat 21 Lewis 22 Lincoln 23 Mason 24 Okanogan 25 Pacific 26 Pend Oreille 27 Pierce 28 San Juan 29 Skagit 30 Skamania 31 Snohomish 32 Spokane 33 Stevens 34 Thurston 35 Wahkiakum 36 Walla Walla 37 Whatcom 38 Whitman 39 Yakima

What the WS Prequalification Application Form Is

The WS Prequalification Application Form is a standardized vendor or contractor intake document used to evaluate an applicant’s financial capacity, insurance and bonding, licensing, safety history, and project experience before awarding contracts or permitting bids. Organizations use the form to screen suppliers, confirm regulatory compliance, and reduce procurement risk by collecting consistent data from firms of varying sizes. The form typically requests company identification, tax identification, references, key personnel, evidence of insurance and bonds, and recent safety or claim history. It is commonly used in public and private sector construction, facilities, and procurement workflows.

Why a Structured Prequalification Form Matters

A clear WS Prequalification Application Form creates consistent criteria for vendor selection, shortens evaluation cycles, reduces downstream contract disputes, and helps verify insurance, licensing, and financial capacity before awarding work.

Who Typically Completes and Reviews This Form

The form is completed by the supplier or subcontractor and reviewed by procurement, contracting, or project teams.

General contractors and prime contractors who pre-screen subcontractors for projects and submittal packages.
Subcontractors, vendors, and suppliers who supply business, staffing, or trade services to a project owner.
Owners, procurement officers, and public-agency contracting staffs responsible for vendor selection and compliance checks.

Using defined reviewers and a single submission channel reduces duplicate requests and speeds the qualification decision.

Who Can Sign and Submit

Authorized Officer

A company officer (CEO, CFO, or equivalent) authorized to bind the business should sign when financial statements or corporate guarantees are provided; the signer’s title and authority should be stated on the form to avoid later disputes.

Designated Agent

A named representative (procurement manager or legal counsel) may complete and submit the form when they hold written signing authority; include evidence of delegation to ensure acceptance by the reviewer.

Security and Compliance Data Points to Capture

Encryption: TLS 1.2/1.3; AES-256

Regulatory Certs: SOC 2 Type II; ISO 27001

Privacy Laws: GDPR; CCPA compliance

Health Data: HIPAA-compliant (BAA required)

Audit Trail: Timestamped signing history

Accessibility: WCAG 2.0 Level AA

Risks of an Incorrect or Incomplete Form

Bid Disqualification: Immediate rejection

Contractual Liability: Unexpected exposure

Insurance Gaps: Coverage denial risk

Payment Delays: Processing hold-ups

Regulatory Noncompliance: Possible fines

Reputation Damage: Vendor credibility loss

Common Preparation Errors to Avoid

Submitting mismatched legal names or TINs that trigger verification failures and delay qualification.
Omitting current insurance certificates or listing expired policies, which often causes automatic disqualification.
Providing incomplete financials or uncleared redactions that prevent accurate capacity assessment.
Failing to include authorized signer documentation or power-of-attorney where required by the procuring party.

Step-by-Step: Completing the WS Prequalification Application Form

Follow the sequence below to ensure the form is complete and review-ready before submission.

01

Gather documents: Collect license, insurance certificate, bond, and financials first.
02

Complete fields: Enter legal name, FEIN, address, and primary contact.
03

Attach proof: Upload insurance declarations and bonding letter as PDFs.
04

Authorize signature: Signer confirms authority and applies signature with date.

Typical Submission and Review Workflow

A common workflow moves the application from vendor submission to staged internal review and final qualification decision.

Submit application: Vendor uploads completed form and supporting documents.
Initial validation: Admin confirms required attachments and field completion.
Risk review: Insurance, bonding, and financials are reviewed by procurement or risk.
Qualification outcome: Approved, conditional, or denied with documented rationale.

How to Configure an Online Prequalification Workflow

Configure the form to capture required data, enforce attachments, and route for approvals automatically.

Field	Configuration
Required documents	Insurance, bond, license, financials
Authentication	Email + optional SMS code
Routing	Auto-route to risk and procurement reviewers
Storage	Retain signed form in secure repository

Digital Submission and Signing Requirements

Ensure your platform supports secure uploads, verified signatures, and a complete audit trail before enabling e-submissions.

File types: PDF, Word DOCX, Excel
Integrations: CRM, ERP, cloud storage connectors
Authentication: Email link, SMS code, or stronger

Key Timing Considerations and Typical Deadlines

Set clear deadlines for submission, validation, and requalification to keep procurement on schedule.

Submission deadline:

Vendor-provided date by procurement; enforce cut-off times.

Insurance effective date:

Policies must be active for project start date.

Review period:

Allow 5–10 business days for procurement review.

Conditional correction window:

Provide 3–7 days to remedy deficiencies.

Requalification interval:

Annual requalification is common for active vendors.

Core Components to Include in a Professional Form

Design the WS Prequalification Application Form so reviewers can quickly verify eligibility and assess risk across common categories.

Company Profile

Include legal business name, DBA, entity type, FEIN/TIN, physical address, and mailing address. This ensures tax and contract documents use a matching legal identity and prevents later discrepancies in contract formation or tax reporting.

Financial Capacity

Request recent audited or reviewed financial statements, bank references, and annual revenue ranges. Financial documentation helps evaluators determine bonding capacity, creditworthiness, and the ability to perform under contract obligations.

Insurance & Bonding

Ask for certificate(s) of insurance showing coverage limits, policy numbers, and effective dates plus proof of surety bonding capacity. Specify minimum coverage amounts and name holders to be listed as additional insureds.

Safety Record

Collect OSHA incident rates, EMR (Experience Modification Rate), and recent safety program descriptions. Safety metrics are used to assess on-site risk and may influence project eligibility or premium adjustments.

References & Experience

Require project references with contact details, scope summaries, completion dates, and contract values. Verifiable references confirm relevant experience level for similar-size projects.

Licenses & Certifications

List active trade licenses, professional registrations, minority or veteran status, and specialty certifications. Expired or missing credentials can lead to immediate disqualification.

eSignature Pricing and Feature Snapshot for Prequalification Workflows

Vendor pricing and feature availability differ by plan; signNow is listed first for direct comparison across commonly requested criteria.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Varies by plan	Varies by plan	Varies by plan	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about acceptance, e-signing, notarization, required attachments, and how to correct common rejections.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted, provided intent, consent, attribution, and reliable record retention are present.
When is notarization required?
Notarization is required only when the procuring party specifies it or state law requires it for particular instruments; verify the solicitation for notarization and witness requirements before submitting.
What causes most rejections?
Common causes include expired insurance certificates, incorrect legal names or TINs, missing signatures, and incomplete financial attachments; address each checklist item before submission to avoid delays.
How to correct submitted errors?
If the reviewer allows corrections, submit a complete revised form with change log and newly dated signature; if not, provide requested supplemental documents and a signed statement explaining amendments.
Are additional security measures required?
For sensitive data or higher-risk contracts, stronger signer authentication (SMS code, knowledge-based verification, or multi-factor) and encrypted storage are recommended to meet procurement security standards.
How long before requalification is needed?
Requalification intervals vary; annual requalification is common. Insurers and owners may require earlier updates after material changes such as ownership, financial distress, or major claims.

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