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Notification of Change Requirement for Currently Approved DBE/ACDBEs

Once you are certified as a DBE/ACDBE, you must inform us in writing of any change in circumstances affecting the firm’s ability to meet size, disadvantaged status, ownership, or control requirements of the DBE/ACDBE program or any material change in the information provided in your application form. If you are requesting to change your NAICS codes (whether requesting additional NAICS code(s), requesting to have NAICS code(s) removed, or requesting changes to NAICS code(s) you already have), then this also qualifies as a material change.

If there have been changes, such as to the firm’s physical address, mailing address, phone number, email, etc., then this is NOT a material change, and considered a minor change.

Whether a material change or a minor change, you must provide written notification within 30 days of the occurrence of the change. The documents and process differ depending on if it is a material change or a minor change.

The documents required for a DBE/ACDBE notice of material change submission are below:

  1. If there have been changes to the firm’s ownership and/or control, other significant changes, or if the firm is requesting to change its NAICS codes, submit the  DBE Notice of Change Form. Please find the DBE Notice of Change Form that you must complete here:
  2. You must attach supporting documentation describing in detail the nature of any changes and/or supporting the addition of your request for any new/changed NAICS codes.

The DBE/ACDBE Notice of Material Change Submission process has several steps:

  1. Complete the DBE Notice of Change form from above
  2. Get the DBE Notice of Change form notarized
  3. Collect copies of any relevant supporting documentation regarding your firm’s change, as well as the DBE Notice of Change form from above
  4. For a step by step of how to use the Certification Application Portal, see the Instructions .pdf at the page here: Application Portal Instructions. You do NOT need to read through the entire .pdf as many sections may not be applicable to you. Clicking on a section in the Table of Contents in the .pdf will take you directly to whichever relevant section you need. Here are the headings for sections most relevant to DBE/ACDBE certification:
    • Launch of the New Application Portal
    • Old Application System vs. New Application Portal
    • Registering and Logging into the New Application Portal
    • I Need to Start the SWaM/DBE Application or Recertification Process for an Application that is Not Already in My Application Queue
    • Respond to a Document Request that Asks You to Upload the Requested Documents
    • Applying for DBE/ACDBE Certification
    • Submitting the Annual Submission Requirement for Currently-Approved DBEs Documents
    • Submitting the Notification of Change Requirement for Currently Approved DBEs Documents
  5. After reading over the sections relevant to you on how to use the Application Portal, click on the link below to go to the Application Portal:
  6. The Notice of Change form should be uploaded to the Notice of Change space  on the Required Documents upload page and any relevant supporting documents should be uploaded to the corresponding Required Documents space. If a document does not fit a document type, please contact our office for which space to upload the document to.
  7. After uploading the necessary documents click the Submit or Resubmit button.

The documents required for a DBE/ACDBE notice of minor change submission are below:

  1. If it is at or less than 120 days from your firm’s DBE/ACDBE anniversary date -OR- it is NOT at or less than 120 days prior to your DBE/ACDBE anniversary date BUT you failed to submit a DBE/ACDBE annual submission that is now past due: 
  2. If it is NOT at or less than 120 days from your firm’s DBE/ACDBE anniversary date AND no annual submissions are past due: 
    • There are generally no documents required for a DBE/ACDBE notice of minor change

The DBE/ACDBE Notice of Minor Change Submission process has several steps:

  1. Changes to such things as contact information can be made online through the Certification Portal
  2. For a step by step of how to use the Certification Application Portal, see the Instructions .pdf at the page here: Application Portal Instructions. You do NOT need to read through the entire .pdf as many sections may not be applicable to you. Clicking on a section in the Table of Contents in the .pdf will take you directly to whichever relevant section you need. Here are the headings for sections most relevant to DBE/ACDBE certification:
    • Launch of the New Application Portal
    • Old Application System vs. New Application Portal
    • Registering and Logging into the New Application Portal
    • I Need to Start the SWaM/DBE Application or Recertification Process for an Application that is Not Already in My Application Queue
    • Respond to a Document Request that Asks You to Upload the Requested Documents
    • Applying for DBE/ACDBE Certification
    • Submitting the Annual Submission Requirement for Currently-Approved DBEs Documents
    • Submitting the Notification of Change Requirement for Currently Approved DBEs Documents
  3. After reading over the sections relevant to you on how to use the Application Portal, click on the link below to go to the Application Portal:
  4. Click the Edit button.
  5. After making the necessary edits/updates, click the Submit or Resubmit button.

If you’re not on the right DBE page, please start by answering no more than four multiple choice questions, and we will use your responses to direct you to the DBE page with the DBE/ACDBE information and forms relevant to your specific and current needs and circumstances. It should only take about one minute or less to answer these four (or less) questions:

If you need assistance in applying for DBE/ACDBE certification or submitting the DBE/ACDBE annual submission requirement documents, please contact one of our regional offices for appointments with one of the Transportation Business Development Specialists. Click here for office contact information.

 

DBE Information and Regulations

Additional Information and Regulations Governing DBE is below.

VDOT requires prospective bidders to be prequalified for all construction and maintenance contracts. The contractor prequalification is also necessary for subcontractors.

Title 49 – Transportation, Part 26 – Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs.

Request for copies of DBE file by Company Owner.

 

Address:
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Phone:
1(804) 786-6585
Email:
sbsd@sbsd.virginia.gov