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Out Of State Firms Applying for DBE/ACDBE Certification via the Interstate Application Process

The Disadvantaged Business Enterprise (DBE) certification program is a Federal program. The purpose is to increase the participation of certified DBEs in projects funded by the US Department of Transportation and other federal sectors. Projects typically include heavy construction, such as building and designing roads, bridges, railroads, ports, and airports.

The Program is governed by the U.S. Federal Regulations in 49 CFR Parts 26 and 23.

The Virginia Unified Certification Program includes two certifying agencies:

  • The Department of Small Business and Supplier Diversity (DSBSD)
  • The Metropolitan Washington Airports Authority (MWAA)

There is no need to submit an application to both agencies. Federal DBE certification by either agency is fully accepted throughout Virginia.

If you plan to participate in the procurement process with one of the Commonwealth of Virginia’s state agencies that does not receive federal transportation funds, you need to apply for SWaM certification, not DBE certification. To apply for SWaM certification, please click here.

The DBE certification process differs depending on if you are an in-state or out-of-state firm.

All DBE applications and documents must now be submitted electronically by uploading via the new application system:

https://www.sbsd.virginia.gov/certification

 

Out Of State Firms Applying for DBE/ACDBE Certification via the Interstate Application Process

The Interstate Application Process allows an out of state DBE/ACDBE applicant that is already DBE/ACDBE certified in its home state to, instead of applying for DBE/ACDBE certification as if it were a new, in-state applicant, to instead apply via a process that may be simpler for the applicant.

All Interstate Certification Process out-of-state applicants must submit:

  1. A complete copy of the DBE/ACDBE Uniform Application form, all supporting documents, and any other information you have submitted to your home state or any other state related to your firm’s certification. This includes affidavits of no change, updated tax documents, and any notices of changes that you have submitted to your home state, as well as any correspondence you have had with your home state’s UCP or any other recipient concerning your application or status as a DBE/ACDBE firm.
  2. You must also provide any notices or correspondence from states other than your home state relating to your status as an applicant or certified DBE/ACDBE in those states. For example, if you have been denied certification or decertified in State C, or subject to a decertification action there, you must inform us of this fact and provide all documentation concerning this action.
  3. If you have filed a certification appeal with US DOT, you must inform us of this fact and provide your letter of appeal and DOT’s response.
  4. You must submit an affidavit sworn to by the firm’s owners before a person who is authorized by State law to administer oaths or an unsworn declaration executed under penalty of perjury of the laws of the United States. This affidavit must affirm that you have submitted all the information required by items 1-3 above and the information is complete and, in the case of the information required item 1, is an identical copy of the information submitted to your home state. For SBSD, this affidavit is the Interstate Certification Affidavit form, which must be included with your DBE Interstate Certification application submission. The form is below:

The DBE/ACDBE Interstate Certification Process has several steps:

  1. Collect a copy of each document that your firm submitted to your firm’s home state to become DBE/ACDBE certified, as well as copies of documents submitted to your home state to remain DBE/ACDBE certified (i.e., No Change Affidavits, Notices of Change, updates tax returns, etc.). If your firm did not retain copies of these documents, you may be able to request a copy of your firm’s entire home state DBE/ACDBE certification file from your home state. If you cannot obtain a copy of your firm’s entire home state DBE/ACDBE file and did not retain a copy of all documents submitted to your home state to become and remain DBE/ACDBE certified, then you cannot apply via the Interstate Certification Process and will need to refer to the section for Out of State Firms that Are Opting Out of the Interstate Certification Process
  2. Complete the Interstate Certification Affidavit form, found below:
  3. Refer to the instructions in the first paragraph of the DBE Document Checklist for which documents to upload to the correct section. The Checklist is below and uploading an entire copy of the home state file as one bulk upload is NOT acceptable:
  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 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. Once we have what appears to be a complete file, we will request a copy of your firm’s onsite from your home state and will verify with them that there are no documents on file with them that you failed to submit to us.

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:
101 N. 14th Street, 11th Floor Richmond, VA 23219
Phone:
1(804) 786-6585
Email:
sbsd@sbsd.virginia.gov
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