Subcontract Requests

Process

• After the notice to begin work is issued, Construction Procurement uploads the contract into SiteManager.• At that point we are able to enter

subcontract information.

Efficiency

• Complete the Subcontract Request form TC 63-35 accurately.• Contract ID• Subcontract Number – be sure to

consider your DBE submittals when numbering subsequent subcontracts.

DBE and Tiers

* DBE requests are submitted directly to Ryan Griffith, Director of Construction Procurement. All other Subcontract requests are submitted to Steve Criswell, Director of Division of Construction.

* Tier requests are numbered 1A, 1B, etc.

Prequalification

• All Subcontractors must be prequalified for the work items they will be performing through the Cabinet’s prequalification program.

• Prequalification is obtained through Construction Procurement.

• Prequalification must be kept current. Contractors with lapsed prequalification cannot be approved for subcontract work.

Filling Out the Subcontract Request Form

Contractor Information

Subcontractor Information

Subcontractor Information

Signature Required

Contact information encouraged in case corrections are needed.

Subcontractor Items

Partial Items: Clearly define which portion of the item is being subcontracted. Incidental Items should reference the bid item to which they are incidental.

Unit prices should be the same price as the bid price unless the Subcontractor is a DBE.

Bid Items to be SubcontractedAccuracy can speed up the process!

Required Affidavit

Original required… No copies.

Corrections

• The Division of Construction will contact you in case of errors. All corrections must be made before approval of the subcontract.• No Subcontract work can be performed until

approval is obtained.• For questions/corrections, contact Stephanie

Rich, Division of Construction, (502)564-4780.

Specification Notes

• Contractor must perform no less than 30% of the entire contract amount.

• Do not allow any Subcontractor to perform a higher percentage of work than the Prime Contractor.

• A Subcontractor cannot subcontract any portion of his work in excess of 50% of the originally subcontracted amount.* Note: Second tier Subcontractors must also obtain

written approval.

Attention Section Engineers• Verify the Subcontract is in SiteManager prior

to work beginning.• If not, contact Prime Contractor to inquire if

Subcontractor Requests have been submitted to Division of Construction.

• If Prime Contractor has submitted Requests, contact Stephanie Rich, Division of Construction, (502)564-4780 for verification.

• Verify that you are the Primary Personnel assigned to this contract in SiteManager.

Distribution Method• Once approved, approval letters will be

mailed to the Prime Contractor and Subcontractor.

• Electronic copy will be e-mailed to the Engineer listed as Primary Personnel in SiteManager, Division of Construction Procurement, Office of Personnel Management, KAHC, Division of Unemployment Insurance, PAIKY, and FHWA (if applicable).

Questions?