Contracting with NCDOT: A Roadmap for Success

By Joel Guge of SBTDC Raleigh

Insights & Best Practices for Contractors and Subcontractors

The North Carolina Department of Transportation (NCDOT) offers opportunities for contractors and subcontractors to contribute to vital infrastructure projects across the state. Whether you’re a seasoned firm or new to public contracting, understanding NCDOT’s processes and expectations is key to building a successful partnership.

Getting Started: Prequalification Essentials

Before bidding or performing work, firms must be prequalified. This ensures NCDOT works with experienced, financially stable, and safety-conscious partners.

Steps to Prequalify

1. Get a Business NCID: Required to access NCDOT systems.
2. Register NCID & Tax ID: Links your business to NCDOT’s vendor system.
3. Complete Online Application: Includes work history, safety index, W-9, and certifications.
4. Renew Annually & Requalify Every 3 Years
5. Contact: State Prequalification Engineer: ckbradshaw@ncdot.gov or 919-707-6909

Note: Small Business Enterprise (SBE) contracts do not require prequalification but do require SBE certification. The NCDOT assists small businesses with DOT certifications.

Contracting Levels & Opportunities

NCDOT offers multiple contracting levels

• Level I: Equipment rental (lowest risk)
• Level II: Subcontractors (prequalified, no bonding required)
• Levels III–VI: Prime contractors on larger projects

Types of Contracts

• Fully Operated Rental Equipment (FORE)
• On-Call Contracts
• Emergency Contracts
• Small Business Enterprise Contracts (SBE)
• Purchase Order Contracts (POC)
• Roadside Environmental
• Central Let

Subcontractors must also be prequalified and follow similar renewal procedures. 

Best Practices for Working with NCDOT

Stay Compliant

• Include accurate pricing and scope.
• Use required federal clauses in all agreements.
• Prioritize Safety & Quality

Maintain your Safety Index

• Use certified technicians and labs.
• Follow NCDOT’s Standard Specifications Manual.
• Communicate Effectively

Attend preconstruction meetings

• Use NCDOT’s Construction Team Sites for collaboration.
• Ensure Prompt Payment

Pay subcontractors within 7 calendar days of receiving funds

• Support Workforce Development

Engage in On-the-Job Training (OJT) and diversity programs

Final Thoughts

Contracting with NCDOT is more than just winning bids; it’s about building trust, delivering quality, and contributing to North Carolina’s future. By following these guidelines, your firm can thrive in a competitive and rewarding environment.