Enter the vendor number of the potential subcontractor if it has already been set up in AP Vendors .

OR

Enter a ‘+’ to create a new potential subcontractor. This will create a new record and automatically assign the next sequential vendor number to the potential subcontractor.

Enter the vendor’s phone number, up to 20 characters. Dashes must be entered manually.

Enter the sort name for this vendor, up to 15 characters. This field automatically defaults to the first 15 characters of the vendor’s name entered above. Default may be overridden.

Sort name must be unique. If you enter a sort name that is assigned to an existing vendor, a message displays indicating that the sort name is already in use (includes the vendor number) and you will be required to enter a different name. It is recommended that the last characters be changed to make the sort name unique.

Enter additional information, up to 60 characters, for this subcontractor (e.g. Attention line, etc.).

Enter the city name, up to 30 characters.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

Enter the 2-character country code. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Parameters for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

Use this field to enter additional address information for this subcontractor (up to 60 characters). For example, if the subcontractor receives mail at a P.O. Box, then you might enter the P.O. Box in the Payment Address field above, and use this field to enter the street address.

Enter the name of this vendor’s parent organization, up to 60 characters.

Enter the street address for the parent organization, up to 60 characters.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

Enter the zip code, up to 12 characters.

Use this field to enter additional address information for this company (up to 60 characters). For example, if the company receives mail at a P.O. Box, then you might enter the P.O. Box in the Payment Address field above, and use this field to enter the street address.

Enter any trade associations (i.e. other businesses with which you associate, such as AGC, CFMA, etc.). Up to 60 characters allowed.

Check this box if this subcontractor has met all qualification requirements. When checked, the subcontractor/vendor is flagged as ‘Active’ in AP Vendors.

Leave this box unchecked if this subcontractor has not met all qualification requirements (i.e. has not completed the required paperwork, has not supplied the proper documents, or does not meet the minimum specifications for a qualified sub).

• If you qualify this subcontractor and then later determine they no longer meet your qualification requirements, you can uncheck this option; however, unchecking it will not make the vendor inactive—you will need to do that manually in AP Vendors.

• The Changed By and Changed Date fields below indicate who last changed this checkbox (i.e. checked/unchecked) and when the change was made.

This field is enabled only when you check the Qualified box.

Use this field to enter notes or other qualification information for this subcontractor/vendor. Space is virtually unlimited.

Check this box if you do want to use this subcontractor on future projects. Subcontractor will be excluded from any reports that print qualified subs. In addition, the Notes field below is enabled, allowing you to enter an explanation as necessary.

Leave this box unchecked if this subcontractor is approved to work on future projects.

Use this field to enter notes or other information about why this vendor should not be used on future projects. Space is virtually unlimited.

This field is enabled only when the Do not use on future projects box is checked.

Enter the average number of employees in executive management positions in the last three years.

Enter the number of employees currently in office management and/or staff positions.

Enter the number of employees currently in shop/equipment management and/or staff positions.

Enter the number of employees currently in job site management and/or staff positions.

Enter the average number of employees in job site management and/or staff positions in the last three years.

Enter the name of the database system being used for the project management software. Up to 30 characters allowed.

Enter the name of the project management software being used by this company. Up to 60 characters allowed.

Enter the current version of the project management software. Up to 10 characters allowed.

Enter the name of the database system being used for the project management software. Up to 30 characters allowed.

Enter the name of the document management software being used by this company. Up to 60 characters allowed.

Enter the date the document management software was first installed.

Enter the name of the operating system in use for the document management software. Up to 30 characters allowed.

Enter the name of the database system being used for the document management software. Up to 30 characters allowed.

Enter the name of the highest-ranking quality executive for the company. UP to 60 characters allowed.

Enter the phone number of the highest-ranking quality executive. Up to 20 characters allowed.

Enter the fax number of the highest-ranking quality executive. Up to 20 characters allowed.

Check this box if safety meetings are held and documented for new hires. To the right of this field, indicate the frequency with which safety meetings are held.

Leave this box unchecked if safety meetings are not held for new hires.

Check this box if safety meetings are held and documented for field supervisors. To the right of this field, indicate the frequency with which safety meetings are held.

Leave this box unchecked if safety meetings are not held for field supervisors.

Check this box if safety meetings are held and documented for employees. To the right of this field, indicate the frequency with which safety meetings are held.

Leave this box unchecked if safety meetings are not held for employees.

Check this box if safety meetings are held and documented for subcontractors and/or vendors. To the right of this field, indicate the frequency with which safety meetings are held.

Leave this box unchecked if safety meetings are not held for subcontractors and/or vendors.

Check the box for each of the following programs/policies that have been implemented at this company.

Leave the box unchecked for each program/policy that has not been implemented at this company.

• A safety officer conducts safety inspections on all projects.

• Have implemented 100% fall protection.

• Can provide a site-specific program addressing fall hazards in your work.

• New employee safety training.

• Disciplinary program for safety violations

• Accident/incident investigations

• Workplace sexual harassment training

• Affirmative action plan for employees

• Review the safety management system of subcontractors

• Require employee to be subject to project-specific substance abuse screening

• Written safety program/policy

• Written disciplinary policy

• Annual safety goals

• Return to work/light duty program

Enter the total cost of vehicle/equipment accidents paid by the GL policy for the specified year.

Enter the total general liability losses for the specified year.

Enter the total number of willful violations that occurred during the specified year.

Enter the name of the highest-ranking quality executive for the company. UP to 60 characters allowed.

Enter the phone number of the highest-ranking quality executive. Up to 20 characters allowed.

Enter the fax number of the highest-ranking quality executive. Up to 20 characters allowed.

Check this box if this company has written a quality policy.

Leave this box unchecked if this company has not written a quality policy.

Check this box if this company has AP employees that have received LEED (Leadership in Energy and Environmental Design) certification.

Leave this box unchecked if this company does not have any LEED-certified employees.

Enter the dollar value of the largest project ever worked on by this company.

Enter the name of the largest project ever worked on by this company. Up to 60 characters allowed.

Enter the customer for the largest project ever. Up to 60 characters allowed.

Enter the dollar value of the largest project worked on this year by this company.

Enter the year (YYYY) that represents ‘this year’ for this project.

Enter the customer for the largest project this year. Up to 60 characters allowed.

Enter the dollar value of the largest project worked on last year by this company.

Enter the year (YYYY) that represents ‘last year’ for this project.

Enter the customer for the largest project last year. Up to 60 characters allowed.

Describe your scope of work for this project. Up to 60 characters allowed.

Enter the policy number of this company’s workers compensation and employer’s liability insurance. Up to 60 characters allowed.

Enter the beginning and ending date of the workers compensation and employer’s liability insurance policy period.

Enter the max obtainable amount allowed for each accident on this policy. Up to 17 digits allowed.

Enter the current disease limit amount for this policy. Up to 17 digits allowed.

Enter the current disease limit per employee on this policy. Up to 17 digits allowed.

Enter the current limit for this policy. Up to 17 digits allowed.

Enter this company’s carrier for professional liability insurance. Up to 60 characters allowed.

Enter the policy number of this company’s professional liability insurance. Up to 60 characters allowed.

Enter the deductible amount for this insurance policy. Up to 17 digits allowed.

This field applies to claims-based insurance policies with tail coverage (coverage that extends beyond the policy period).

Specify the tail years (extended reporting period) for this insurance policy.

Check this box if this insurance policy includes prior acts coverage (i.e. coverage for claims that occurred before the beginning of the policy period).

Leave this box unchecked if this policy does not include prior acts coverage.

Select the commercial general liability insurance policy form in use for this company.

• Claims Based – Select this option if the insurance policy is claims-based (i.e. you are covered only for claims reported while the policy is in effect).

• Occurrence Based – Select this option if insurance policy is occurrence based (i.e. you are covered for any incidents that occurred while policy was in effect, regardless of whether policy is no longer in effect and a claim is made years after the incident).

Enter the beginning and ending date of the commercial general liability policy period.

Enter the number of claims made against this commercial general liability insurance policy.

Enter the general aggregate current limit for this policy. Up to 17 digits allowed.