Disadvantaged Business Enterprise (DBE)

Annual Submission Requirement for Currently Approved DBE/ACDBEs

Once you are certified as a DBE, you are required to submit, annually, the following documents to our office prior to your anniversary date. We aspire to send all certified vendors an email reminder 120 days prior to your anniversary date. However, this is not always possible and should not be relied upon. We strongly recommend that your DBE anniversary date be added to your internal company calendar to keep track of the date by which your annual update is due. Please keep your email address current with us.

Please select from the tabs below to be directed to the submission tab with the DBE/ACDBE information and forms most relevant to you:

The documents required for the DBE/ACDBE annual submission are below:

  1. If there are no changes, please submit the  Declaration of Eligibility (DOE). You should be uploading the Declaration of Eligibility (DOE), AND the DBE Notice of Change OR the DBE/ACDBE Certification Review form for an annual submission, but NOT more than one of either the DBE Notice of Change OR the DBE/ACDBE Certification Review forms. If the DBE/ACDBE Certification Review form is shown on the DBE Required Documents upload page, then it is the five year anniversary certification review year and you should expand and refer to the tab for Five Year Anniversary Submission Requirement for Currently Approved DBE/ACDBEs on this page.
    • If there have been material changes (circumstances affecting firm’s ability to meet size, disadvantaged status, ownership, or control requirements of the DBE/ACDBE program, or if the firm is requesting to change its NAICS codes (whether requesting additional NAICS code(s), requesting to have NAICS code(s) removed, or requesting changes to NAICS code(s) it already has), then in addition to the Declaration of Eligibility (DOE), ALSO submit the DBE/ACDBE Notice of Change Affidavit
  2. Last year’s signed and dated Federal business taxes for your firm and ALL affiliates. If your firm and/or any affiliates’ taxes are filed under your personal taxes, then the signed and dated Federal personal taxes must be submitted as well. Please do not send State tax returns. IMPORTANT NOTE: If you missed one or more annual submissions in recent years, then you may need to submit more than the most recent year’s taxes. In that case, you may also need to submit the taxes for the annual submissions you missed so that your file includes at least the most recent three years’ taxes. You can refer to the Application Portal Instructions’ Appendix for reference on what the most recent tax return should be based on when you submit: Appendix: Most Recent Tax Return.
    • If you filed an extension for the most recent tax year, you MUST submit all of the following:
      • The IRS extension form for the most recent tax year that is on extension
      • The year-end income statement (also sometimes called the Profit & Loss Statement) of the year that is on extension
      • AND the tax returns for the three years prior to the tax year that is on extension
        • EXPIRED EXTENSIONS WILL NOT BE ACCEPTED

The DBE/ACDBE Annual Submission process has several steps:

  1. Complete the Declaration of Eligibility (DOE) form from above
  2. Get the Declaration of Eligibility (DOE) form signed
  3. Collect copies of the DBE Annual Submission Documentation from above
  4. 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:

 

If you’re not on the right DBE page, return to the initial DBE page here: DBE.

 

For a step by step of how to use the Certification Application Portal, see the Instructions .pdf at the page here: Application Portal Instructions.

The documents required for the five year anniversary submission are below:

  1. If the DBE/ACDBE Certification Review form is shown on the DBE Required Documents upload page, then it is the five year anniversary certification review year and you MUST submit the DBE/ACDBE Certification Review form ALONG WITH the Declaration of Eligibility (DOE) and INSTEAD OF the DBE Notice of Change.
  2. Last year’s signed and dated Federal business taxes for your firm and ALL affiliates. If your firm and/or any affiliates’ taxes are filed under your personal taxes, then the signed and dated Federal personal taxes must be submitted as well. Please do not send State tax returns. IMPORTANT NOTE: If you missed one or more annual submissions in recent years, then you may need to submit more than the most recent year’s taxes. In that case, you may also need to submit the taxes for the annual submissions you missed so that your file includes at least the most recent three years’ taxes. You can refer to the Application Portal Instructions’ Appendix for reference on what the most recent tax return should be based on when you submit: Appendix: Most Recent Tax Return.
    • If you filed an extension for the most recent tax year, you MUST submit all of the following:
      • The IRS extension form for the most recent tax year that is on extension
      • The year-end income statement (also sometimes called the Profit & Loss Statement) of the year that is on extension
      • AND the tax returns for the three years prior to the tax year that is on extension
        • EXPIRED EXTENSIONS WILL NOT BE ACCEPTED
  3. *Personal Net Worth Statement
    • ONLY applicable to the disadvantaged owner(s) needed to meet eligibility requirements and is NOT due with the DBE annual submission every year, but only every five years on the certification review year. If this additional document is displayed on the DBE Required Documents upload page, then it is the five year anniversary certification review year and you must submit this document ONLY for the applicable disadvantaged owner(s).
  4. *Personal federal tax returns 1st year
    • ONLY applicable to the disadvantaged owner(s) needed to meet eligibility requirements and is NOT due with the DBE annual submission every year, but only every five years on the certification review year. If this additional document is displayed on the DBE Required Documents upload page, then it is the five year anniversary certification review year and you must submit this document ONLY for the applicable disadvantaged owner(s).
  5. *Personal federal tax returns 2nd year
    • ONLY applicable to the disadvantaged owner(s) needed to meet eligibility requirements and is NOT due with the DBE annual submission every year, but only every five years on the certification review year. If this additional document is displayed on the DBE Required Documents upload page, then it is the five year anniversary certification review year and you must submit this document ONLY for the applicable disadvantaged owner(s).

The five year anniversary submission process has several steps:

  1. Complete the DBE/ACDBE Certification Review form from above
  2. Get the DBE/ACDBE Certification Review form notarized
  3. Complete the Declaration of Eligibility (DOE) form from above
  4. Have the Declaration of Eligibility (DOE) form signed
  5. Collect copies of the Five Year Anniversary Submission Documentation from above
  6. 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:

 

If you’re not on the right DBE page, return to the initial DBE page here: DBE.

 

For a step by step of how to use the Certification Application Portal, see the Instructions .pdf at the page here: Application Portal Instructions.

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. Click here for more.
  • Title 49 – Transportation, Part 26 – Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. Click here for more.
  • Title 49 – Transportation, Part 23 – Participation of Disadvantaged Business Enterprise in Airport Concessions. Click here for more.
  • Request for copies of DBE file by Company Owner. Click here for more.
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