The Professionals to Turn to When You Need a VicRoads Prequalification

VicRoads-Prequalification

In order to work with VicRoads on contracts of a significant financial value, the prequalification of contractors is necessary. This includes:

- Undergoing the prequalification process with VicRoads.
- Having a VicRoads audit from an approved auditor.
- Completing the paperwork and your certificate to VicRoads to be on its Approved Suppliers list.

How does the Construction Supplier Register work?

Under the VicRoads prequalification scheme, companies need to be certified under groups according to industry and work type. Each group is further divided into subcategories according to risk and specific areas of expertise.

VicRoads will also supply guidance information to applicants which details the level of prequalification of contractors and what standards they are required to comply with in order to be eligible for work with VicRoads. (for more information, view PDF “VicRoads Prequalification Scheme Information”)

How we help you meet VicRoads’ specifications

While there are a series of VicRoads questionnaires and checklists on the website intended for you to DIY, it can be daunting and time consuming when you don’t know where to start or whether you’re on the right track.

Over the years ICS have found that there are five typical scenarios for companies, and we have designed our services around these needs.

Option 1:

Your situation: Urgent tender/ contract requirement.

We suggest: ICS Letter of Engagement.

Once you engage us to assist you, we can issue you with a “letter of engagement”, which you can use to include with tenders. This shows that you have commenced the compliance process, and will give you leverage to be considered for tenders even if you have not achieved prequalification yet. This goes across very well with VicRoads. Go here to see a sample of this certificate.

Contact us today for a no obligation consultation to assess how we can help you with your urgent tender or contract.

Option 2:

Your situation: You have some systems in place but don't know how well you comply with VicRoads specifications and what the gaps are.

We suggest: Undergoing a VicRoads Gap Assessment Audit

A gap assessment audit is designed to tell you exactly where you are at in terms of your compliance to the VicRoads requirements and to give you an action plan to follow to fix any gaps.

Our ICS VicRoads consultant spends one to one and a half days at your premises (depending on how many checklists you need to be audited against) assessing the existing strengths of your current system and identifying your level of compliance to VicRoads contracts specifications against the HSEQ checklists.

We document our findings on the VicRoads audit forms with detailed descriptions of what you need to do to be compliant in each area. Our consultant also goes through all the findings and actions on the day to educate you about what you can do yourself.

You can then choose to just take the actions list and do everything yourself (with or without adhoc support from us) OR we can quote on you on what it would cost for us to do it for you.

In summary:
Your Gap Assessment and Action Plan:

- A thorough gap assessment will establish to what extent your business is already compliant with the standards required by VicRoads and will identify in detail the steps required to fill any gaps.

- We will provide a fixed cost quote for ICS to help you close out the gaps OR we can just provide adhoc support as you complete the actions yourself.

Contact us today for a no obligation consultation to assess your situation or to book a day for your Gap assessment.

Option 3:

Your situation: You have no systems in place

We suggest: Fixed Cost Support to get VicRoads qualified

If you know that you have little or no systems in place to audit, there is no benefit in doing a gap assessment. This would be a waste of time and money.

In this scenario, you will need to set up your VicRoads compliant systems first. ICS can assist you with this so you can move onto the next stage.

For your situation, ICS provides a "Fixed cost support" service where an ICS consultant will lead and develop your systems with your input (i.e: we’ll take care of the grunt work for you to save you time and money).

This assistance may take the form of face to face, email or phone support. The number of hours and hence the quote will depend on how many VicRoads checklists you need to comply with and to what level.

Contact us today for a no obligation consultation to see what systems you will need to put in place to prequalify for a VicRoads contract and how we can help you.

Option 4:

Your situation: You are almost there. You just need someone to audit you for the certificate.

We suggest: Getting a VicRoads Audit. 

If you believe you are almost there (95%) and almost complete with your VicRoads system we can organise a registered VicRoads auditor to audit your system. If it turns out there are very few gaps, you can simply fix these after the audit and then receive a VicRoads certificate from our auditor which you can then send to VicRoads.

Here’s a sample Certificate of Audit:

If you happen to have more significant gaps, ICS can assist you to close these out and offer a fixed cost quote to do so.

Contact us today for a no obligation consultation to discuss your needs or to book a VicRoads audit.

Option 5:

Your situation: You already have a VicRoads certified system but need help to maintain it.

We suggest: ICS can help maintain your system as much or as little as you require.

Once your system has been operating for a specified time, you will need to conduct some internal audits to see how you are progressing (and also because this is one of the requirements of certification for VicRoads contracts). If you find that you don’t have time or knowledge to do this in house, ICS can help. We can help audit and maintain your system from as little as 1 day per year (depending on the complexity of your system).

Call us for more information

Contact us today for a no obligation consultation to discuss what sort of maintenance you need and how we can help you successfully meet requirements for the VicRoads construction supplier register.

Note: The VicRoads website has more information available on this page: https://www.vicroads.vic.gov.au/business-and-industry/tenders-and-suppliers/contractors-and-consultants/prequalification-scheme