Civil Rights

1. When is my annual DOE due?

• The date your business was certified as a DBE in the state of Minnesota
  
  All DBE businesses must file a declaration of eligibility form yearly to remain certified in Minnesota. Your deadline to submit the Minnesota declaration of eligibility form is the date that your business was certified as a DBE in Minnesota. This includes interstate certified DBE businesses.
  • Minnesota declaration of eligibility form
  • Authority: Federal regulations require this per 49 C.F.R § 26.83(j)

2. What forms and supporting documents do I need to submit for my yearly NCA?

• A completed and signed Minnesota declaration of eligibility form


• The most recent federal tax returns for your business and all affiliates of your business. If you do not have tax returns available, submit audited financial statements with an attestation of correctness and completeness signed by a certified public accountant (CPA) to verify your business' gross receipts for the recently completed fiscal year.

3. If I have a change to my business, what supporting documents do I need to submit?

• All changes to your firm should be reported within 30 days of the change being made. You should not wait to report changes until the anniversary of your certification date. Changes include: change in ownership, additional NAICS codes/business description, changes to contact information.


• Change in ownership or new owners:
  • New owner’s resume and responsibilities
  • Documentation of investment to acquire ownership
  
  
• Additional NAICs codes:
• Completed NAICS code expansion form
• Documentation of required licenses, if applicable
• Copy of insurance on added NAICS code
• Resume of qualifying owner or employees having expertise in the added NAICS
• Contracts that are pending or have been performed
• A list of owned or leased equipment used to perform the work for the NAICS code requested, and
• Any other documentation, including photographs if applicable, to substantiate ability to perform the requested work


• Change in business description:
  • Submit an updated business description
  • Documentation of required licenses, if applicable
  • Copy of insurance for necessary equipment for added business descriptions, if applicable
  • Resume of qualifying owner or employees having expertise in the updated business description
  • Contracts that are pending or have been performed
  • A list of owned or leased equipment used to perform the work in the business description, and
  • Any other documentation, including photographs if applicable, to substantiate ability to perform the requested work


• New or updated vehicle information (for trucking and construction firms only), new type of vehicle, new serial numbers, or new purchase agreements on equipment:
  • Lease, rental or purchase agreements
  • Insurance documents for the equipment

4. How do I submit changes to my business contact information, such as address, phone, email?

• If you need to change your contact information, including but not limited to address, phone, email, contact person, email the Office of Civil Rights within 30 days of the change occurring.

5. Will I receive a reminder to send in my declaration of eligibility?

• You will receive a few reminders by email from MnDOT Office of Civil Rights. We strongly recommend, however, that you keep track of when it is due so you don't miss your firm's deadline.

6. Who do I send my completed DOE form and supporting documents to?

• Please email DOE forms and documents to Office of Civil Rights.

7. What happens if I miss the deadline to submit my declaration of eligibility?

• Your business will be decertified, and you will be removed from the Minnesota DBE directory. You can appeal a decertification decision through the U.S. Department of Transportation. However, if there is sufficient evidence that your business did not submit all the required declaration of eligibility information by the yearly deadline, it is unlikely you would win that appeal.

8. Can I become recertified in the DBE program if I was decertified for failing to meet the declaration of eligibility deadline?

• Yes. The process to become recertified is the same process as when you became certified originally. You can reapply at any time.

1. How do I enter bidder/quoter, payroll, and payment information as a DBE contractor?

• Log in to AASHTOWare CRL
  
  Use the AASHTOWare CRL system to electronically enter bidder/quoter, payment and payroll information for MnDOT highway heavy construction projects.

2. What if the prime contractor removes me from a project or reduces my work on a project?

• Some examples of why businesses get removed (or their work reduced) from a MnDOT project include:
  - routine underrun
  - project-approved change order
  - inability to perform
  - issues between the prime and DBE


• MnDOT must be notified before any DBE reduction or removal occurs. The DBE firm may have a role in providing information about why the prime would make this request. In that case, a specialist from MnDOT Office of Civil Rights would email you.

• MnDOT Office of Civil Rights offers many free classes and other training opportunities for small businesses.