The manual will apply to Contractors and Subcontractors that work with PennDOT and the ECMS system. Bold faced text used in this Publication denotes the ...
Engineering and Construction Management System (ECMS) Construction Contractor Manual Pub 637 (11-18) Table of Contents Chapter 1: Using ECMS 2 About This Manual 3 Common ECMS Functions 4 Logging into the System 4 Logging Out 6 Changing Your Password 7 Setting a Password Hint Question 9 Resetting a Forgotten Password 13 Navigating Within ECMS 16 Typical ECMS Screen Layout 16 ECMS Banner 17 Menu Bar 17 Tool Bar 17 Message Area 18 Screen Title 18 Common Headers 18 Section Headings 19 Required Fields 19 Common Selection Screens 20 Using Search Portals 21 Search for a Construction Project 22 Go Dropdown 24 Using Online Help 25 Context Sensitive Help and Application Permissions 26 Printing from ECMS 28 Print an ECMS Screen 28 Publication 408 30 Accessing Publication 408 from ECMS 30 Accessing Publication 408 on Public PennDOT Website. 34 Chapter 2: Business Partner Registration 35 Business Partner Registration 36 Completing & Mailing an AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS 38 Completing & Submitting an Electronic Registration Form 40 Tips to Complete the AGREEMENT TO AUTHORIZE ELECTONIC ACCESS TO PENNDOT SYSTEMS 44 PennDOT IT Service Desk (717) 783-8330 / (855) 783-8330 TOC-2 For the First Page of this Agreement: 44 For the Second Page of this Agreement: 44 For the Third Page of this Agreement: 44 Common Business Partner Registration Mistakes 45 AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS OF PENNDOT SYSTEMS 45 Electronic Registration Form 45 Chapter 3: Security Administration 46 Security Administration Overview 47 Access Rights for Prime Contractors and Subcontractors 48 Initial Login Requirements After Registration & Receipt of Password 49 Create Business Partner Users 51 Delete Business Partner Users 54 Security Administration Maintenance 56 Reset or Change the Business Partner Administrator Password 56 Reset or Change a Password for a Business Partner User 56 Change a Business Partner User's Personal Information 59 Change a Business Partner User's Security Group 61 Change Business Partner Registration Information 64 Add an Office 67 Chapter 4: Contractor Prequalification 69 Contractor Prequalification Overview 70 Submit Prequalification Application as a Prime Contractor or Subcontractor 71 Submit Prequalification Renewal Application as a Prime Contractor or Subcontractor 74 Submit a Line of Credit Form 76 View Work Class Codes 78 Request Additional Work Class Codes 80 View Current Certificate 81 View Certificates 82 View Employee List 83 Reference Information 85 Chapter 5: Contractor Portal 86 Contractor Portal Overview 87 View Contractor Portal 88 Search for a Contractor 91 Chapter 6: Searching for Projects and Plans 94 Searching for Projects and Plans Overview 95 Viewing the Bid Package Portal 96 View New Postings (last 2 weeks) 98 PennDOT IT Service Desk (717) 783-8330 / (855) 783-8330 TOC-3 View Bid Packages by Let Date (next 52 weeks) Search for a Bid Package Bid Package Hyperlinks View Project Plans View Project Special Provisions View Project Items View Project Attachments View Project Proposal Report General Information Pre-Bid Design Files Additional Information Description Questions and Responses View Unofficial Plans and Specifications View Project List of Planholders Go Dropdown Viewing Project Letting Dates Bid Package Results Page Bid Package Page Chapter 7: Bidding Bidding Overview Bidder Checklist Accessing the Bidder Checklist Bid Information Sub-Portal Current Bid Status Sub-Portal Prepare Bid for Submission from within ECMS Enter Prime Bid Item Details Import Bid Item Unit Prices Joint Venture Partners / Subcontractors Enter Joint Venture Partners Enter Subcontractor Details Assign Items to Joint Venture Partners Percent Joint Venture Partner Item Assignment Line Item Joint Venture Partner Item Assignment Assign Items to Subcontractors Assign Items to Subcontractors DBE Commitment Process (DSP 7, Federally Funded Projects Only) DBE Commitment (Pre-Bid) PennDOT IT Service Desk (717) 783-8330 / (855) 783-8330 100 102 104 104 106 108 110 112 114 115 116 117 118 120 122 124 126 126 127 129 130 132 132 134 135 136 136 144 148 148 151 155 155 157 162 162 168 168 TOC-4 Analyze Bid 174 Submit Bid 176 Withdraw Bid 178 Clear Bid 180 Chapter 8: DBE/DB Solicitations and Commitments 182 DBE/DB Solicitations and Commitments Overview 183 Create DB Solicitation 186 Entering DB Minority Participation and Commitment in ECMS 190 Edit DB Commitments 195 DB Acknowledges Minority Participation Commitment 196 Final Steps for the Prime Contractor 198 Entering DBE Minority Participation and Commitments in ECMS 199 Apparent Low Bidder Entering Commitments, Beginning Process 199 All Other Bidders Entering Commitments, Beginning Process 200 Entering Minority Participation and Commitments for All Bidders 200 Edit DBE Commitments 207 DBE Acknowledges Minority Participation and Commitment 208 Final Steps for All Bidders 210 Chapter 9: Contractor Checklist 211 Contractor Checklist Overview 212 All Projects 213 Navigate to Contractor Checklist 213 Public Works Employment Verification Form 214 Federally-Funded Projects 217 DBE Commitment 217 Good Faith Effort 217 Non-Federally Funded Projects 220 DB Commitment and Minority Solicitation 220 Chapter 10: Component Item Schedule 221 Component Item Schedule Overview 222 Create a Component Item Schedule for Contractor Designed Component Items 224 View and Update the Component Item Schedule for PennDOT-Designed Components 228 Chapter 11: Contract Awards 230 Contract Award and Execution Overview 231 Sign Contract Contractor 232 Contract Execution 235 Chapter 12: Project Insurance and Bonds 236 Project Insurance Overview 237 PennDOT IT Service Desk (717) 783-8330 / (855) 783-8330 TOC-5 Project Bonds Overview Create and Submit a Performance or Payment Bond Sign a Performance or Payment Bond Delete a Bond in Draft Status Rescind a Bond in Producer Review Status Chapter 13: Using My Work Queue My Work Queue Overview Use My Work Queue to View Documents Awaiting Action and Manage Tasks Chapter 14: Subcontractor Approval Requests Subcontractor Approval Overview Create Subcontractor Approval Request View Subcontractor Approval Requests Subcontractor Subs Request Chapter 15: Authorization for Contract Work Authorization for Contract Work Overview View an Authorization for Contract Work Request Clarification for Authorization for Contract Work Acknowledge an Authorization for Contract Work and Submit to PennDOT Chapter 16: Work Orders Work Orders Overview View Work Orders Chapter 17: Time Extensions Time Extensions Overview Request a Time Extension View a Time Extension Withdraw a Time Extension Chapter 18: Estimates and Adjustments Estimates and Adjustments Overview View Estimates View Adjustments Create and Submit Minority Payments View Minority Payments Chapter 19: Contractor Evaluations Contractor Evaluations Overview Search for and View Prime Contractor Evaluations Search for and View Subcontractor Evaluations Chapter 20: Project Finalization Requirements Project Finalization Requirements Overview PennDOT IT Service Desk (717) 783-8330 / (855) 783-8330 238 239 242 245 247 249 250 251 256 257 258 270 272 286 287 288 291 293 297 298 299 301 302 303 307 308 310 311 312 314 316 320 322 323 325 327 329 330 TOC-6 View the Acceptance Certificate 331 Review the Notification of Final Quantities 332 Appendix A: Bid Items Export / Import Guidelines 336 Export Guidelines 336 Import Guidelines 338 Scenarios where Import is unsuccessful 341 Key points related to Export and Import Feature 346 Import & Submit Guidelines 346 PennDOT IT Service Desk (717) 783-8330 / (855) 783-8330 TOC-7 Chapter 1: Using ECMS · About This Manual · Common ECMS Functions · Navigating in ECMS · Using Search Portals · Go Dropdown · Using Online Help · Printing from ECMS · Publication 408 PennDOT IT Service Desk 2 (717) 783-8330 / (855) 783-8330 About This Manual This manual is arranged in chapters, with each chapter covering a major subset of functionality. The chapters are ordered by business process, beginning with the Business Partner registration in ECMS. The scope of the manual ends with the Finalization of the project. The manual will apply to Contractors and Subcontractors that work with PennDOT and the ECMS system. Bold faced text used in this Publication denotes the following: · Important information · Areas of specific interest to look for on ECMS · Tells users when there are actions (click, enter, or select) in ECMS to follow the steps Red boxes used in this Publication denotes the following in the images: · Location of where actions (clicking, entering, or selecting) need to be completed on ECMS · Specific areas of importance or information on the image PennDOT IT Service Desk 3 (717) 783-8330 / (855) 783-8330 Common ECMS Functions This section covers the common functions within ECMS that are consistent throughout the application. They include: · Logging into the System · Changing your Password · Setting a Password Hint Question · Resetting a Forgotten Password Logging into the System 1. Open Internet Explorer and type in the ECMS web address www.dot14.state.pa.us/ECMS in the Address Bar. The ECMS login page is displayed. PennDOT IT Service Desk 4 (717) 783-8330 / (855) 783-8330 2. Under the Login heading on the lower right side of the ECMS Home Page, enter your User ID and Password in the User ID and Password fields. The User ID is not case sensitive, but the password is. For security purposes, the password entered is represented by asterisks (**). 3. Click the Login button. 4. A security warning as shown below will appear, click the OK button to proceed. PennDOT IT Service Desk 5 (717) 783-8330 / (855) 783-8330 5. The ECMS Home Page is displayed. · If your ECMS screen is idle for 30 minutes, your ECMS session will be ended automatically. You can monitor how many minutes are remaining in your current session by periodically checking the bottom of your screen for the current status message (e.g., "You are currently logged in as (Your Name). If this is incorrect, please login. Your session will timeout in XX minutes.") · After 25 minutes, a pop up window will appear asking if you wish to avoid being logged out, select Yes and the session time is set back to 30 minutes. · To change or reset your ECMS password, you must be logged into the system. · When you log into the system, your username will appear under Logout at the top of the screen. To view the user groups assigned to you, click on the user name hyperlink. The list of user groups will be displayed. · When you are finished working in ECMS, be sure to click on the Logout hyperlink in the upper corner of the ECMS Banner to end your session. DO NOT click on the X in the Upper right U U corner. Logging Out 1. Click the Logout hyperlink in the upper right corner of the ECMS Home Page. (DO NOT click on U U the on the X in the upper right corner.) 2. Your ECMS session is closed and the ECMS Login Page is redisplayed. PennDOT IT Service Desk 6 (717) 783-8330 / (855) 783-8330 Changing Your Password · ECMS requires the password to be changed every 60 days. · A password can be manually changed at any time. 1. Login to ECMS. 2. At the ECMS Home Page, under the Links Heading, click on Change User Password. You will be redirected to the old, Legacy ECMS Change Profile Information screen. If you are not redirected, you can go to https://www.dotdom2.state.pa.us and login to ECMS. Please note 32TU U32T that Legacy ECMS ( https://www.dotdom2.state.pa.us ) must be accessed using Internet 3 2T 32T Explorer Web Browser, it will not work on other web browsers. Once logged-in, select Administration and then Application Security and click the Change User Profile link to access the screen below. PennDOT IT Service Desk 7 (717) 783-8330 / (855) 783-8330 3. Enter your password in the Current Password field; enter your new password in the New Password field and again in the Confirm Password field. 4. Click the Submit button at the bottom of the screen. When finished, click on Logout in the navigation bar and OK on the successive message. The old ECMS Welcome Page is displayed. Click on the X in the upper right corner of the screen to close the old ECMS application. The ECMS Home Page is displayed. 5. At the ECMS II Home Page, click the Logout hyperlink in the upper right hand corner of the screen. 6. You may login to ECMS following the password change. (Note: it may take several minutes for the password change to become effective.) PennDOT IT Service Desk 8 (717) 783-8330 / (855) 783-8330 Setting a Password Hint Question ECMS provides an option whereby a user can reset a password which they have forgotten, enabling them to access the system without contacting the ECMS Administrator. In order to utilize this option, the user must first provide the system with the answer to one of several pre-programmed questions so that only they will be able to answer the question, if necessary, to reset their password. 1. Go to the old Legacy ECMS webpage at https://www.dotdom2.state.pa.us . 32T 32T 2. Enter your User ID in the first space of the User ID / Password field and enter your Password in the second space, then click the Go button. Note: this is the same User ID and Password combination used for ECMS. PennDOT IT Service Desk 9 (717) 783-8330 / (855) 783-8330 3. From the navigation bar, click Administration and then click Administration Security. The Application Security screen is displayed. 4. Click the Change User Profile hyperlink. The Change Profile Information screen is displayed. PennDOT IT Service Desk 10 (717) 783-8330 / (855) 783-8330 5. Click the drop-down arrow in the Question field and select the question you wish to answer. 6. Type your answer in the Answer field. PennDOT IT Service Desk 11 (717) 783-8330 / (855) 783-8330 7. Type your password in the Current Password field. 8. Click the SUBMIT button. Click OK at the success message prompt and the ECMS home page is displayed. PennDOT IT Service Desk 12 (717) 783-8330 / (855) 783-8330 Resetting a Forgotten Password 1. Go to the old Legacy ECMS webpage at https://www.dotdom2.state.pa.us . 32T 32T 2. From the navigation bar, click on the Forgot Your Password hyperlink. The User ID text box is displayed. PennDOT IT Service Desk 13 (717) 783-8330 / (855) 783-8330 3. Enter your User ID in the text box and click the GO button. The Automated Password Reset screen is displayed. 4. Enter the answer to the question displayed in the Question field. PennDOT IT Service Desk 14 (717) 783-8330 / (855) 783-8330 5. Enter your new password in the Reset Password field and again in the Confirm Password field. 6. Click the Submit button at the bottom of the screen. Click OK at the success message. The old ECMS Welcome Page is displayed. 7. You may log back into ECMS after resetting your password. (Note: it may take several minutes for the password change to become effective.) PennDOT IT Service Desk 15 (717) 783-8330 / (855) 783-8330 Navigating Within ECMS Typical ECMS Screen Layout Elements of a typical ECMS screen containing some of the new features are described in the table below. Screen Element ECMS Banner Description Logout Hyperlink Appears in far-right corner of ECMS Banner (once logged into ECMS) Current User Hyperlink Current User Name appears in far-right corner of ECMS Banner. Menu Bar Located at top of screen used to navigate between functional areas. Home/Site Index/Help Hyperlinks Toolbar Message Area Screen Title Common Headers Section Headings Required Fields Appear in far-left corner of ECMS Banner: Displays buttons for the most common operations on the current screen (replaces most pop-up messages) displays all informational, warnings and error messages Displays name of current screen Provide common information and hyperlinks to other areas of ECMS as follows: --Project hyperlink to main screen with more information (just one click away) -- quick jump capability by changing project number and clicking the GO button Screens are divided into sections and sub-sections and contain buttons or hyperlinks to create or edit section data. Required fields denoted with a flag icon. PennDOT IT Service Desk 16 (717) 783-8330 / (855) 783-8330 ECMS Banner The ECMS banner always appears at the top of the screen. It contains links to the ECMS Homepage, Site Index and Help. It also contains a logout hyperlink which only appears after you have logged into ECMS. Home, Site Index and Help ECMS Banner Logout Menu Bar The Menu Bar is displayed near the top of the ECMS Homepage. When you click on one of the menu bar options, a sub-menu is displayed. Menu Bar Clicking on a sub-menu option, navigates you to a specific screen. Tool Bar The toolbar is displayed immediately under the menu bar and displays buttons for the most common functions (for example, the Save and Save & Exit) on the current screen. Tool Bar PennDOT IT Service Desk 17 (717) 783-8330 / (855) 783-8330 Message Area (replaces most pop-up messages) Confirmation and Error Messages will display in the message area at the top of the screen under the Menu Bar. Error messages are displayed with an X next to the message and appear in red and bold type. Confirmation messages are displayed with an informational icon next to the message and appear in black. Error Message Confirmation Message Screen Title The screen title appears near the top of the screen and displays the name of the current screen Screen Title Common Headers Common headers appear near the top of the screen and provide common information and hyperlinks to other areas of ECMS. The Project header shown below contains a quick jump field allowing you to jump to another project. Header Quick Jump PennDOT IT Service Desk 18 (717) 783-8330 / (855) 783-8330 Section Headings ECMS screens are divided into sections and sub-sections containing buttons or hyperlinks to create or edit section data. Section Headings Required Fields Required fields are denoted with a flag icon as shown on the screen below. Required Fields PennDOT IT Service Desk 19 (717) 783-8330 / (855) 783-8330 Common Selection Screens Common Selection screens throughout ECMS allow you to select entries to be added. The selection screen shown below is used to add subcontractors to the project. Filters are available to search within lists and/or sort lists to quickly locate entries you need. PennDOT IT Service Desk 20 (717) 783-8330 / (855) 783-8330 Using Search Portals ECMS utilizes Portal screens to search for information and documents for various functions. For example, the screen below is an example of a Portal screen and shows the Projects Portal used to search for projects via custom searches or express searches. Other useful search portals are available in ECMS and how to access them are shown in the table below. Portals Available Contractors Bid Package Bid Results Forum Projects Estimates Work Orders Site Activities Source of Supply Asphalt-Diesel Prices Item Price History Master Items Special Provisions Steel Prices Work Class Codes Equipment Inventory Menu Option Business Partner Solicitation Contractors Solicitation Contractors Solicitation Construction Projects Construction Projects Construction Projects Construction Projects Construction Projects Construction Projects Resources Construction Projects Resources Construction Projects Resources Construction Projects Resources Construction Projects Resources Construction Projects Resources Construction Projects Resources PennDOT IT Service Desk 21 (717) 783-8330 / (855) 783-8330 Search for a Construction Project 1. Begin at the ECMS Homepage, Click Construction Projects on the Menu Bar and Select Projects. The Projects Portal is displayed. 2. At the Project Portal screen, click the Advanced Search hyperlink under the Project Search heading. 3. The Project Search screen is displayed. At the Project Search screen, enter your search criteria and click the Search button on the toolbar. PennDOT IT Service Desk 22 (717) 783-8330 / (855) 783-8330 4. The Search Results screen is displayed. 5. If not satisfied with the results, click the Refine Search button on the toolbar and revise your criteria, or click the Clear button on the toolbar to begin over. 6. If satisfied with results, click on a Project Number hyperlink. The Project Information screen for that project will display. 7. If you want to save and retrieve the search again at a later time, continue to the next topic. Note: If no Criteria is entered in the Project Search screen, the search results will be limited to 500 records. PennDOT IT Service Desk 23 (717) 783-8330 / (855) 783-8330 Go Dropdown · Navigation within ECMS can also be done with this tool. · Before selecting the Go dropdown on a screen make sure the information that has been entered on the screen is saved. If the information is not saved the user will have to re-enter it. · The options within the Go dropdown change depending on what screen the user is on. PennDOT IT Service Desk 24 (717) 783-8330 / (855) 783-8330 Using Online Help · From anywhere within ECMS you will always see the banner across the top of the screen. The banner contains three helpful links: Home, Site Map and Help. · Context sensitive help is also available from most screens by clicking on the Help button on the toolbar and selecting Screen Help. · For specific security questions, such as who may access a specific screen in a given status (e.g., "Who can submit a bid?"), users may access the security function within the ECMS. To do this, while on any ECMS screen, click Help on the toolbar and select Application Permissions to display that screen's security settings. 1. The ECMS banner contains three links: Home, Site Index and Help. The table below shows the result of clicking on each of these links. Hyperlink Home Site Map Help Results Clicking on this hyperlink from anywhere in ECMS returns you to the ECMS Homepage. Clicking on this hyperlink displays an index of ECMS pages divided by sections with hyperlinks for quick jump capability Clicking on this hyperlink opens a separate pop-up window and displays a listing of ECMS Help topics and sub-topics. 2. Click the Help hyperlink on the ECMS banner. PennDOT IT Service Desk 25 (717) 783-8330 / (855) 783-8330 3. A separate pop-up window opens on top of the current window as shown below. Context Sensitive Help and Application Permissions 1. Click the Help button on the toolbar and select Screen Help for context sensitive help from within most function screens. PennDOT IT Service Desk 26 (717) 783-8330 / (855) 783-8330 2. Click the Help button on the toolbar and select Application Permissions for specific security questions, such as who may access as specific screen in a given status (e.g., "Who can submit a bid?") and the screen's security settings in addition to the users who may access the security function within the ECMS applications. PennDOT IT Service Desk 27 (717) 783-8330 / (855) 783-8330 Printing from ECMS · ECMS provides print screen capability from any ECMS screen that allows a screen to be printed in its entirety as noted below. · Note: When printing an ECMS screen within an application, be sure to use the Printer Icon on the on the ECMS toolbar, not the Printer Icon on the Internet Browser or the File/Print option in the Internet Browser Menu. This will ensure that the entire screen is printed, otherwise only the viewable portion of the screen will be printed. · When printing a file that is downloaded from ECMS, first open the file and then use the File/Print option in the menu to print within the application system (e.g. Adobe, Word). Print an ECMS Screen 1. From any ECMS application screen, click on the Printer icon on the ECMS toolbar. A separate pop-up window appears on top of the current window with the screen to be printed. 2. When you right click anywhere on the new open window a sub-menu is displayed. Select Print on the sub-menu. PennDOT IT Service Desk 28 (717) 783-8330 / (855) 783-8330 3. Click the Print button on the print dialog box to send the screen to the printer. PennDOT IT Service Desk 29 (717) 783-8330 / (855) 783-8330 Publication 408 Publication 408 contains current Construction Specifications for PennDOT projects and can be accessed directly from ECMS or it is accessible from the public PennDOT website ( https://www.PennDOT.gov ). 32T 32T Accessing Publication 408 from ECMS 1. From the toolbar select References, then Publications, and then select Forms and Publications. 2. Users will be redirected to the Forms, Publications, and Maps page of the public Penndot website. PennDOT IT Service Desk 30 (717) 783-8330 / (855) 783-8330 3. Click the dropdown for Number of Items. 4. Select All PennDOT IT Service Desk 31 (717) 783-8330 / (855) 783-8330 5. Select "Ctrl" & then "F" on your keyboard, a Find window will appear on your screen. 6. Type in 408 and select "Enter" on your keyboard 7. Navigate to Pub 408 Highway Construction Specifications 8. Select the Publication Name 9. Select the Version of Pub 408 that the contract specifies. PennDOT IT Service Desk 32 (717) 783-8330 / (855) 783-8330 10. Select the Change Number that is applicable to your contract. The effective date is listed to the right. 11. Publication 408 will open PennDOT IT Service Desk 33 (717) 783-8330 / (855) 783-8330 Accessing Publication 408 on Public PennDOT Website. 1. Go to the public PennDOT website, ( https://www.PennDOT.gov ). 32T 32T 2. Select Forms, Pubs, & Maps Link. Note: Site is updated frequently and link location is subject to change. 3. Repeat steps 3 to 11 from Accessing Publication 408 from ECMS section. PennDOT IT Service Desk 34 (717) 783-8330 / (855) 783-8330 Chapter 2: Business Partner Registration · Business Partner Registration · Completing & Mailing an AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS · Completing & Submitting an Electronic Registration Form · Tips to Complete the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS · Common Business Partner Registration Mistakes PennDOT IT Service Desk 35 (717) 783-8330 / (855) 783-8330 Business Partner Registration · Business Partner Registration does NOT replace the Prequalification and DBE/DB Certification processes. The ECMS system automates the Business Partner Registration Process by providing the necessary forms online that can be downloaded, printed and completed for submission to PennDOT, as well as the ability to register electronically. In order to do business with PennDOT, you must become a Registered Business Partner. Public users (non-registered users) have access to some information in ECMS, but Business Partners have access to more information than what is available to the public. ECMS Business Partner registration is the first step in the process that provides the ability to perform services for PennDOT and requires a higher level of access. Once the registration for your organization is complete, an email will be sent to the Security Administrator, as designated on the electronic registration form, providing an ECMS User ID and Password. This will allow your Security Administrator to: · Establish User IDs and passwords for other users within your company. · Assign users in your company to security groups, allowing these users to see, enter and submit information for your company, based on the level of security provided by the security group. · Delete users for your company. · Reset passwords for your users. A Business Partner can register to do business as one or more of the following types: Doing Business As Type: · Prime Contractor on any construction project · Subcontractor on any construction contract · Disadvantaged Business Enterprise (DBE) Supplier · Diverse Business (DB) Supplier · Service Provider (for example, hauling, mowing, snow removal, etc.) Prime or Subconsultant providing engineering design or construction services Register As: Construction Contractor Consultant A Municipality that participates in a PennDOT construction contract providing funding and expecting reimbursement needs to register as a Government Sector Business Partner. · If you are already registered as one type of business partner and need to add another to your registration, please contact the IT Service Desk at 717-783-8330 or toll free 855-783-8330 for instructions on how to request this addition. PennDOT IT Service Desk 36 (717) 783-8330 / (855) 783-8330 The following table describes the steps, users and functions that comprise the Business Partner Registration process. Step Download and print the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS from ECMS. Complete the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS. Once you have completed this three-page agreement correctly, you must then complete the electronic registration form. Information on both the three-page agreement and the electronic registration form must be the same. Complete the electronic registration form. Verify the information on the electronic registration form is the same as the information on the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS and submit the electronic registration form. Mail the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS to PennDOT. This three-page agreement must be received by PennDOT within 45 days of submitting the electronic registration form. PennDOT receives the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS and electronic registration form; approves the request. (usually within 2 weeks) Upon approval of the Business Partner Registration, ECMS sends an email notification to the Business Partner Administrator with the Security Administrator User ID and Password. The Business Partner Security Administrator assigns contractor employee user ids and passwords. User Contractor Contractor Contractor Contractor PennDOT ECMS Contractor · Registering to become a Business Partner is a two-step process. Once you have completed the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS correctly, you must then complete the electronic registration form. · The information on both the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS and the electronic registration form must be the same. · The AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS must be received by PennDOT within 45 days of completing your electronic registration form. Your business partner registration is not complete until PennDOT receives this three-page agreement. · Typically, it takes two weeks from receipt of the electronic registration form and correctly completed AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS for PennDOT to complete the approval process and send email notification to your company. · Please see "Tips to Complete the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS" section of this chapter for assistance in completing this agreement. · Please note that Legacy ECMS ( https://www.dotdom2.state.pa.us ) must be accessed using 3 2TU U32 T Internet Explorer Web Browser to complete your business partner registration; other web browsers will not work. PennDOT IT Service Desk 37 (717) 783-8330 / (855) 783-8330 Completing & Mailing an AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS 1. From the navigation bar in Legacy ECMS (www.dot2.state.pa.us), select Business Partner and click on Registration. The Business Partner Registration screen is displayed. 2. Under Select Business Partner Type to make BP Agreement File available, select Private Sector Organization. PennDOT IT Service Desk 38 (717) 783-8330 / (855) 783-8330 3. Click on the icon above Business Partner Agreement.pdf. The AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS to PennDOT Systems appears in the browser window. 4. Read the instructions in the document. Print, complete and submit the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS to PennDOT within 45 days of completing your electronic registration form. Mail this completed three-page agreement to the address indicated on it. Note: Your business partner registration is not complete until PennDOT receives this three-page agreement. PennDOT IT Service Desk 39 (717) 783-8330 / (855) 783-8330 Completing & Submitting an Electronic Registration Form 1. From the navigation bar in Legacy ECMS ( https://www.dotdom2.state.pa.us ), select Business 32T 32T Partner and click on Registration. The Business Partner Registration screen is displayed. 2. Click the Private Sector Organization button. PennDOT IT Service Desk 40 (717) 783-8330 / (855) 783-8330 3. Click the Register button at the bottom of the screen to complete and submit the electronic registration form. The Business Partner Registration screen is displayed 4. Complete each of the five tabs as outlined in the table below. PennDOT IT Service Desk 41 (717) 783-8330 / (855) 783-8330 Tab Instructions General Information 1. Complete the Business Partner Business Name and list Inc., Co., trade name, d/b/a, etc. 2. Enter the Federal ID Number. 3. Enter the business phone number and fax. 4. State the number of employees this business has at this location. 5. Check the box next to "Construction Contractor". Legal Address 1. Click the Legal Address Tab. 2. Enter the complete legal address of the business. Mailing Address 1. Click the Mailing Address Tab. 2. If the mailing address is the same as the legal address of the business, click the checkbox next to Same as Legal Address. This will pre-fill the address information on the screen. 3. If the mailing address is different than the legal address, enter the information in the appropriate fields. Administrator Information 1. Click the Administrator Information Tab. 2. Enter the Administrator's name, phone number and email address. Authorized Signatory 1. Click the Authorized Signatory Tab. The Authorized Signatory tab refers to the 2. Enter the Authorized Signer's name, title, phone person who signed the AGREEMENT TO number, and email. AUTHORIZE ELECTRONIC ACCESS TO 3. Enter the name of the witness to this three-page PENNDOT SYSTEMS on the firm's behalf. agreement in the Attested by Name field. 4. Enter the Title of the witness in the Attested by Title field. 5. Enter the phone number of the witness in the Attested by Phone Number field. PennDOT IT Service Desk 42 (717) 783-8330 / (855) 783-8330 5. Click the Submit button when you have entered information in all of the tabs. An email notification is generated and sent to the PennDOT Registrar. A confirmation message is displayed. Click OK to continue. A "success" message is displayed. Click OK on the "success" message to continue. An email notification is generated and sent to the PennDOT Registrar. 6. Upon approval, an email notification with a Business Partner assigned ID and an ECMS Administrator User ID and Password will be sent to the Business Partner. PennDOT IT Service Desk 43 (717) 783-8330 / (855) 783-8330 Tips to Complete the AGREEMENT TO AUTHORIZE ELECTONIC ACCESS TO PENNDOT SYSTEMS Registering to become a Business Partner is a two-step process. Once you have completed the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS correctly, you must then complete the electronic registration form. Information on both the three-page agreement and the electronic registration form must be the same. In order to expedite the execution of your AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS, please follow the tips below: For the First Page of this Agreement: 1. In the first paragraph, first line, please do NOT enter a date. The Department will enter the date once the signature process is completed. 2. Under "Name of Business", place your company's name and list Inc., Co, trade name, d/b/a, etc. 3. Please use your legal mailing address and phone number. For the Second Page of this Agreement: 1. No Action is necessary. For the Third Page of this Agreement: 1. In the top right-hand corner, please use the same Business Name from the first page, as noted in the first page item 2 above. 2. On the left-hand side under Attester's name, the Attester for a Corporation should have the title of Corporate Secretary, Corporate Treasurer, Assistant Corporate Secretary, or Assistant Corporate Treasurer. Anyone can attest for a Sole Proprietorship, General Partnership, Limited Partnership, or Limited Liability Company. The Attester for each party of a Joint Venture should also adhere to these requirements, depending on the type of legal entity involved. Be very careful of the title you use. 3. On the right-hand side under signature, the Signatory for a Corporation should have the title of President or Vice President. The Signatory for a Sole Proprietorship should have the title of Owner. The Signatory for a General Partnership or Limited Partnership should have the title of General Partner. The Signatory for a Limited Liability Company should have the title of Member or Managing Member. The Signatory for each party of a Joint Venture should also adhere to these requirements, depending on the type of legal entity involved. Be very careful of the title you use. PennDOT IT Service Desk 44 (717) 783-8330 / (855) 783-8330 Common Business Partner Registration Mistakes Most common mistakes that are made when completing either the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS OF PENNDOT SYSTEMS or the electronic registration form are as follows: AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS OF PENNDOT SYSTEMS · One of the main reasons that this agreement is returned by PennDOT's Legal Department for correction, asking "What type of business entity?", is due to a company neglecting to list Inc., Co., trade name, d/b/a, etc. under "Name of Business." The type of entity is required to determine who must sign on the last page of this agreement on the right-hand side. · Another common reason that these agreements are returned by PennDOT's Legal Department for correction is that the title of the Signatory is incorrect. The Signatory for a Corporation should have the title of President or Vice President. The Signatory for a Sole Proprietorship should have the title of Owner. The Signatory for a General Partnership or Limited Partnership should have the title of General Partner. The Signatory for a Limited Liability Company should have the title of Member or Managing Member. The Signatory for each party of a Joint Venture should also adhere to these requirements, depending on the type of legal entity involved. Electronic Registration Form · The person who completed and signed the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS did not complete the electronic registration form, so the information that is entered for the electronic registration form, such as the signatory name, legal address, or phone number, does not match the AGREEMENT TO AUTHORIZE ELECTRONIC ACCESS TO PENNDOT SYSTEMS. · The signatures on the Authorized Signatory Tab are in the wrong order. The Signatory from the right-hand side of the three-page agreement should be entered at the top of this tab, and the Attester from the left-hand side of the three-page agreement should be entered at the bottom of this tab. Complete the three-page agreement first, and then complete the electronic registration form shortly thereafter. Then, verify that the information on the three-page agreement matches the electronic registration form. Once this verification is made, you can then submit the electronic registration form to PennDOT and mail the three-page agreement to the address indicated on it. PennDOT IT Service Desk 45 (717) 783-8330 / (855) 783-8330 Chapter 3: Security Administration · Security Administration Overview · Access Rights for Prime Contractors and Subcontractors · Initial Login Requirements After Registration & Receipt of Password · Create Business Partner Users · Delete Business Partner Users · Security Administration Maintenance · Change a Business Partner User's Personal Information · Change a Business Partner User's Security Group · Change Business Partner Registration Information · Add an Office PennDOT IT Service Desk 46 (717) 783-8330 / (855) 783-8330 Security Administration Overview Once the business partner registration has been approved, the ECMS Administrator, listed on the registration form, will receive an email notification of the business partner approval. This email will include an administrator user ID and password. The Application Security function within ECMS allows the business partner administrator to create and maintain users and maintain business partner information. The business partner's ECMS Administrator will have the authority to create Business Partner users, including a User ID, password, and appropriate security access rights as well as maintain name, phone number, and e-mail information for each user. The business partner's ECMS Administrator will also maintain user information and make any changes as necessary, for example, resetting passwords or changing other user information as necessary. The business partner's ECMS Administrator will also be able to update the business partner's company information, for example, adding a new office location to the business partner. ECMS allows users to reset their password without having to contact the administrator by providing an answer to a pre-set "challenge" question. Every user will have the ability to select a challenge question and enter its answer. The steps to perform this task are summarized in Chapter 1 of this manual. The steps outlining security administration are below: Step User Complete and submit the business partner registration. Business Partner Approve the business partner registration. PennDOT Upon approval of the business partner registration, an ECMS automatic email notification is sent to the business partner's ECMS Administrator. The business partner's ECMS Administrator receives the Business Partner ECMS email notification and has access to login to ECMS. Administrator Business Partner ECMS Administrator will login to ECMS Business Partner ECMS and will be required to change their password and set a Administrator challenge question for their User ID. Create business partner users for the business partner. Business Partner ECMS Administrator Maintain user and business partner information. (i.e. reset Business Partner ECMS passwords or update company information) Administrator PennDOT IT Service Desk 47 (717) 783-8330 / (855) 783-8330 Access Rights for Prime Contractors and Subcontractors The following table describes, at a high level, the capabilities of the security groups to which a Business Partner's ECMS Administrator can assign users within their firm. They are presented for each Business Partner relationship type. User Group Contractor Principal [ECMS] Contractor Other Officers [ECMS] Contractor Contract Admin [ECMS] Contractor Field Manager [ECMS] Contractor General User [ECMS] ECMS Capabilities · Review and approve/sign contracts · All abilities of Contractor Other Officers · View current prequalification information for their organization, including financial capacity · View Line-of-Credit information for their organization · Submit requests for additional work class codes and inclusion of additional lines-of credit for financial capacity calculation · Submit bids · All abilities of Contractor Contract Admin · Submit questions about a published bid package · Submit post-bid opening forms/information required during contract award · Add/update contractor project team members assigned to a project · Create and submit subcontractor approval requests · Submit requests for a time extension · View official acceptance of a project · Enter and submit information required by FHWA · View and approve/reject Notice of Final Quantities · All abilities of Contractor Field Manager · View items/component items for a project and the associated details · View approved estimates and details about the estimate including payment details · View work orders, work order details and associated authorizations for contract work · View past performance reports for their firm for projects to which they are assigned · View the contract for a project · All abilities of a Contractor General User · View Bid Packages/addenda · View current and original contract amounts for a contract awarded to their organization · Print hard copies of "blank" Performance and Payment Bonds · View officers in corporate structure list · View subcontractor approval and time extension requests submitted by their organization PennDOT IT Service Desk 48 (717) 783-8330 / (855) 783-8330 Initial Login Requirements After Registration & Receipt of Password Please note that Legacy ECMS ( https://www.dotdom2.state.pa.us ) must be accessed using Internet 3 2TU U32 T Explorer Web Browser, other web browsers will not work. After your Business Partner registration has been approved and you have received your Security Administrator ID and Password from PennDOT, you will be required to change your password and select a "challenge" question and answer. You will only be required to do this the first time you login to ECMS. 1. Enter the User ID and password provided in the email you received from PennDOT in the User ID/Password field in the navigation bar. The User ID is not case sensitive, but the password is. For security purposes, the password entered is represented by asterisks (***). Click the GO button. 2. A Login Notice pop-up window is displayed. Read the login notice and then click the OK button. The Change Profile Information screen is displayed. You will be prompted to provide a new password and a challenge question and answer before you are able to proceed. PennDOT IT Service Desk 49 (717) 783-8330 / (855) 783-8330 3. You will be prompted to provide a new password and a challenge question and answer before you are able to proceed. Select a Security Question from the Question drop down list and then enter an answer in the Answer field. 4. Enter the current password in the Current Password field. 5. Enter a new password in the New Password field and re-enter the new password in the Confirm Password field. 6. Click the Submit button at the bottom of the screen. A success message is displayed. Click OK on the success message to continue. 7. In order to continue, you will need to login with the new password. Return to ECMS II Enter the User ID and password in the User ID/Password field in the navigation bar. The ECMS Welcome page is displayed. PennDOT IT Service Desk 50 (717) 783-8330 / (855) 783-8330 Create Business Partner Users Business Partner Administrators have authority to establish Business Partner users, including User Ids, passwords, and security access rights as well as maintain the name, phone number, and e-mail information for each user. 1. Select Administration from the navigation bar and then select Application Security. The Application Security home page is displayed. 2. Click Create User. The Business User Maintenance screen is displayed. PennDOT IT Service Desk 51 (717) 783-8330 / (855) 783-8330 3. Enter the first name, middle initial, last name and suffix (if applicable) in the User Name field. The user name you assign will appear in all the user-lists within the system as well as in any Created By field associated with this user. The user name cannot be duplicated. If your firm has two Robert A Smiths, they must be distinguished in some way. For example, you could use the Suffix field to create Robert A. Smith 1 and Robert A. Smith 2. 4. Complete the remaining contact information as required. The e-mail address you list here will be used to send any system-generated notices to this user. 5. Enter a User ID in the User ID field and a password in the New Password field for this user and repeat the password in the Confirm Password field. PennDOT IT Service Desk 52 (717) 783-8330 / (855) 783-8330 · The User ID must be at least 8 characters. · The password must be at least 6 characters and must contain at least one letter and one number. · The user will be prompted to change the password the first time they log into ECMS 6. Click the ECMSBP Security Groups hyperlink. The list of ECMS Business Partner Security Groups is expanded. 7. Assign the appropriate security groups by clicking in the appropriate Checkbox(es) based on the level of security you wish to provide to this user. A "CONTRACTOR PRINCIPAL" is the highest level of security group and has access to all capabilities of the other "CONTRACTOR" security groups. When selecting "CONTRACTOR PRINCIPAL", do not select "CONTRACTOR OTHER OFFICERS", "CONTRACTOR GENERAL USER", etc. (Refer to the Access Rights for Prime Contractors and Subcontractors section of this chapter for the capabilities of each security group). 8. Click Save & Exit button at the bottom of the screen. A success message is displayed. Click OK to continue. 9. To create additional users, repeat the above steps. PennDOT IT Service Desk 53 (717) 783-8330 / (855) 783-8330 Delete Business Partner Users Business Partner Administrators have authority to establish Business Partner Users as well as delete users from the system. 1. From the navigation bar, select Administration and then select Application Security. The Application Security screen is displayed. 2. Select User Maintenance to locate the user you would like to delete. 3. The Registered Users screen is displayed. Click the User Name hyperlink for the user you want to delete. PennDOT IT Service Desk 54 (717) 783-8330 / (855) 783-8330 4. The Business Partner Maintenance screen is displayed. 5. Click the Delete button at the bottom of the screen. A confirmation message is displayed. Click OK to continue. Then a success message is displayed. Click OK to continue. The Registered BP Users screen is displayed. PennDOT IT Service Desk 55 (717) 783-8330 / (855) 783-8330 Security Administration Maintenance From the Application Security screen, Business Partner Administrators are able to update, reset and change security information for their ECMS users as well as update their personal information. Reset or Change the Business Partner Administrator Password To reset or change the Business Partner Administrator's password, the Business Partner must call the IT Service Desk at 717-783-8330 or toll free at 855-783-8330. Reset or Change a Password for a Business Partner User 1. From the navigation bar, select Administration and click Application Security. The Application Security home page is displayed. 2. Click the User Maintenance hyperlink to locate the user whose password you want to change. 3. The Registered Users screen is displayed. Click the User Name hyperlink for the user whose password you want to change. PennDOT IT Service Desk 56 (717) 783-8330 / (855) 783-8330 4. The Business Partner User Maintenance screen is displayed. 5. Click on the Change Password button at the bottom of the screen. 6. The ECMS Application Security Password screen is displayed. 7. Enter the new password for this user in the New Password field. 8. Repeat the new password for this user in the Confirm Password field. PennDOT IT Service Desk 57 (717) 783-8330 / (855) 783-8330 9. Click on the Save & Exit button at the bottom of the screen. A confirmation is displayed stating the password has been updated. Click OK to continue. You are returned to the Application Security screen. PennDOT IT Service Desk 58 (717) 783-8330 / (855) 783-8330 Change a Business Partner User's Personal Information 1. From the navigation bar, select Administration and click Application Security. The Application Security home page is displayed. 2. Click User Maintenance hyperlink to locate the user you would like to change. 3. The Registered Users screen is displayed. Click the User Name hyperlink for the user whose information you want to change. 4. Click the Edit button at the bottom of the screen. PennDOT IT Service Desk 59 (717) 783-8330 / (855) 783-8330 5. The Business Partner User Maintenance screen is displayed in edit mode. 6. Make necessary changes in the Phone Number, Fax Numbers, or Email Address fields as required. 7. Click the Save & Exit button at the bottom of the screen. A success message is displayed. Click OK to continue. You are returned to the Registered BP Users screen. PennDOT IT Service Desk 60 (717) 783-8330 / (855) 783-8330 Change a Business Partner User's Security Group 1. From the navigation bar, select Administration and click Application Security. The Application Security home page is displayed. 2. Click the User Maintenance hyperlink. 3. The Registered Users screen displays. Click the User Name hyperlink whose security group(s) you would like to change. 4. The Business Partner User Maintenance screen displays. Click the Edit button at the bottom of the screen. PennDOT IT Service Desk 61 (717) 783-8330 / (855) 783-8330 5. The Business Partner User Maintenance screen is displayed in edit mode. 6. Click the ECMSBP Security Groups hyperlink. PennDOT IT Service Desk 62 (717) 783-8330 / (855) 783-8330 7. The list of ECMS Business Partner Security Groups is expanded. 8. Change the security group(s) for this user by clicking in the appropriate checkbox(es) to select or deselect (remove) a security group, based on the level of security you wish to provide to this user. A "CONTRACTOR PRINCIPAL" is the highest level of security group and has access to all capabilities of the other "CONTRACTOR" security groups. When selecting "CONTRACTOR PRINCIPAL", do not select "CONTRACTOR OTHER OFFICERS", "CONTRACTOR GENERAL USER", etc. (Refer to the Access Rights for Prime Contractors and Subcontractors section of this chapter for the capabilities of each security group). 9. Click the Save & Exit button at the bottom of the screen. A confirmation message is displayed. Click OK to continue. A success message is displayed. Click OK to continue. PennDOT IT Service Desk 63 (717) 783-8330 / (855) 783-8330 Change Business Partner Registration Information Business Partner Administrators can view and modify portions of the information for their companyexcept Business Partner Name, Federal ID, Legal Address, and Signatory Name and Title. If the Federal ID has changed for your company, a new business partner registration will be required. If your Business Partner Name, Legal Address, and/or Signatory Name and Title has changed, call the Business Partner Registration Office at 717-705-1501 for direction and next steps. 1. From the navigation bar, select Business Partner and click on My Business Partner Information. 2. The Business Partner Information screen is displayed. Click on the Company Name hyperlink PennDOT IT Service Desk 64 (717) 783-8330 / (855) 783-8330 3. The Business Partner Registration screen is displayed showing the current data for your company. Click the Edit button at the bottom of the screen. 4. The Business Partner Registration screen is displayed in edit mode. PennDOT IT Service Desk 65 (717) 783-8330 / (855) 783-8330 5. Change the information as necessary on each of the tabs on this screen as outlined in the following table. Business Partner Registration Screen General Information 1. Change the phone number, fax number, or email address for the company or the employee information as necessary. 2. Click Save & Exit and changes are saved. 3. You are returned to the Business Partner Information screen. Legal Address The Legal address cannot be changed using this feature. Mailing Address 1. Click the Mailing Address Tab. 2. Enter the new address information. 3. Click Save & Exit and changes are saved. 4. A success message is displayed. Click OK to continue. 5. You are returned to the Business Partner Information screen. Administrator Information 1. Click the Administrator Information Tab. 2. Enter the new Administrator's information (name, phone number and email address). 3. Click Save & Exit and changes are saved. 4. A success message is displayed. Click OK to continue. 5. You are returned to the Business Partner Information screen. Authorized Signatory 1. Click the Authorized Signatory Tab. The Authorized Signatory tab only allows changes to the phone and fax numbers. 2. Enter the new phone and/or fax numbers. 3. Click Save & Exit and changes are saved. 4. A success message is displayed. Click OK to continue. 5. You are returned to the Business Partner Information screen. PennDOT IT Service Desk 66 (717) 783-8330 / (855) 783-8330 Add an Office 1. From the navigation bar, select Business Partner and click on My Business Partner Information. The Business Partner Information screen is displayed. 2. The Business Partner Information screen is displayed. Click on the Company Name hyperlink. 3. The Business Partner Registration screen is displayed. Click on the Add Office button at the bottom of the screen. PennDOT IT Service Desk 67 (717) 783-8330 / (855) 783-8330 4. The Business Partner Office screen is displayed. Enter the Business Office information. 5. Click in the Office Contact tab. The Business Partner Office screen showing the Office Contact fields is displayed. Enter the Contact Information for this business office location. 6. Click the Save & Exit button at the bottom of the screen. A success message is displayed. Click OK to continue. You are returned to the Business Partner Information screen. PennDOT IT Service Desk 68 (717) 783-8330 / (855) 783-8330 Chapter 4: Contractor Prequalification · Contractor Prequalification Overview · Submit Prequalification Application as a Prime Contractor or Subcontractor · Submit Prequalification Renewal Application as a Prime Contractor or Subcontractor · Submit a Line of Credit Form · View Work Class Codes · Request Additional Work Class Codes · View Current Certificate · View Certificates · View Employee List · Reference Information PennDOT IT Service Desk 69 (717) 783-8330 / (855) 783-8330 Contractor Prequalification Overview To perform work on a PennDOT highway and/or bridge bid project, a potential contractor or sub- 1T contractor must be prequalified under a set of PennDOT regulations contained in Title 67, Chapter 457. To become prequalified, a Prequalification Application (Form CS-4300), which is available online on the Engineering and Construction Management System (ECMS) website at https://www.dot14.state.pa.us/ECMS/, must be completed. The application consists of three parts: Part 0T1T 0T1T (1) Contractor's Financial Statement, Part (2) Organization and Experience Statement, and Part (3) Affirmative Action Statement. The Contractor's Financial Statement (Part 1) is not required if application is being made as a subcontractor. Part (1), the Contractor's Financial Statement, must be completed by either a certified public accountant, 1T or a public accountant, registered in accordance with the CPA Law of 26 May 1947, PL 318, as amended by Act No.286 of 1976. PennDOT uses the financial statement and a specific formula to set a maximum financial capacity for dollar amount of work that the potential contractor can perform at one time. Prequalified contractors must renew their prequalification every two years based on their Alpha prefix as follows: (A thru K every even year) (L thru Z every odd year). The prime contractor on any project must perform at least 50% of the proposed work. Subcontractors 1T may perform any work for which they are prequalified. Refer to Publication 408 or the ECMS website for examples of work classification categories. PennDOT IT Service Desk 70 (717) 783-8330 / (855) 783-8330 Submit Prequalification Application as a Prime Contractor or Subcontractor Business Partner Registration does NOT replace the Prequalification and DBE/DB Certification processes. In most cases, contractors are required to be prequalified for PennDOT construction projects through an application process. The types of work of which PennDOT prequalifies are listed in its prequalification applications. Although specialty work-such as trucking, flagging, and street sweeping-does not require prequalification, approval from PennDOT's Prequalification Office as a specialty service is required. To determine if your company is required to prequalify for construction projects or is not required to prequalify for construction projects, call PennDOT's Prequalification Office at either (717) 787-3733 or (717) 787-7032. PennDOT's prequalification applications are available for download and printing from ECMS to complete offline. ECMS allows you to either print the prequalification applications from your browser window or download the prequalification applications to a local drive. Instructions for both methods are provided below. 1. From the menu bar, select Business Partner 2. Then click Contractors PennDOT IT Service Desk 71 (717) 783-8330 / (855) 783-8330 3. The Contractor Portal Home screen is displayed. From this screen, the various Prequalification Forms are located on the right under the Prequalification header. 4. Click the New Prequalification Application - Prime or New Prequalification Application Subcontractor hyperlink. 5. You may be prompted to open or save the application. If so, click the Open button. The application opens in the browser window. 6. Click the File tab and then click Print. The prequalification application prints to your default printer. PennDOT IT Service Desk 72 (717) 783-8330 / (855) 783-8330 7. To save the prequalification application, click the File tab and then click Save. You will be prompted to designate a location of which to save this application. 8. After printing the prequalification application, complete it, and mail it, along with any supporting documentation, to the Prequalification Office. PENNSYLVANIA DEPARTMENT OF TRANSPORTATION BUREAU OF PROJECT DELIVERY ATTENTION: PREQUALIFICATION OFFICE 400 NORTH STREET 7th FLOOR NORTH HARRISBURG, PENNSYLVANIA 17120-0094 9. Employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" will be notified via email when the prequalification application is approved. If a prequalification application is disapproved, the Prequalification Office will mail this notification to the address that was provided in the prequalification application. Employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" or "Contractor Other Officers" can view/print your Prequalification Certificates through ECMS. (See Viewing Certificates section of this chapter) Please be aware that PennDOT contacts the project references that you provide in your prequalification application. The primary reason that a prequalification application is disapproved is that one or more of your project references have not responded to the letter that PennDOT sent to them. PennDOT IT Service Desk 73 (717) 783-8330 / (855) 783-8330 Submit Prequalification Renewal Application as a Prime Contractor or Subcontractor A contractor is responsible for maintaining its Prequalification Certificate and must, in general, be renewed every 2 years. 90 days prior to the expiration of your Prequalification Certificate, ECMS generates an automated email to the employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" as a courtesy reminder to complete and mail a prequalification renewal application. When a Prequalification Certificate expires, ECMS generates an automated email to the employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" as a notification of this change of prequalification status. 1. From the menu bar, select Business Partner 2. Then click Contractors 3. The Contractor Portal Home screen is displayed. PennDOT IT Service Desk 74 (717) 783-8330 / (855) 783-8330 4. Click the Prequalification Renewal - Prime or Prequalification Renewal Subcontractor hyperlink. 5. You may be prompted to open or save the application. If so, click the Open button. The application opens in the browser window. 6. Click the File tab and then click Print. The prequalification application prints to your default printer. 7. To save the document, click the File tab and then click Save. You will be prompted to designate a location of which to save this application. 8. After printing the prequalification application, complete it, and mail it, along with any supporting documentation, to the Prequalification Office. PENNSYLVANIA DEPARTMENT OF TRANSPORATION BUREAU OF PROJECT DELIVERY ATTENTION: PREQUALIFICATION OFFICE 400 NORTH STREET 7TH FLOOR NORTH P P HARRISBURG, PENNSYLVANIA 17120-0094 PennDOT IT Service Desk 75 (717) 783-8330 / (855) 783-8330 Submit a Line of Credit Form A line of credit statement is not required to be approved as a prime contractor; however, a line of credit statement will increase a prime contractor's bidding capacity. A subcontractor should not submit a line of credit statement. A prime contractor is responsible for maintaining its line of credit statement and must be renewed every year. 30 days prior to the expiration of your line of credit statement, ECMS generates an automated email to the employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" as a courtesy reminder to complete and mail a line of credit statement. Any alterations to PennDOT's line of credit statement will invalidate the statement and not be approved. 1. From the menu bar, select Business Partner 2. Then click Contractors 3. The Contractor Portal Home screen is displayed. PennDOT IT Service Desk 76 (717) 783-8330 / (855) 783-8330 4. Click the Line of Credit Form hyperlink. 5. You may be prompted to open or save the statement. If so, click the Open button. The statement opens in the browser window. 6. Click the File tab and then click Print. The statement prints to your default printer. 7. To save the document, click the File tab and then click Save. You will be prompted to designate a location of which to save this statement. 8. After printing the line of credit statement, complete it, and mail it, along with any supporting documentation, to the Prequalification Office. Department of Transportation Prequalification Office 400 North Street 7th Floor North P P Harrisburg, Pennsylvania 17120-0094 PennDOT IT Service Desk 77 (717) 783-8330 / (855) 783-8330 View Work Class Codes The work class code link from the Contractor Information page allows you to view the types of work of which PennDOT prequalifies contractors. PennDOT will assign these work class codes to a contractor based on the actual experience that the contractor demonstrates to PennDOT as a contractor of record, or as an approved subcontractor, through the responses of its project references. 1. From any screen, select Construction Projects. Then, from the sub-menu, select Resources. 2. Click Work Class Codes. 3. The Work Class Codes screen is displayed. The Work Class Codes are organized by Groups, such as Earthwork, Pavement, and Structures. PennDOT IT Service Desk 78 (717) 783-8330 / (855) 783-8330 4. To see the work class codes that have been assigned to your company, go to the Contractor Portal by selecting Business Partner, then Contractors. Finally, select Contractor Information. 5. In the Contractor Prequalified screen, the contractor's assigned work class codes are listed in the Work Class Codes sub-portal. PennDOT IT Service Desk 79 (717) 783-8330 / (855) 783-8330 Request Additional Work Class Codes If your firm gains experience in work types that have not been assigned by PennDOT, you may request the assignment of their work class codes through the completion and submittal of an Additional Codes Request Form. 1. From the menu bar, select Business Partner and then click Contractors. The Contractor Portal screen is displayed. From this screen, the various Prequalification Forms are located on the right under the "Prequalification" header. 2. Under the Prequalification sub-portal, click the Additional Code Request hyperlink. 3. You may be prompted to open or save the Additional Codes Request Form. If so, click the Open button. The form opens in the browser window. 4. Click the File tab and then click Print. The form prints to your default printer. 5. After printing the form, complete it, and mail it, along with any supporting documentation, to the Prequalification Office. PENNSYLVANIA DEPARTMENT OF TRANSPORATION BUREAU OF PROJECT DELIVERY ATTENTION: PREQUALIFICATION OFFICE 400 NORTH STREET 7TH FLOOR NORTH P P HARRISBURG, PENNSYLVANIA 17120-0094 PennDOT IT Service Desk 80 (717) 783-8330 / (855) 783-8330 View Current Certificate Only employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" or "Contractor Other Officers" can view your Prequalification Certificate. The Prequalification Certificate shows a snapshot of data, including the contractor's basic information, maximum bidding capacity, assigned work class codes, and total lines of credit, as well as information about the certificate itself, such as effective/expiration dates and the reason why the certificate was generated. 1. From the menu bar, select Business Partner and then click Contractors. The Contractor Portal screen is displayed. 2. Click the Current Certificate link. 3. The current Prequalification Certificate is displayed. PennDOT IT Service Desk 81 (717) 783-8330 / (855) 783-8330 View Certificates Contractors may have multiple certificates depending on maintenance done to their contractor prequalification information over time. For example, when PennDOT removes a work class code from a contractor, or when a line of credit expires, a new certificate is generated. Then,ECMS generates an automated email to the employees of your company that have been assigned the Business Partner Security Group of "Contractor Principal" as a notification of this change of prequalification status. This screen displays a chronologically sorted list of all Prequalification Certificates for a specified contractor, including both current and expired certificates. The list of certificates is sorted by effective date, from newest to oldest. 1. From the menu bar, select Business Partner and then click Contractors. The Contractor Portal screen is displayed. 2. Click the Certificate History link. 3. The Certificates screen is displayed. If multiple certificates exist, they are sorted by Effective date, from newest to oldest. PennDOT IT Service Desk 82 (717) 783-8330 / (855) 783-8330 View Employee List Employees of your company that have been assigned any contractor Business Partner Security Group can view your key employees, such as officers and superintendents. The Prequalification Office maintains this list depending on the information that you provide in your prequalification applications. This listing is sorted alphabetically by employee first name. 1. From the menu bar, select Business Partner and then click Contractors. The Contractor Portal screen is displayed. 2. Click the Employees hyperlink in the Express Searches sub-portal. 3. The Employees screen is displayed. Click the Employee Name hyperlink to view additional employee details. PennDOT IT Service Desk 83 (717) 783-8330 / (855) 783-8330 4. The Employee screen is displayed. The Employee screen lists various positions of officers in a contractor's corporate structure. The primary positions of interest are Owners, Superintendents, and Equal Employment Opportunity (EEO) Officer. Other positions of secondary concern are CEO, Foreman, General Manager, or any user defined office, such as Secretary/Treasurer. In addition to employee title, First Name, Middle Initial and Last Name will be captured as well. A contractor is required to provide information about all of the Owners, Superintendents and Other Officers and to identify one EEO Officer. PennDOT IT Service Desk 84 (717) 783-8330 / (855) 783-8330 Reference Information Please refer to the following sources for additional information regarding prequalification and contractor responsibility. Title 67, Chapter 457, Prequalification of Bidders: https://www.pacode.com/secure/data/067/chapter457/chap457toc.html 34T U U34T Contractor Responsibility Program: https://www.oa.pa.gov/Policies/md/Documents/215_9.pdf 34T PennDOT IT Service Desk 85 (717) 783-8330 / (855) 783-8330 Chapter 5: Contractor Portal · Contractor Portal Overview · View Contractor Portal · Search for a Contractor PennDOT IT Service Desk 86 (717) 783-8330 / (855) 783-8330 Contractor Portal Overview The Contractor Portal is available to Business Partners, Public and PennDOT users and is accessed by the Contractors option under Business Partner in the menu bar. The hyperlinks available on this page are based on the specific user's security level. The Contractor Portal provides access for Contractors to their Contractor screen, Certificate History, or Employees. In addition, Contractors may download a Prequalification Application, view or search for Prequalified and Prequalified Exempt Contractors, and access information about firms that are certified as disadvantaged business enterprises. Service Providers and Suppliers can view their Service screen and access any Pending Minority Participation and Commitment forms requiring their acknowledgment. PennDOT users can access pending applications and Subcontractor Approval Requests, create initial records for new contractors and services, and perform Work Class Code maintenance. PennDOT IT Service Desk 87 (717) 783-8330 / (855) 783-8330 View Contractor Portal 1. From the menu bar, select Business Partner and then click on Contractors. 2. The Contractor Portal page is displayed. 3. Click on an available hyperlink to view information. The following table describes the hyperlinks on the Contractor Portal and their functions by type of user. Hyperlink Additional Code Request Line of Credit Form New Prequalification Application Prime Description Provides access to the Additional Code Request document. (User may print the document from the browser window or download the document file for printing later.) Provides access to the Line of Credit Form document. (User may print the document from the browser window or download the document file for printing later.) Provides access to the New Prequalification Application - Prime document (User may print the document from the browser window or download the document file for printing later.) User(s) Public Contractor Public Contractor Public Contractor PennDOT IT Service Desk 88 (717) 783-8330 / (855) 783-8330 New Prequalification Application Subcontractor Prequalification Renewal Prime Prequalification Renewal Subcontractor Contractor Information Payment and Performance Bonds Employees Current Certificate Certificate History Contractor Evaluations My Labor Taxes & Insurance Import Equipment Provides access to the New Prequalification Application - Subcontractor document (User may print the document from the browser window or download the document file for printing later.) Provides access to the Prequalification Renewal Prime document (User may print the document from the browser window or download the document file for printing later.) Provides access to the Prequalification Renewal Subcontractor document (User may print the document from the browser window or download the document file for printing later.) Provides ability to view information in ECMS for a particular contractor including Available Capacity, Approved Work Class Codes, and Value of Current PennDOT Work. Provides ability to view /access Payment and Performance bonds by status for multiple projects or for a single project. Provides ability to view the list of Employees entered into ECMS and to create a new employee record. This hyperlink is only available for prequalified contractors. Provides access to the certificate showing the contractor's maximum capacity, qualified work class codes, and total lines of credit, as well as information about the certificate itself, such as effective/expiration dates. (Contractors may have multiple certificates depending on maintenance done to their contractor prequalification information.) Provides access to a list of all Prequalification Certificates for a specified contractor including both current and expired certificates. The list of certificates is sorted by effective date, from newest to oldest. Provides access to evaluations done on the contractor. Provides access to labor taxes and insurance information and associated documentation. Allows contractor to import and manage their equipment in ECMS. Public Contractor Public Contractor Public Contractor Contractor Contractor Contractor Contractor Contractor Contractor Contractor Contractor PennDOT IT Service Desk 89 (717) 783-8330 / (855) 783-8330 ECMS DBE Listing PA UCP DBE Listing Provides a list of contractors that are certified as DBEs, registered as ECMS Business Partners, and are either prequalified contractors or designated as a Service or DBE Suppliers. These contractors are available to be listed on the DBE commitment screens in ECMS. Provides a list of DBEs that may not be registered as ECMS Business Partners and therefore may not be available to be listed on the DBE commitment screens in ECMS. Public Contractor Minority Business Enterprise Public Contractor Minority Business Enterprise PennDOT IT Service Desk 90 (717) 783-8330 / (855) 783-8330 Search for a Contractor You may search for a Contractor by Business Partner Name, Type, Work Class Codes and/or Certification Type, including Veteran-Owned Small Businesses (VOSB) and Diverse Businesses (DB). 1. From the menu bar, select Business Partner and then click on Contractors. Select Advanced Search under Contractor Search sub-portal. 2. Advanced Search Screen is displayed below. At least one criterion must be entered to perform a search. 3. Enter the Business Partner name in the Business Partner field or select the magnifying glass to the right of the Business Partner field. A list of contractors will appear, click the "green plus" symbol next to the company you want. PennDOT IT Service Desk 91 (717) 783-8330 / (855) 783-8330 4. Select the type of contractor from the drop-down list in the Type field (e.g. prime contractor). 5. Select the work class code(s) to be included in your search by selecting the magnifying glass to the right of the Work Class Codes input dialogue box. Multiple work class codes may be selected by clicking the boxes near each code. Then select OK in the tool bar. 6. You may select Yes or No from the drop-down list in the Certification field. Note the same result can be found just by clicking DBE. 7. Select Search to execute the search using the parameters defined. The following is an example of what the populated fields look like. PennDOT IT Service Desk 92 (717) 783-8330 / (855) 783-8330 8. The Contractor Search Results screen will display. Note: This search was executed using only the work class codes shown above. All other inputs were deleted. 9. Click on the Business Partner hyperlink for the contractor you wish to view. The Contractor screen is displayed displaying contractor information. PennDOT IT Service Desk 93 (717) 783-8330 / (855) 783-8330 Chapter 6: Searching for Projects and Plans · Searching for Projects and Plans Overview · Viewing the Bid Package Portal · View New Postings (last 2 weeks) · View Bid Packages by Let Date (next 52 weeks) · Search for a Bid Package · Bid Package Hyperlinks · General Information · Pre-Bid Design Files · Additional Information · Description · Questions and Responses · View Unofficial Plans and Specifications · View Project List of Planholders · Go Dropdown · Viewing Project Letting Dates PennDOT IT Service Desk 94 (717) 783-8330 / (855) 783-8330 Searching for Projects and Plans Overview The Bid Packages Portal allows users to search for and access all electronic bidding information based on the security assigned to the user's ID. Public users can access much of the information on the Bid Packages Portal. However, to perform certain tasks, you must be logged-in to ECMS. This chapter shows how to search for advertised projects/bid packages and view related information including plans, design items, special provisions, attachments and the proposal report. If any changes are made to a project after a bid package has been published, an addendum to the bid package will be published. Steps are included in this chapter to view bid package addenda. Through ECMS, contractors can also view unofficial plans and specifications, view a list of planholders, and project letting dates. Step User ECMS Security Role Bid Package published to the ECMS website PennDOT Search for and view advertised bid package and related Business Partner information · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Updates to a bid package are published via an addendum PennDOT View bid package addenda and related information Business Partner · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Download plans Business Partner · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Prepare and submit bid within ECMS. This is covered in Business Partner the Bidding Chapter · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Upon the let date, bids are opened and the contract PennDOT awards process can begin. Business Partner · Contractor Principal · Contractor Other Officers · Contractor Contract Admin PennDOT IT Service Desk 95 (717) 783-8330 / (855) 783-8330 Viewing the Bid Package Portal 1. To access the Bid Packages Portal page, select Solicitation from the menu bar and then select Contractors and then Bid Packages. 2. The Bid Package Portal is displayed. PennDOT IT Service Desk 96 (717) 783-8330 / (855) 783-8330 A list of the links available is shown in the following table: Link Description Express Searches New Postings (last 2 weeks) Postings (advertisements, addenda, let date extensions) published within the past two weeks. Unofficial Plans and Specifications Unofficial plans and specifications for upcoming projects that have not yet been officially advertised. Bid Packages by Let Date (next 52 Projects scheduled to be let within the next 52 weeks. weeks) Contractor Bulletins Lists all of the bulletins of which a contractor has access. Reference Planned 12-Month Letting Schedule A pdf document of upcoming projects, sorted by letting (PDF) date, displayed for the next 12 months. Planned 12-Month Letting Schedule A Microsoft Excel document of upcoming projects, sorted (XLS) by letting date, displayed for the next 12 months. Planned 12-Month Letting Schedule - A pdf document of detailed information about the projects, Detail sorted by letting date, for the next 12 months. Bid Packages Search Advanced Search Allows users to search for projects based on Project, Project Type, District, County, State Type of Work, Let Date, Work Class Codes, Federal Project Status, State Route, Section, Group ID, Design Build, and Bid Submitted Using. Project Allows you to search Project directly by typing in the project number. PennDOT IT Service Desk 97 (717) 783-8330 / (855) 783-8330 View New Postings (last 2 weeks) 1. To access the Bid Packages Portal page, select Solicitation from the menu bar and then select Contractors and then Bid Packages. 2. Click the New Postings (last 2 weeks) hyperlink under the Express Searches heading. PennDOT IT Service Desk 98 (717) 783-8330 / (855) 783-8330 3. New Posting (last 2 weeks) will be displayed. Links on New Postings Screen: Project Hyperlink Notice Type Will Take You To: Only accessible to awarded Contractor Takes users to the Project Addendum or Bid Package screen. PennDOT IT Service Desk 99 (717) 783-8330 / (855) 783-8330 View Bid Packages by Let Date (next 52 weeks) 1. To access the Bid Packages Portal, select Solicitation from the menu bar and then select Contractors and then Bid Packages. 2. Click the Bid Packages by Let Date (next 52 weeks) hyperlink under the Express Searches heading. PennDOT IT Service Desk 100 (717) 783-8330 / (855) 783-8330 3. Bid Packages Results page will be displayed. Links on Bid Package Results Screen: Let Date Project Number LOP (List of Planholders) ROL (Reading Order List) Will Take You To: Bid Package screen Project Information page, only clickable for low bidder Planholders screen Reading order list screen PennDOT IT Service Desk 101 (717) 783-8330 / (855) 783-8330 Search for a Bid Package 1. To access the Bid Packages Portal, select Solicitation from the menu bar and then select Contractors and then Bid Packages. 2. Click the Advanced Search hyperlink under the Bid Packages Search heading. PennDOT IT Service Desk 102 (717) 783-8330 / (855) 783-8330 3. Enter in any search criteria on the Bid Packages Search screen. 4. Click Search. 5. View Bid Packages Results page. PennDOT IT Service Desk 103 (717) 783-8330 / (855) 783-8330 Bid Package Hyperlinks View Project Plans 1. Navigate to the Bid Package screen. Note: In the Overview sub-portal under the column Type users will see different headings, described below: · Current displays the original items along with any items added/removed/modified via an addendum. · Original displays the original items as the bid package was originally published. · Addendum displays only items that have been added/removed/modified via the addendum. If more than one addendum has been added, the addenda will be numbered. 2. From the Bid Package screen in the Overview sub-portal area click the hyperlink under the Plans column the user wants to see. PennDOT IT Service Desk 104 (717) 783-8330 / (855) 783-8330 3. On the Project Development Checklist screen select the hyperlink under the Title column to view the sheets plan sheets. 4. Click the .pdf hyperlink next to the EDMS Document Link to view the plan sheets individually. 5. To view all the plan sheets together on the Bid Package screen, select the file cabinet icon under the Plans column. PennDOT IT Service Desk 105 (717) 783-8330 / (855) 783-8330 6. On the Attached Documents screen the user will select the plan sets they wish to view. 7. The user will open the file and view the plan sets in a .pdf viewer. View Project Special Provisions 1. Navigate to the Bid Package screen. PennDOT IT Service Desk 106 (717) 783-8330 / (855) 783-8330 2. From the Bid Package screen in the Overview sub-portal area click the hyperlink under the Special Provisions column the user wants to see. Current should be the most up to date. 3. The user will click the special provision hyperlink they want to view. PennDOT IT Service Desk 107 (717) 783-8330 / (855) 783-8330 4. The user will now view the Special Provision screen. View Project Items 1. Navigate to the Bid Package screen. PennDOT IT Service Desk 108 (717) 783-8330 / (855) 783-8330 2. From the Bid Package screen in the Overview sub-portal are click the hyperlink under the Items column the user wants to see. 3. User is taken to the Design Items screen where they can select the Item they wish to view to see more information. PennDOT IT Service Desk 109 (717) 783-8330 / (855) 783-8330 4. User will now be taken to the Design Item Summary page. View Project Attachments 1. Navigate to the Bid Package screen. PennDOT IT Service Desk 110 (717) 783-8330 / (855) 783-8330 2. On the Project Development Checklist screen select the hyperlink under the Attachments column to view the attachments for the project. If the yellow file cabinet under the Attachments column is clicked, a user can view all the bid package attachments in one .pdf set. 3. The user is now taken to the Project Development Checklist page. 4. Click the Title to be taken to the detail page. PennDOT IT Service Desk 111 (717) 783-8330 / (855) 783-8330 5. View the Project Development Checklist Detail page. View Project Proposal Report 1. Navigate to the Bid Package screen. PennDOT IT Service Desk 112 (717) 783-8330 / (855) 783-8330 2. From the Bid Package screen in the Overview sub-portal area click the hyperlink under the Reports column the user wants to see. 3. Users will now view the Proposal Report .pdf file on their computer. PennDOT IT Service Desk 113 (717) 783-8330 / (855) 783-8330 General Information 1. Navigate to the Bid Package screen. 2. View the General information, view the let date and additional information. PennDOT IT Service Desk 114 (717) 783-8330 / (855) 783-8330 Pre-Bid Design Files 1. Navigate to the Bid Package screen. 2. Scroll down to see the Pre-bid and Design Files. 3. The user will click on the file hyperlink they wish to view. PennDOT IT Service Desk 115 (717) 783-8330 / (855) 783-8330 Additional Information 1. Navigate to the Bid Package screen. 2. Scroll down to see the Additional Information. PennDOT IT Service Desk 116 (717) 783-8330 / (855) 783-8330 Description 1. Navigate to the Bid Package screen. 2. Scroll down to see the Description. PennDOT IT Service Desk 117 (717) 783-8330 / (855) 783-8330 Questions and Responses 1. Navigate to the Bid Package screen. 2. Scroll down to see the Questions and Responses. 3. The user can select New if they want to add a question. PennDOT IT Service Desk 118 (717) 783-8330 / (855) 783-8330 4. Users enters in the Subject, Question, Quality Management and Type of Issue and submits to the Department to review. 5. Click Submit. PennDOT IT Service Desk 119 (717) 783-8330 / (855) 783-8330 View Unofficial Plans and Specifications Note: These plans are not yet officially published as part of a bid package. 1. To access the Bid Packages Portal, select Solicitation from the menu bar and then select Contractors and then Bid Packages. 2. Click the Unofficial Plans and Specifications hyperlink under the Express Search heading. PennDOT IT Service Desk 120 (717) 783-8330 / (855) 783-8330 3. Click the project Type hyperlink on the Unofficial Plans and Specifications page. 4. On the page that opens users will click the Title they want to open. 5. View the Item in ECMS. PennDOT IT Service Desk 121 (717) 783-8330 / (855) 783-8330 View Project List of Planholders 1. To access the Bid Packages Portal, select Solicitation from the menu bar and then select Contractors and then Bid Packages 2. Click the Bid Packages by Let Date (next 52 weeks) hyperlink under the Express Searches heading. PennDOT IT Service Desk 122 (717) 783-8330 / (855) 783-8330 3. Click the LOP (List of Planholders) icon. 4. List of Planholders is now displayed. PennDOT IT Service Desk 123 (717) 783-8330 / (855) 783-8330 Go Dropdown 1. Navigate to the Bid Package screen. 2. Click the Go dropdown on the tool bar. PennDOT IT Service Desk 124 (717) 783-8330 / (855) 783-8330 3. The user will click the item they wish to view. PennDOT IT Service Desk 125 (717) 783-8330 / (855) 783-8330 Viewing Project Letting Dates Bid Package Results Page 1. To access the Bid Packages Portal, select Solicitation from the menu bar and then select Contractors and then Bid Packages. 2. Click the Bid Package by Let Date (next 52 weeks) hyperlink under the Express Searches heading. PennDOT IT Service Desk 126 (717) 783-8330 / (855) 783-8330 3. View the Let Date on the left side of the Bid Packages Results screen. Bid Package Page 1. Navigate to the Bid Package screen. PennDOT IT Service Desk 127 (717) 783-8330 / (855) 783-8330 2. View the General information. 3. View the Let date. PennDOT IT Service Desk 128 (717) 783-8330 / (855) 783-8330 Chapter 7: Bidding · Bidding Overview · Bidder Checklist · Prepare Bid for Submission from within ECMS · Joint Venture Partners / Subcontractors · Assign Items to Joint Venture Partners · Assign Items to Subcontractors · DBE Commitment Process (DSP 7, Federally Funded Projects Only) · Analyze Bid · Submit Bid · Withdraw Bid · Clear Bid PennDOT IT Service Desk 129 (717) 783-8330 / (855) 783-8330 Bidding Overview All bidding is done within ECMS. Contractors work through the bidder checklist to complete and submit their bids. The bidder checklist is comprised of five main sub-portals: Prepare Bid for Submission from within ECMS, Joint Venture Partners / Subcontractors, Assign Items to Joint Venture Partners, Assign Items to Subcontractors, and DBE Commitment Process. The Prepare Bid for Submission from within ECMS sub-portal is where the prime contractor enters their unit prices for contract items. They also enter the number of days for any applicable A+Bx items and select the pavement type for an applicable C-Factor item. There is also an option to import the unit prices for the contract items from an external .csv file. The Joint Venture Partners / Subcontractors sub-portal is where the prime contractor identifies whether the bid will be a joint bid with another contractor or contractors. A bidder can assign subcontractors to its bid in order to reduce its bidding capacity requirements. Subcontractors can also be assigned to the various parties of the joint venture in order to reduce their bidding capacity requirements. The Assign Items to Joint Venture Partners sub-portal is where the prime contractor selects what type of joint venture the bid will be, either a percent joint venture or a line item joint venture. In the case of a percent joint venture, ECMS will automatically split the quantities across the joint venture parties. In the case of a line item joint venture, the prime must assign the quantity of applicable items to each joint venture partner. The Assign Items to Subcontractors sub-portal is where the prime contractor identifies which contract items will be assigned to which subcontractors and enters the subcontractors' quantity and unit prices for those contract items. The DBE Commitment Process sub-portal is only available for DSP 7 (federal-aid projects). It is where prime contractors have the option to identify the DBE subcontractors they intend to use at the time they submit their bid. This information is not required at the time of bid submission; however, all bidders will only have five days after the bid opening to enter their DBE commitments. Bidding help is available in the ECMS menu bar. There are 3 links within the Bidding Help menu: Bidding Help Manual, Bid Items Export/Import Guidelines, and Sample Bid Items Export/Import CSV File. The Bidding Help Manual is an export of this chapter from Pub 637. Bid Items Export/Import Guidelines is a quick start document explaining how the export and import process works. Sample Bid Items Export/Import CSV File is a blank csv file that shows the format and headers of the csv file. PennDOT IT Service Desk 130 (717) 783-8330 / (855) 783-8330 Step User ECMS Security Role Contractor enters unit prices for bid items Contractor · Contractor Principal · Contractor Other Officers Contractor enters its subcontractors, if applicable Contractor · Contractor Principal · Contractor Other Officers Contractor enters joint venture type and parties, if applicable Contractor · Contractor Principal · Contractor Other Officers Contractor enters subcontractors and assigns them to joint Contractor venture parties, if applicable · Contractor Principal · Contractor Other Officers Contractor assigns bid items to joint venture partners, if Contractor applicable · Contractor Principal · Contractor Other Officers Contractor assigns bid items to subcontractors, if applicable Contractor · Contractor Principal · Contractor Other Officers Contractor enters DBE commitment information, if applicable Contractor · Contractor Principal · Contractor Other Officers Contractor analyzes and submits bid Contractor · Contractor Principal · Contractor Other Officers If needed, bid can be withdrawn and cleared and/or Contractor resubmitted · Contractor Principal · Contractor Other Officers PennDOT IT Service Desk 131 (717) 783-8330 / (855) 783-8330 Bidder Checklist The Bidder Checklist is the main bidding hub in ECMS. From the Bidder Checklist screen, a bidder can go into the associated sub-portals and complete their bid. The Bidder Checklist is accessible from the Bid Package screen. Accessing the Bidder Checklist 1. Navigate to the Bid Package screen. PennDOT IT Service Desk 132 (717) 783-8330 / (855) 783-8330 2. Click on the button that says Prepare and Submit Bid. 3. The Bid Maintenance screen will appear. The Bid Maintenance screen lists the Bid Certification text a bidder must read and certify to begin building their bid in ECMS. The Bid Certification screen only appears the first time a contactor clicks the Prepare and Submit Bid button on the Bid Package screen. After they proceed through the certification, they will not see that screen for the remainder of that bid. 4. Click the Proceed button. PennDOT IT Service Desk 133 (717) 783-8330 / (855) 783-8330 5. A pop-up window will appear asking the contractor to acknowledge that they have read and certify the text on the Bid Maintenance screen. Click OK to continue. 6. The Bidder Checklist screen will be displayed. Bid Information Sub-Portal The Bid Information sub-portal displays summary information about the bid, such as original and current let date, minority goal percentage, addenda count, number of subcontractors, number of joint venture partners, and whether the bid is a joint bid. PennDOT IT Service Desk 134 (717) 783-8330 / (855) 783-8330 Current Bid Status Sub-Portal The Current Bid Status sub-portal displays information about the status of the bid, such as whether the bid has been analyzed for errors, when the bid was submitted, and when the bid was withdrawn, if applicable. PennDOT IT Service Desk 135 (717) 783-8330 / (855) 783-8330 Prepare Bid for Submission from within ECMS The Prepare Bid for Submission from within ECMS sub-portal displays the Enter Prime Bid Item Details and Import Bid Item Unit Prices hyperlinks. These links are where the prime contractor enters or imports their unit prices for bid items. Enter Prime Bid Item Details 1. Click the hyperlink Enter Prime Bid Item Details in the Prepare Bid for Submission from within ECMS sub-portal on the Bidder Checklist screen. PennDOT IT Service Desk 136 (717) 783-8330 / (855) 783-8330 2. The Bid Items screen is displayed. The Bid Items screen is comprised of four sub-portals: Contract Items, A+Bx Items, C-Factor Bidding Items, and Bid Item Summary. 3. Enter the unit prices for the contract items in the Contract Items sub-portal. The Item Total and Contract Items Total fields will dynamically calculate upon values being entered in the Unit Price fields. PennDOT IT Service Desk 137 (717) 783-8330 / (855) 783-8330 4. Enter the number of days for any A+Bx items in the A+Bx Bidding Items sub-portal. The A+Bx items indicate the minimum and maximum number of days allowable as defined in the special provisions. 5. Select the Pavement Type for the C-Factor item in the C-Factor Bidding Items sub-portal. The CFactor item will auto-populate the applicable unit price based on what is selected from the dropdown menu, either Bituminous or Concrete, as defined in the special provisions. The Bid Item Summary sub-portal will update automatically as you enter your bid information. In the Bid Items screen tool bar is the Validate button. The Validate button runs a set of screen validations to look for errors in the information entered in the Bid Items screen. PennDOT IT Service Desk 138 (717) 783-8330 / (855) 783-8330 The screen validations can be run manually at any point by clicking the Validate button, but they will also run automatically each time a user clicks the Save or Save & Exit buttons. The Validate function will return any errors it finds in the message bar, along with placing a "X" next to the applicable field. In the Contract Items sub-portal, if too many alternate grouping items are bid, or if there are differing unit prices for multiple occurrences of the same item, a screen validation error will run. PennDOT IT Service Desk 139 (717) 783-8330 / (855) 783-8330 In the A+Bx Bidding Items sub-portal, if a value is entered that is outside of the allowable range, a screen validation error will run. PennDOT IT Service Desk 140 (717) 783-8330 / (855) 783-8330 In the C-Factor Bidding Items sub-portal, if the C-Factor type selected is different than the C-Factor type of the items bid in the Contract Items sub-portal, a screen validation error will run. PennDOT IT Service Desk 141 (717) 783-8330 / (855) 783-8330 After the Validate function has run, the errors that are displayed in the message bar can be exported into a .csv file for an error report. Export the error report by clicking the Export Errors button in the Bid Items screen. The error report can then be viewed. PennDOT IT Service Desk 142 (717) 783-8330 / (855) 783-8330 The information in the Contract Items sub-portal can also be exported into a .csv file for use in external bid management software. Export the contract items by clicking the Export button in the Bid Items screen. The export can then be viewed. PennDOT IT Service Desk 143 (717) 783-8330 / (855) 783-8330 6. Click Save and then click the Bidder Checklist Screen hyperlink to return to the Bidder Checklist, or click Save & Exit. Import Bid Item Unit Prices 1. Click the Import Bid Item Unit Prices hyperlink in the Prepare Bid for Submission from within ECMS sub-portal on the Bidder Checklist screen. PennDOT IT Service Desk 144 (717) 783-8330 / (855) 783-8330 2. The Import Bid Item Unit Prices screen is displayed. 3. Click the Browse button and navigate to and select the .csv file that was exported previously. PennDOT IT Service Desk 145 (717) 783-8330 / (855) 783-8330 4. Click Import and then click OK in the pop-up window that appears. A message will appear in the message bar indicating whether the import was successful or not. If the import was not successful, additional details will be provided at the bottom of the Import Bid Item Unit Prices screen. The import file must be in the same format as the export file (.csv). The columns, including the headers, must match exactly between the import and export file, with the same columns in the same order. Column H (Unit Price) is the only column that should be updated with new values. Note: During the last 15 minutes of the bid submission window (between 10:45am 11:00am for an 11:00am bid opening) there will also be an "Import and Submit" button available on the Import Bid Item Unit Prices screen. Please see Appendix A for more information regarding Import and Submit. PennDOT IT Service Desk 146 (717) 783-8330 / (855) 783-8330 5. After importing, click the Bidder Checklist Screen hyperlink to return to the Bidder Checklist. PennDOT IT Service Desk 147 (717) 783-8330 / (855) 783-8330 Joint Venture Partners / Subcontractors The Joint Venture Partners / Subcontractors sub-portal displays the Enter Joint Venture Partners and Enter Subcontractor Details hyperlinks. These links are where the prime contractor declares the joint venture type along with the joint venture parties. The prime contractor can also declare subcontractors that will be used in the bid. Additionally, subcontractors can be assigned to individual parties in the joint venture, if applicable. Note: Unit prices for all contract items must be entered in the Contract Items sub-portal before Joint Venture Partners or Subcontractors can be entered. Enter Joint Venture Partners 1. Click the Enter Joint Venture Partners hyperlink in the Joint Venture Partners / Subcontractors sub-portal on the Bidder Checklist screen. 2. The Joint Venture Details screen is displayed. The Joint Venture Details screen is comprised of the Joint Venture sub-portal. PennDOT IT Service Desk 148 (717) 783-8330 / (855) 783-8330 3. Select the type of joint venture for the bid. · If Percent Joint Venture is selected, the percentage breakdown must also be selected. There are only 2 available options for the percentage breakdown, 50%/50% or 34%/33%/33%. 4. Once the type of joint venture is selected, click the Add/Remove button to select the joint venture parties. 5. The Common Selection Add Joint Venture screen is displayed. PennDOT IT Service Desk 149 (717) 783-8330 / (855) 783-8330 6. Select the joint venture party or parties and click Apply, then click Ok. Note: The maximum number of joint venture parties that can be added for any joint venture type is two. 7. Back on the Joint Venture Details screen, click the Complete button, and then click the link to go back to the Bidder Checklist Screen. PennDOT IT Service Desk 150 (717) 783-8330 / (855) 783-8330 Enter Subcontractor Details Note: Declaring subcontractors to reduce capacity is only permitted on Standard Projects requiring prequalification and on Emergency Projects requiring prequalification. 1. Click the Enter Subcontractor Details hyperlink in the Joint Venture Partners / Subcontractors sub-portal on the Bidder Checklist screen. 2. The Enter Subcontractor Details screen is displayed. The Enter Subcontractor Details screen is comprised of the Subcontractors Assigned to Prime subportal. If the bid is a joint venture, there will be additional sub-portals to assign subcontractors to each party of the joint venture. PennDOT IT Service Desk 151 (717) 783-8330 / (855) 783-8330 3. Click the Add/Remove button to select the subcontractors for the prime bidder. 4. The Common Selection Add Subcontractor screen is displayed. PennDOT IT Service Desk 152 (717) 783-8330 / (855) 783-8330 5. Select the subcontractor(s) and click Apply, then click Ok. Note: There is no limit to the number of subcontractors that can be added; however, bidders will be notified when the total amount that is proposed to be sublet exceeds 50% of their total bid. These potential errors are flagged as soft stops and will not prevent these bids from being submitted. 6. Back on the Enter Subcontractor Details screen, repeat steps 3 through 5 for any applicable Subcontractors Assigned to Joint Venture sub-portals. PennDOT IT Service Desk 153 (717) 783-8330 / (855) 783-8330 7. When all subcontractors have been assigned, click the Save button and then click the Bidder Checklist Screen hyperlink to go back to Bidder Checklist, or click Save & Exit. PennDOT IT Service Desk 154 (717) 783-8330 / (855) 783-8330 Assign Items to Joint Venture Partners The Assign Items to Joint Venture Partners sub-portal displays the Percent Joint Venture Partner Item Assignment and Line Item Joint Venture Partner Item Assignment hyperlinks. These links are where the prime contractor assigns the contract items to the joint venture parties. Percent Joint Venture Partner Item Assignment If a percent joint venture is set up in the Joint Venture Partners / Subcontractors sub-portal, you must then click on the Percent Joint Venture Partner Item Assignment hyperlink in the Assign Items to Joint Venture Partners sub-portal. ECMS will automatically split the contract item quantities across the joint venture parties. 1. Click the Percent Joint Venture Partner Item Assignment hyperlink in the Assign Items to Joint Venture Partners sub-portal on the Bidder Checklist screen. PennDOT IT Service Desk 155 (717) 783-8330 / (855) 783-8330 2. The Assign Bid Items to Percent Joint Venture Partners screen is displayed. 3. No editing can be done on the Assign Bid Items to Percent Joint Venture Partners screen. Click the Bidder Checklist Screen hyperlink to go back to the Bidder Checklist screen. PennDOT IT Service Desk 156 (717) 783-8330 / (855) 783-8330 Line Item Joint Venture Partner Item Assignment If a line item joint venture is set up in the Joint Venture Partners / Subcontractors sub-portal, you must then click on the Line Item Joint Venture Partner Item Assignment hyperlink in the Assign Items to Joint Venture Partners sub-portal. 1. Click the Line Item Joint Venture Partner Item Assignment hyperlink in the Assign Items to Joint Venture Partners sub-portal on the Bidder Checklist screen. 2. The Assign Bid Items to Line Item Joint Venture Partners screen is displayed. PennDOT IT Service Desk 157 (717) 783-8330 / (855) 783-8330 3. Select the joint venture partner you want to assign contract items to from the Assign Items to Joint Venture Partners dropdown menu. 4. Click the Add/Remove Items button on the tool bar. 5. The Common Selection Bid Items screen is displayed. PennDOT IT Service Desk 158 (717) 783-8330 / (855) 783-8330 6. Select the contract items to assign to the joint venture party and click Apply, then click Ok. 7. The Assign Bid Items to Line Item Joint Venture Partners screen is displayed, but now the selected items are shown for the joint venture party. 8. Enter the quantity of each contract item that is assigned to that joint venture partner. PennDOT IT Service Desk 159 (717) 783-8330 / (855) 783-8330 Note: If a contract item is assigned to more than one joint venture party, the quantity of that item that is available to be assigned to the active joint venture party is indicated in the Available Quantity column. 9. Click the Save button to save the item quantity assignments. 10. Repeat steps three through nine for the second joint venture partner, if one exists in the bid. 11. If the Joint Venture Partner Quantity amount entered for a contract item is greater than the Available Quantity, a screen validation error will run when trying to save the screen. The error will appear in the message bar and a "X" will appear next to the applicable field. PennDOT IT Service Desk 160 (717) 783-8330 / (855) 783-8330 12. The error messages can be exported into a .csv file for an error report. Export the error report by clicking the Export Errors button in the Assign Bid Items to Line Item Joint Venture Partners screen. 13. The error report can then be viewed. 14. After the contract item assignments have been completed, click the Save button and then click the Bidder Checklist Screen hyperlink to go back to the Bidder Checklist, or click Save & Exit. PennDOT IT Service Desk 161 (717) 783-8330 / (855) 783-8330 Assign Items to Subcontractors The Assign Items to Subcontractors sub-portal displays the Assign Items to Subcontractor hyperlink. That is where the prime contractor assigns the contract items to the subcontractors listed in the bid. Assign Items to Subcontractors 1. Click the Assign Items to Subcontractors hyperlink in the Assign Items to Subcontractors sub-portal on the Bidder Checklist screen. 2. The Assign Bid Items to Subcontractor screen is displayed. PennDOT IT Service Desk 162 (717) 783-8330 / (855) 783-8330 3. Select the subcontractor you want to assign contract items to from the Assign Items to Sub dropdown menu. 4. Click the Add/Remove Items button on the tool bar. 5. The Common Selection Bid Items screen is displayed. PennDOT IT Service Desk 163 (717) 783-8330 / (855) 783-8330 6. Select the contract items to assign to the subcontractor and click Apply, then click Ok. 7. The Assign Bid Items to Subcontractor screen is displayed, but now the selected items are shown for the subcontractor. 8. Enter the quantity of each contract item that is assigned to that subcontractor. PennDOT IT Service Desk 164 (717) 783-8330 / (855) 783-8330 Note: If a contract item is assigned to more than one subcontractor, the quantity of that item that is available to be assigned to the active subcontractor is indicated in the Available Quantity column. 9. If needed, edit the Sub Unit Price field for the contract items assigned to the active subcontractor. Note: The Sub Unit Price field automatically populates with the same value as the prime bidder's unit price for that specific contract item. It can be edited to be lower than the prime bidder's unit price, but it cannot be higher than the prime bidder's unit price. 10. Repeat steps three through nine for the remaining subcontractors in the bid. PennDOT IT Service Desk 165 (717) 783-8330 / (855) 783-8330 11. If the Sub Unit Price amount entered for a contract item is greater than the prime bidder's unit price, a screen validation error will run when trying to save the screen. The error will appear in the message bar and a "X' will appear next to the applicable field. 12. The error messages can be exported into a .csv file for an error report. Export the error report by clicking the Export Errors button in the Assign Bid Items to Subcontractor screen. PennDOT IT Service Desk 166 (717) 783-8330 / (855) 783-8330 13. The error report can then be viewed. 14. After the contract item assignments have been completed, click the Save button and then click the Bidder Checklist Screen hyperlink to go back to the Bidder Checklist, or click Save & Exit. PennDOT IT Service Desk 167 (717) 783-8330 / (855) 783-8330 DBE Commitment Process (DSP 7, Federally Funded Projects Only) The DBE Commitment Process sub-portal displays the DBE Commitment (Pre-Bid) hyperlink. That is where the prime bidder can declare DBE subcontractors to be included with their bid submission. DBE Commitment (Pre-Bid) 1. Click the DBE Commitment (Pre-Bid) hyperlink in the DBE Commitment Process sub-portal on the Bidder Checklist screen. 2. The DBE Commitment (Pre-Bid) screen is displayed. PennDOT IT Service Desk 168 (717) 783-8330 / (855) 783-8330 3. Enter the prime contractor's contact name and phone number and click Save. 4. After the prime contractor's contact information is saved, click the New button. 5. The DBE Commitment (Pre-Bid) Subcontractor screen is displayed. PennDOT IT Service Desk 169 (717) 783-8330 / (855) 783-8330 6. Select the subcontractor you want to add by clicking the green plus button to the immediate left of their name. 7. The DBE Commitment (Pre-Bid) Detail screen is displayed. PennDOT IT Service Desk 170 (717) 783-8330 / (855) 783-8330 8. Complete the fields in the Subcontractor sub-portal on the DBE Commitment (Pre-Bid) Detail screen, then click the Save button. 9. Click the Select button in the NAICS sub-portal on the DBE Commitment (Pre-Bid) Detail screen. PennDOT IT Service Desk 171 (717) 783-8330 / (855) 783-8330 10. The Common Selection DBE Commitment (Pre-Bid) NAICS screen is displayed. 11. Select the NAICS codes and click Apply, then click Ok. 12. Back on the DBE Commitment (Pre-Bid) Detail screen, click Save, or click Save & Exit to go back to the DBE Commitment (Pre-Bid) screen. PennDOT IT Service Desk 172 (717) 783-8330 / (855) 783-8330 13. The DBE Commitment (Pre-Bid) screen is displayed. 14. Repeat steps four through twelve to add any additional DBE commitments to the bid. When all DBE commitments have been added, click the Save button and then click the Bidder Checklist Screen hyperlink to return to the Bidder Checklist, or click Save & Exit. PennDOT IT Service Desk 173 (717) 783-8330 / (855) 783-8330 Analyze Bid The Analyze Bid button is in the tool bar on the Bidder Checklist screen. The Analyze Bid function can be used at any point while entering a bid in ECMS but will be unavailable for the last 15 minutes of the bid submission window (Thursday 10:45 AM for a standard Thursday 11:00 AM bid opening). When Analyze Bid is clicked, ECMS performs two checks: a 50% work class code check, and a financial capacity check. The 50% work class code check verifies that the prime contractor/joint venture partner(s) are prequalified to do a minimum of 50% of the work assigned. The financial capacity check verifies the prime contractor/joint venture partner(s) have sufficient financial capacity to bid the project. Note: Subcontractors must be prequalified for 100% of the work assigned. The Analyze Bid function does NOT check that subcontractors are prequalified for their assigned work. The prime contractor must ensure that they are using properly prequalified subcontractors for their assigned work. 1. Click the Analyze Bid button in the tool bar on the Bidder Checklist screen. PennDOT IT Service Desk 174 (717) 783-8330 / (855) 783-8330 2. The results of the analyze bid function are displayed in the message bar. The Current Bid Status sub-portal is also updated showing the latest date and time that Analyze Bid was run. Note: Potential errors flagged by the analyze bid function are soft stops and will not prevent a bid from being submitted. PennDOT IT Service Desk 175 (717) 783-8330 / (855) 783-8330 Submit Bid The Submit Bid button is in the tool bar on the Bidder Checklist screen. This is the final step in submitting a bid for a project. 1. Click the Submit Bid button in the tool bar on the Bidder Checklist screen. 2. The Bidder Checklist screen is refreshed with the status of the bid submission. The message bar and Current Bid Status sub-portal will display the updated status. Note: The Bidder Checklist screen will be refreshed automatically every 30 seconds while the bid submission is in progress. PennDOT IT Service Desk 176 (717) 783-8330 / (855) 783-8330 3. The bid has been submitted. The Current Bid Status sub-portal will be updated to show the date and time the bid was submitted to PennDOT. PennDOT IT Service Desk 177 (717) 783-8330 / (855) 783-8330 Withdraw Bid The Withdraw Bid button is in the tool bar on the Bidder Checklist screen. It is used to withdraw a bid that had previously been submitted to PennDOT. When a bid is withdrawn, it is no longer in the queue to be opened. After it is withdrawn, the bid can either be further refined and then re-submitted, or it can be cleared. 1. Click the Withdraw Bid button in the tool bar on the Bidder Checklist screen. 2. A pop-up message will appear. Click OK to withdraw the bid. PennDOT IT Service Desk 178 (717) 783-8330 / (855) 783-8330 3. The Bid is withdrawn. The message bar and Current Bid Status sub-portal in the Bidder Checklist screen reflect the withdrawn status. PennDOT IT Service Desk 179 (717) 783-8330 / (855) 783-8330 Clear Bid The Clear Bid button is in the Current Bid Status sub-portal on the Bidder Checklist screen. The Clear Bid function can be used at any point while entering a bid in ECMS. Utilizing the Clear Bid function will irrevocably erase all bid data for the project. If you wish to bid the project after utilizing the Clear Bid function, you will need to complete a new bid. 1. Click the Clear Bid button in the Current Bid Status sub-portal on the Bidder Checklist screen. 2. The Clear Bid Confirmation screen is displayed. PennDOT IT Service Desk 180 (717) 783-8330 / (855) 783-8330 3. Click the Clear Bid button on the tool bar. 4. A pop-up message will appear. Click OK in the pop-up message to delete the bid. 5. The bid is deleted and you are returned to the Bid Package screen. PennDOT IT Service Desk 181 (717) 783-8330 / (855) 783-8330 Chapter 8: DBE/DB Solicitations and Commitments · DBE/DB Solicitations and Commitments Overview · Create DB Solicitation · Entering DB Minority Participation and Commitment in ECMS · Edit DB Commitments · DB Acknowledges Minority Participation Commitment · Final Steps for the Prime Contractor · Entering DBE Minority Participation and Commitments in ECMS · Edit DBE Commitments · DBE Acknowledges Minority Participation and Commitment · Final Steps for the Prime Contractor PennDOT IT Service Desk 182 (717) 783-8330 / (855) 783-8330 DBE/DB Solicitations and Commitments Overview The Prime Contractor is required to fulfill the following DBE/DB submissions electronically: · For Non-Federally funded projects, DSP 4 applies. The apparent low bidder (Prime) must submit Diverse Business (DB) Solicitation information and all DB Commitments in ECMS. DB Commitments must be acknowledged by the respective subcontractors, suppliers, or services listed and submitted for PennDOT Review by the Prime by 3:00 P.M. prevailing local time within 7 calendar days after the bid opening or the bid will be rejected. Should the apparent low bidder fail to meet the requirement set in DSP 4, the next lowest bidder will have 7 calendar days after notification to meet the requirements of DSP 4. · For Federally Funded projects, DSP 7 applies. All bidders must submit Disadvantaged Business U U Enterprise Commitments in ECMS. Each DBE Commitment must be acknowledged and submitted for PennDOT Review by the Prime by 3:00 P.M. prevailing local time within 5 calendar days after the bid opening. Should the apparent low bidder fail to meet the requirements set in DSP 7 the bid will be rejected, and the next lowest bidder will be evaluated. The following table outlines the steps, user and functions that comprise the DB Solicitations process for Non-Federal projects: Step User ECMS Security Role Prime Contractor notified of Apparent Low Bidder Award. PennDOT Complete Minority Solicitation screen in ECMS for each Prime Contractor DB solicited. · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Submit Solicitation(s) to PennDOT by 3:00 P.M. prevailing Prime Contractor local time within 7 calendar days after the bid opening. · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Solicitation information is reviewed and used as supporting Bureau of Project Delivery Reviewer documentation for the Minority Participation and Commitments in ECMS. DB Solicitation is approved. Bureau of Project Delivery Reviewer PennDOT IT Service Desk 183 (717) 783-8330 / (855) 783-8330 The following table outlines the steps, user and functions that comprise the DB Commitments process for Non-Federal projects: Step Complete the Minority Participant and Commitment in ECMS; add each DB business partner and the associated work items they will perform. Submit DB Commitment for acknowledgement to each DB. DB business partner(s) acknowledge Commitment(s) Submit DB Commitment(s) to PennDOT (cannot submit until DB has acknowledged), by 3:00 P.M. prevailing local time within 7 calendar days after the bid opening Review DB Commitment. Approve DB Commitment. User ECMS Security Role Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin DB Business Partner(s) · Contractor Principal Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Bureau of Project Delivery Reviewer Bureau of Project Delivery Reviewer PennDOT IT Service Desk 184 (717) 783-8330 / (855) 783-8330 The following table outlines the steps, user and functions that comprise the DBE Commitment process for Federal projects: Step User ECMS Security Role Prime Contractor notified of Apparent Low Bidder Award. PennDOT All Contractors enter the Minority Participation and All Contractors Commitments in ECMS. · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Complete the Minority Participation and Commitment in All Contractors ECMS; add each DBE business partner and associated work items they will perform that will be utilized toward meeting the DBE goal. · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Submit DBE Commitment for acknowledgement to each All Contractors DBE. · Contractor Principal · Contractor Other Officers · Contractor Contract Admin DBE business partner(s) acknowledge Commitment(s). DBE Business Partner(s) · Contractor Principal Submit Commitment(s) to PennDOT (cannot submit until All Contractors DBE has acknowledged), by 3:00 P.M. prevailing local time · Contractor Principal within 5 calendar days after the bid opening · Contractor Other Officers · Contractor Contract Admin Review DBE Commitments Bureau of Project Delivery Reviewer Approve DBE Commitments Bureau of Project Delivery Reviewer PennDOT IT Service Desk 185 (717) 783-8330 / (855) 783-8330 Create DB Solicitation · The apparent low bidder (Prime) must submit their DB Solicitation information electronically in ECMS, Minority Solicitation, by 3:00 P.M. prevailing local time within 7 calendar days after the bid opening. · Once the deadline has passed, the "Submit" function on the Minority Solicitation screen is disabled. · The Minority Solicitation screen is reviewed online by the Bureau of Project Delivery Reviewer and is used as supporting documentation for the DB, Minority Participation and Commitment. · The Minority Solicitation screen can be accessed from either the work queue, Contractor Checklist, or from the Project Information screen. · If the apparent low bidder fails to submit the information by 3:00 P.M. prevailing local time within 7 calendar days after the bid opening the bid will be rejected. The new apparent low will then have until 3:00 P.M. prevailing local time within 7 calendar days from notification to submit the above information for review. 1. The Prime can edit the Solicitation information up until the deadline. If a mistake is made the Prime can go to workflow and click on "Correct", after corrections are made go back to workflow and "submit" again. From the menu bar, select Construction Projects and then click Projects. 2. Enter the Project Number, select GO. PennDOT IT Service Desk 186 (717) 783-8330 / (855) 783-8330 3. On the Project Information screen, under the Award header, select Minority Solicitation. 4. On the Minority Solicitation screen, in the General sub-portal, complete the required fields with the Prime's Contact, Phone, then click Save on the tool bar. PennDOT IT Service Desk 187 (717) 783-8330 / (855) 783-8330 5. Add solicitations by selecting NEW from the Subcontractors sub-portal. 6. Select a DB subcontractor by clicking the magnifying glass and complete all fields on this screen that apply. · If solicitation is made but no quote is received, enter $0 in the amount field. · If a quote is received but you are going to self-perform this work item(s), enter a statement in the comment section. · If a quote is received but you are going to utilize a Non-DB for this work item(s) you must submit the quotes of the DB and Non-DB subcontractors to minorityparticipation@pa.gov. Also, enter a statement in the comment section that states Good Faith Effort (GFE) documents have been submitted via email. Note: If multiple DB quotes for the same work item(s) are received and you are going to utilize at least one of the DB subcontractors, additional documentation is not required. PennDOT IT Service Desk 188 (717) 783-8330 / (855) 783-8330 7. In the tool bar select Save and Exit to go back to the Minority Solicitation screen or Save and New to enter additional DB subcontractors. 8. If you need to add comments, do so in the Workflow sub-portal at the bottom of the screen prior to submitting. 9. When information for all solicitations are complete, from the tool bar select Workflow, Submit. PennDOT IT Service Desk 189 (717) 783-8330 / (855) 783-8330 Entering DB Minority Participation and Commitment in ECMS · The apparent low bidder (Prime) must submit their required DB commitment information electronically in ECMS, Minority Participation and Commitment by 3:00 P.M. prevailing local time within 7 calendar days after the bid opening. · The DB subcontractors must acknowledge the commitments for the Prime to submit the required information for PennDOT Review. · Once the deadline has passed, the "Submit" function on the Minority Participation and Commitment screen is disabled. · The Minority Participant and Commitments can be accessed from either the work queue, the Project Information screen, or the Contractor Checklist. · If the apparent low bidder fails to submit the information mentioned above by 3:00 P.M. prevailing local time within 7 calendar days after the bid opening, the bid will be rejected. The next lowest bidder will then have until 3:00 P.M. prevailing local time within 7 calendar days from notification to submit the above information for review. · To enter Minority Solicitation, see previous section. · The bidder is responsible for ensuring everything is submitted in a timely manner. 1. From the Project Information screen, under the Award section, select Minority Participation and Commitment. PennDOT IT Service Desk 190 (717) 783-8330 / (855) 783-8330 2. On the Minority Participation and Commitment Screen, under the General sub-portal, complete the required fields with the Prime's Contact and Phone. Then click Save from the tool bar. 3. To add commitments, click the NEW button in the Review Required/Completed sub-portal. PennDOT IT Service Desk 191 (717) 783-8330 / (855) 783-8330 4. After selecting a subcontractor, you need to complete all the required fields, then Save. After the Save, additional areas will be available to add more information. Complete the required fields. 5. Adding Work Items, click Edit in the Items sub-portal. PennDOT IT Service Desk 192 (717) 783-8330 / (855) 783-8330 a. Select all applicable items that this subcontractor will be performing/supplying and click Apply. b. Verify the Selected Records and click Save PennDOT IT Service Desk 193 (717) 783-8330 / (855) 783-8330 6. Items are now added to the subcontractor's commitment. If the subcontractor is partially performing a function (flagging, trucking, supplying, etc.) for a work item, click on the Item Number hyperlink and the Minority Participation and Commitment Item screen will open. a. Click on the Partial dropdown arrow and select Yes. b. Enter a brief description of the function being performed. c. From the tool bar select Save and Exit. 7. Verify all items are complete and correct for the subcontractor's commitment. From the tool bar, select Workflow, Submit for Acknowledgement. This will send it to the DB to acknowledge the commitment. On the Minority and Participation screen the Submission Required sub-portal should now show "Awaiting Acknowledgement". 8. To edit, see the Edit the DB Commitment section. PennDOT IT Service Desk 194 (717) 783-8330 / (855) 783-8330 Edit DB Commitments The Contractor can edit the Commitments if it's prior to the deadline; see the following scenarios below. Please note All Commitments must be in PennDOT Review by 3:00 P.M. prevailing local time 7 calendar days of being named the apparent low bidder. 1. Before the Subcontractor Acknowledges the Commitment. a. Select the Commitment that needs to be corrected. b. Correct any fields, click Save. c. Open the Items links to edit and/or click Edit to make corrections. Click Save/Exit from the tool bar. d. Status should still be "Awaiting Acknowledgment", if not, then Workflow/Submit for Acknowledgement. 2. After the Subcontractor Acknowledges the Commitment. a. Open the incorrect commitment, then from the tool bar select Workflow/Delete. b. Recreate the commitment as shown in the Entering Minority Participation and Commitment, resubmit to DB. PennDOT IT Service Desk 195 (717) 783-8330 / (855) 783-8330 DB Acknowledges Minority Participation Commitment This acknowledgement is necessary for the Prime to submit the required information by the deadline mentioned above. 1. To acknowledge a commitment from a contractor, from the menu bar, select Work Queue. 2. From the Work Queue screen select Minority Participation and Commitments. PennDOT IT Service Desk 196 (717) 783-8330 / (855) 783-8330 3. Chose the project you wish to acknowledge by clicking on the Project Number hyperlink. · If you do not see any projects in the work queue, either (1) you have no projects to acknowledge or (2) you do not have the proper role associated to your user id to perform this function and you should contact your administrator. 4. Verify all the information the contractor has entered is correct. · If information is incorrect, discuss errors with the contractor so they can make any revisions necessary. After the revisions are saved, it should be available for acknowledgement. · If the information is correct, then from the tool bar select Workflow, Acknowledge. 5. Contact the Prime to inform them the commitment has been acknowledged. ECMS does not automatically email the Prime. PennDOT IT Service Desk 197 (717) 783-8330 / (855) 783-8330 Final Steps for the Prime Contractor · Please note Commitments are not considered submitted until you complete this section. 1. Once the DB subcontractor acknowledges their commitment, the status on the Minority Participation and Commitment screen should change to Acknowledged. You can either click Submit from the Submission Required sub-portal, as each acknowledgement comes in or you can wait for all of them and submit at one time. 2. The submissions will be moved to the Review Required/Completed sub-portal with a status of PennDOT Review. PennDOT IT Service Desk 198 (717) 783-8330 / (855) 783-8330 Entering DBE Minority Participation and Commitments in ECMS · All bidders must submit their required DBE commitment information electronically in ECMS by U U 3:00 P.M. prevailing local time within 5 calendar days after the bid opening. · Bidders can also enter their DBE information during the bidding process. See Chapter 7. · The Apparent Low Bidder can access the Minority Participation and Commitment from the work queue, Contractor Checklist hyperlink, or from the Project Information screen, Minority Participation and Commitment hyperlink. · All Other Bidders must use work queue from the menu bar and the select Minority Participation and Commitment All Other Bidders. · The DBE subcontractors must acknowledge the commitments before the Prime can submit the required information for PennDOT Review. · Once the deadline has passed, the "Submit" function on the Minority Participation and Commitment screen is disabled. · Should the apparent low bidder fail to meet bid requirements, the next lowest-bidder will be evaluated. The information entered in the Minority Participation and Commitment All Other Bidders is automatically copied over. Unlike Non-Federally Funded projects, Federally Funded projects require all bidders to submit commitments by 3:00 P.M. prevailing local time within 5 calendar days after the bid opening. · The bidder is responsible for ensuring everything is submitted in a timely manner. Apparent Low Bidder Entering Commitments, Beginning Process 1. Navigate to the Project Information screen. 2. From the Award section, select Minority Participation and Commitments. 3. See Entering Minority Participation and Commitments for All Bidders. PennDOT IT Service Desk 199 (717) 783-8330 / (855) 783-8330 All Other Bidders Entering Commitments, Beginning Process 1. From the menu bar select Work Queue. 2. Select "Minority Participation and Commitments for All Other Bidders" 3. See Entering Minority Participation and Commitments for All Bidders Entering Minority Participation and Commitments for All Bidders 1. On the Minority Participation and Commitment screen, in the General sub-portal, complete the required fields with the Prime's Contact and Phone and click Save from the tool bar. PennDOT IT Service Desk 200 (717) 783-8330 / (855) 783-8330 2. To add commitments, click on the New button in the Review Required/Completed sub-portal. 3. Then select a subcontractor by selecting the Magnifying Glass. 4. When you select a subcontractor, you will need to enter all the required fields, then click Save on the tool bar. PennDOT IT Service Desk 201 (717) 783-8330 / (855) 783-8330 5. After you save, additional areas will be available to add more information. 6. In the NAICS sub-portal, click on Select to add NAICS codes for subcontractor. a. Select the NAICS codes that apply to the work item(s) the DBE will be performing and click Apply from the tool bar. PennDOT IT Service Desk 202 (717) 783-8330 / (855) 783-8330 b. Verify the Selected Records, then click Ok from the tool bar. This should return you to the subcontractor's Minority Participation and Commitment Detail screen. 7. To add work items click Edit in the Items sub-portal. PennDOT IT Service Desk 203 (717) 783-8330 / (855) 783-8330 a. Select all applicable Items that this subcontractor will be performing/supplying, etc. and click Apply from the tool bar. b. Verify the Selected Records and click Save from the tool bar. PennDOT IT Service Desk 204 (717) 783-8330 / (855) 783-8330 8. Items are now added to the subcontractor's commitment. If the subcontractor is partially performing a function (flagging, trucking, supplying, etc.) for a work item, click on the Item Number hyperlink and the Minority Participation and Commitment Item screen will open. a. Click on the Partial dropdown arrow and select Yes. b. Enter a brief description of the function being performed (example: flagging, trucking, supplying, etc.) c. Click Save and Exit from the menu bar. 9. Verify all items are complete and correct for the subcontractor's commitment. From the tool bar select Workflow then Submit for Acknowledgement. This will send it to the DBE to acknowledge the commitment. PennDOT IT Service Desk 205 (717) 783-8330 / (855) 783-8330 10. The status should now say Awaiting Acknowledgement. PennDOT IT Service Desk 206 (717) 783-8330 / (855) 783-8330 Edit DBE Commitments The Contractor can edit the Commitments if it's prior to the deadline; see the following scenarios below. Please note All Commitments must be in PennDOT Review by 3:00 P.M. prevailing local time 5 U U calendar days of Bid Opening. 1. Before the Subcontractor Acknowledges the Commitment. a. Select the Commitment that needs to be corrected. b. Correct any fields, click Save. c. Open the Items links to edit and/or click Edit to make corrections. Click Save/Exit from the tool bar. d. Status should still be "Awaiting Acknowledgment", if not, then Workflow/Submit for Acknowledgement. 2. After the Subcontractor Acknowledges the Commitment. a. Open the incorrect commitment, then from the tool bar select Workflow/Delete. b. Recreate the commitment as shown in the Entering Minority Participation and Commitment, resubmit to DBE. PennDOT IT Service Desk 207 (717) 783-8330 / (855) 783-8330 DBE Acknowledges Minority Participation and Commitment · This acknowledgement is necessary for the bidders to submit the required information by 3:00 P.M. prevailing local time within 5 calendar days after the bid opening. 1. From the menu bar select Work Queue. 2. From the My Work Queue Portal, select Minority Participation and Commitments. PennDOT IT Service Desk 208 (717) 783-8330 / (855) 783-8330 3. Chose the project you wish to acknowledge by clicking the Project Number hyperlink. · If you do not see any projects in the work queue, either (1) you have no projects to acknowledge or (2) you do not have the proper role associated to your user id to perform this function and you should contact your administrator. 4. Verify all the information the prime contractor entered onto the screen is correct. a. If yes, click on Workflow, Acknowledge in the tool bar at the top of the page. b. If no, discuss with the prime contractor so they can make any revisions necessary. After the revisions are saved, it should be available for you to acknowledge. 5. ECMS does not automatically notify the contractor the commitment was acknowledged, inform the Contractor the commitments were acknowledged. PennDOT IT Service Desk 209 (717) 783-8330 / (855) 783-8330 Final Steps for All Bidders · Please note Commitments are not considered submitted until you complete this section. 1. Once the DBE acknowledges the commitment, the status will change to Acknowledged. You can either select Submit as each acknowledgement comes in or you can wait for all of them and submit at one time. 2. After clicking submit, your submissions will be moved to the Review Required/Completed subportal with a status of PennDOT Review. Your commitments are only considered submitted if they have a status of PennDOT Review. PennDOT IT Service Desk 210 (717) 783-8330 / (855) 783-8330 Chapter 9: Contractor Checklist · Contractor Checklist Overview · All Projects · Federally Funded Projects · Non-Federally Funded Projects PennDOT IT Service Desk 211 (717) 783-8330 / (855) 783-8330 Contractor Checklist Overview The Contractor Checklist provides a centralized location for the prime contractor to upload their completed Public Works Employment Verification form, Good Faith Effort documentation if applicable, and their minority solicitations and commitments. The Public Works Employment Verification form is required on all projects. For Federally funded projects, the DBE Commitments hyperlink will take the contractor to the Minority Participation and Commitment screen. If a contractor is not able to meet the minority goal on a project, they can upload their Good Faith Effort documentation on the Contractor Checklist. For Non-Federally funded projects, the Contractor Checklist contains hyperlinks for DB Commitment and Minority Solicitation. The following table outlines the steps, user and functions that comprise the Contractor Checklist process: Step All Projects Upload Public Works Employment Verification form. Federally-funded projects Submit DBE Commitment. If applicable, submit Good Faith Effort documentation. Non-Federally funded projects Submit DB Commitment and Minority Solicitation. User ECMS Security Role Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin PennDOT IT Service Desk 212 (717) 783-8330 / (855) 783-8330 All Projects Navigate to Contractor Checklist 1. Navigate to the Project Information page. 2. Click Contractor Checklist. 3. View the Contractor Checklist screen. PennDOT IT Service Desk 213 (717) 783-8330 / (855) 783-8330 Public Works Employment Verification Form The apparent low bidder is required to submit a Public Works Employment Verification Form by 3:00 P.M. prevailing local time within 7 calendar days of bid opening. Should the apparent low bid be rejected the next lowest bidder will have until 3:00 P.M. prevailing local time 7 calendar days from notification to submit the Public Works Employment Verification Form. Note: The blank Public Works Verification Form can be accessed from the ECMS File Cabinet. 1. Click Public Works Employment Verification Form hyperlink. 2. In the Attachment Title: area leave in "Public Works Employment Verification Form". PennDOT IT Service Desk 214 (717) 783-8330 / (855) 783-8330 3. Select "Browse" and select your completed Public Works Employment Verification Form from your computer's database. 4. Click Save. 5. Click Workflow and Submit. 6. Click OK. PennDOT IT Service Desk 215 (717) 783-8330 / (855) 783-8330 7. View Public Works Employment Verification Form to ensure it has been submitted. PennDOT IT Service Desk 216 (717) 783-8330 / (855) 783-8330 Federally-Funded Projects DBE Commitment 1. Navigate back to the Contractor Checklist screen. 2. Click DBE Commitment. 3. Users will be taken to the Minority Participation and Commitment screen, see Chapter 8 for relevant requirements and on how to fill out this screen. Good Faith Effort Please Note: Use only if you are not going to meet the goal assigned for the project 1. Navigate back to the Contractor Checklist screen. PennDOT IT Service Desk 217 (717) 783-8330 / (855) 783-8330 2. Click Good Faith Effort. 3. In the Attachment Title: area type in "Good Faith Effort" 4. Select "Browse" and select the Good Faith Effort documentation from your database to upload. 1T 1T 5. Click Save PennDOT IT Service Desk 218 (717) 783-8330 / (855) 783-8330 6. Click Workflow and Submit. 7. Click OK 8. View Good Faith Effort submission. PennDOT IT Service Desk 219 (717) 783-8330 / (855) 783-8330 Non-Federally Funded Projects DB Commitment and Minority Solicitation The Contractor Checklist for Non-Federally Funded Projects will have a DB Commitment hyperlink and a Minority Solicitation hyperlink. 1. The DB Commitment link will redirect the user to the Minority Commitment and Participation screen. 2. The Minority Solicitation hyperlink will redirect the user to the Minority Solicitation screen. Refer to Chapter 8 for relevant requirements and to see how to fill out these screens. PennDOT IT Service Desk 220 (717) 783-8330 / (855) 783-8330 Chapter 10: Component Item Schedule · Component Item Schedule Overview · Create a Component Item Schedule for Contractor-Designed Component Items · View and Update the Component Item Schedule for PennDOT-Designed Component Items PennDOT IT Service Desk 221 (717) 783-8330 / (855) 783-8330 Component Item Schedule Overview The Component Item Schedule (CIS) is part of the Contract Awards process and is accessed by the contractor from a hyperlink on the Project Information screen for a specific project. A component item schedule is required to be submitted for each lump sum item, if required, on a project before any items can be paid. When the Component Item Schedule is submitted the status is changed to "Review" and becomes available to PennDOT as soon as it is submitted. Once submitted, it cannot be edited either by the Contractor or by PennDOT unless the status is reverted to "Draft". PennDOT can change the status by clicking the "Correct" button to return it to Draft status. Once the schedule has been reverted to Draft status, it is available for the Contractor to make corrections and resubmit it for approval. If no bid justification is required, the contractor may submit the component item schedule after the contract has been executed and/or the notice to proceed has been issued. If submitted when the project status is Pre-Construction, NTP Issued or Construction, the component item schedule is automatically approved by ECMS. If PennDOT has provided a component item schedule, the CIS includes the PennDOT-designed component items, and the quantity and unit price fields are editable on the Component Item Detail screen. The contractor accesses the detail screen to enter the values in these fields If it is a Contractor-designed component item schedule, the component items must be added by the contractor. If there are no pre-populated component items in the list, the contractor creates the component item schedule by clicking the ADD button which opens the detail screen with all data fields open for entry. When the component item schedule is submitted, ECMS checks to ensure that the price the contractor bid at the lump sum item level matches the sum of the component item totals. If these values differ, the component item schedule cannot be submitted. The Unit Price field allows up to 4 decimal places and the Quantity field allows up to 3 decimal places to help balance these values. The Submit Component Item Schedule button is only available to the contractor when the component item schedule is in Draft status. The following table outlines the steps, user and functions that comprise the Component Item Schedule process. PennDOT IT Service Desk 222 (717) 783-8330 / (855) 783-8330 Step User ECMS Security Role Contractor is notified of apparent low bidder status. Contractor · Contractor Principal · Contractor Other Officers Contractor creates a component item schedule or views and Contractor edits the PennDOT component item schedule if one exists. · Contractor Principal · Contractor Other Officers Contractor Contract Admin Contractor submits the Component Item Schedule(s) to Contractor PennDOT. · Contractor Principal · Contractor Other Officers Contractor Contract Admin Component Item Schedule is approved. PennDOT PennDOT can change status back to Draft using the "Correct" button for Contractor to edit and resubmit. Email notification is sent to contractor. Edit and resubmit the Component Item Schedule if Contractor corrections are necessary. · Contractor Principal · Contractor Other Officers Contractor Contract Admin Approve PennDOT PennDOT IT Service Desk 223 (717) 783-8330 / (855) 783-8330 Create a Component Item Schedule for Contractor Designed Component Items Where PennDOT requires a component item schedule to be submitted but has not provided a design for the component items, the contractor must enter component item information, including the unit price, for lump sum items. When the component item schedule is submitted ECMS performs an audit to ensure that the price the contractor bid at the lump sum item level matches the sum of the component item totals. If these values differ, the component item schedule cannot be submitted. 1. On the Project Information screen select Component Item Schedules under the Award header. 2. Click the Lump Sum hyperlink to take you to the Component Item Schedule page PennDOT IT Service Desk 224 (717) 783-8330 / (855) 783-8330 3. Click the New button. The Component Item Schedule Detail screen is displayed in create mode. 4. Enter a description of the component item in the Description field. 5. Enter a Unit of Measure. PennDOT IT Service Desk 225 (717) 783-8330 / (855) 783-8330 6. Enter the quantity of the component item in the Quantity field. This is a required field that accepts up to 3 decimal places. 7. Enter the unit price for the component item in the Unit Price field. This is a required field that accepts up to 4 decimal places. 8. Click the Save/Exit button on the tool bar. The Component Item Schedule Detail screen is redisplayed. PennDOT IT Service Desk 226 (717) 783-8330 / (855) 783-8330 The sum of the component item totals must match the price you bid for the lump sum item before ECMS allows you to submit the component item schedule. The Component Item Schedule Total and the Lump Sum Bid Total fields displayed on the Component Item Schedule screen show the total for all component items and the total that was bid on the lump sum item. PennDOT IT Service Desk 227 (717) 783-8330 / (855) 783-8330 View and Update the Component Item Schedule for PennDOT-Designed Components When PennDOT has provided the component item breakdown (that is, the item and/or sequence numbers, item description, and quantity for each component in the lump sum), you must enter unit prices for the components of a lump sum bid item. When the component item schedule is submitted, the system performs an audit to ensure that the price the contractor bid at the lump sum item level matches the sum of the component item totals. If these values differ, the component item schedule cannot be submitted. 1. On the Project Information screen select Component Item Schedules under the Award header. 2. Click the Lump Sum hyperlink to take you to the Component Item Schedule page PennDOT IT Service Desk 228 (717) 783-8330 / (855) 783-8330 3. The Component Item Schedule list is displayed showing all lump sum items for which a component item schedule is required to be submitted. Click the Component Items Description hyperlink under Component Items to enter quantity and price. 4. Enter in the Quantity and Unit Price for that Component Item and select Save. 5. Repeat the above steps until you have finished entering unit prices for the remaining component items. You must click the Save button before you click the Next button to navigate to the next component item in the list, or your data will be lost. The sum of the component item totals must match the price you bid for the lump sum item displayed on the Component Item Schedule screen before ECMS allows you to submit the component item schedule. The Component Item Schedule Total and the Lump Sum Bid Total fields displayed on the Component Item Schedule screen show the total for all component items and the total that was bid on the lump sum item. PennDOT IT Service Desk 229 (717) 783-8330 / (855) 783-8330 Chapter 11: Contract Awards · Contract Award and Execution Overview · Sign Contract - Contractor · Contract Execution PennDOT IT Service Desk 230 (717) 783-8330 / (855) 783-8330 Contract Award and Execution Overview The Contract is part of the Contract Award and Execution Process and is accessed by the contractor from a hyperlink on the Project Information screen for a specific project in ECMS. The contract is generated when the project is awarded. The workflow process then begins for contract execution. The contract is then submitted to the prime contractor including all project and contractor information referenced by hyperlinks to the appropriate ECMS screen or EDMS documents. When the last required signature is obtained, the contract status is updated to "Ready to Execute" and ECMS sends an email notification to the Bureau of Project Delivery, Contract Management Section that a contract is ready for execution. If there are no outstanding errors, Contract Management Division executes the contract When the contract is executed, ECMS creates the Contract in PDF form, including bid package items, special provisions and attachments, along with DBE/DB, surety and insurance information. The following table outlines the steps and user(s) comprising the Contract Award and Execution process. Step User ECMS Security Role Contract generated and awarded. Workflow process begins PennDOT toward contract execution. An e-mail notification is sent to the prime contractor informing PennDOT them of the award. Contract is electronically submitted to the prime contractor for PennDOT review and acceptance (i.e. signature). Status is changed to "Contractor Review". Prime contractor reviews and signs contract. Prime Contractor · Contractor Principal PennDOT BOD CMD ensures required insurance and payment Bureau of Project Delivery and performance bonds have been accepted, reviews and signs Contract Management Division contract. Workflow continues. When all users in the workflow have reviewed and accepted the ECMS contract, the contract review status is changed to "Ready to Execute". ECMS sends an email notification informing PennDOT that the contract is ready for execution. PennDOT BOD CMD ensures no outstanding errors or project Bureau of Project Delivery conditions exist. Contract is executed. Contract Management Division ECMS creates the Contract in PDF format, including bid ECMS package items, special provisions and attachments, along with DBE/DB, surety and insurance information. PennDOT IT Service Desk 231 (717) 783-8330 / (855) 783-8330 Sign Contract - Contractor 1. From the Menu Bar select Construction Projects, then Projects. 2. Enter the Project Number and select GO. 3. On the Project Information portal, under the Award section select Contract. Note: The following screen is subject to change, but the process will remain the same. PennDOT IT Service Desk 232 (717) 783-8330 / (855) 783-8330 4. The Contract screen is displayed, showing Project Information, as well as the contract for review. 5. Review the contract as necessary. When satisfied with the contract scroll to the bottom of the page to the Workflow sub-portal. Select the appropriate Job Title from the drop down list. Note: If a signature title does not have "apparent authority" to sign (i.e. "President" would be acceptable for a Corporation but not an LLC), a signature authorization or similar documentation would need to be provided to PennDOT. 6. Once the Title is entered, go to the toolbar. From the toolbar select Workflow and then Sign. PennDOT IT Service Desk 233 (717) 783-8330 / (855) 783-8330 7. Click OK on the confirmation window to continue. The status of the contract review is updated to the next user in the workflow and an email notification is sent to authorized users. · Contracts for review can also be accessed from the Work Queue, see Chapter 13 for more details. PennDOT IT Service Desk 234 (717) 783-8330 / (855) 783-8330 Contract Execution · Once the contract has been executed, the project status is changed to Pre-Construction (PostAward) and a Pre-Construction meeting has been held, the project is ready for Notice to Proceed to be issued. · Once the Notice to Proceed is issued, the project status is updated to NTP Issued and an email notification is sent to the prime contractor notifying them that work on the project may begin on the given date. · On the given Notice to Proceed date, ECMS moves the project into Construction Status. PennDOT IT Service Desk 235 (717) 783-8330 / (855) 783-8330 Chapter 12: Project Insurance and Bonds · Project Insurance Overview · Project Bonds Overview · Create and Submit a Performance or Payment Bond · Sign a Performance or Payment Bond · Delete a Bond in Draft Status · Rescind a Bond in Producer Review Status PennDOT IT Service Desk 236 (717) 783-8330 / (855) 783-8330 Project Insurance Overview Before the contract for a project can be executed and the notice to proceed can be issued, the contractor must provide adequate insurance per bid package requirements. Insurance certificates should be emailed to certificateofinsurance@pa.gov , or can be faxed to 717-265- 32TU U3 2T 7206. PennDOT IT Service Desk 237 (717) 783-8330 / (855) 783-8330 Project Bonds Overview Before the contract for a project can be executed and the notice to proceed can be issued, the contractor must provide signed performance and payment bonds. The contractor does the initial setup of a Payment Bond in ECMS and submits the bond to the Bonding Agency for review, or, if instead the Surety Company is acting as both Surety Company and Bonding Agency, submits the bond to the Surety Company. PennDOT recommends leaving the producer field blank, so all designated users at the Bonding Agency will receive an email notification when the bond enters their workflow. Once the producer enters the necessary data and signs the bond, ECMS sends an email notification to the Contractor that the bond is awaiting the contractor's signature. When the Contractor signs the bond, it is updated to the appropriate Contract Management status and PennDOT reviews and accepts or rejects the bond. A bond may be rejected during either the Producer or PennDOT review. Rejected bonds may not be resubmitted but remain in the database for audit purposes. Before the contract can be executed, ECMS ensures that the sum of all accepted payment bonds is equal to or greater than the Original Contract Amount. There are two versions of the performance bond; one for standard contracts between the prime contractor and PennDOT, and one for municipal contracts between the prime contractor and the municipality. The following table outlines the steps, users and functions that comprise the Project Bond process: Step User ECMS Security Role Prime Contractor notified of contract award. PennDOT Contractor selects a Bonding Agency or Surety Company and Contractor submits the bond. · Contractor Principal · Contractor Other Offers · Contractor Contract Admin Producer selects a Surety Company, enters NAIC number, bondProducer amount, and any other necessary data and signs the bond. Contractor signs the bond and submits to PennDOT for Contractor approval. · Contractor Principal · Contractor Other Offers · Contractor Contract Admin Bond updated to appropriate Contract Management Review PennDOT status based on status of the project and is accepted by Bureau of Project Delivery Contract Management. A bond may be rejected during the review process. Producer or PennDOT PennDOT IT Service Desk 238 (717) 783-8330 / (855) 783-8330 Create and Submit a Performance or Payment Bond · Before the contract for a project can be executed and the notice to proceed can be issued, the contractor must provide signed performance and payment bonds. · The steps to create a Performance or Payment Bond are almost identical. You will select either to create a performance bond or a payment bond as noted in the steps below. · Bonds for review or in draft status can also be accessed from Work Queue, see Chapter 13 for more information. 1. From the menu bar, select Construction Projects, from the drop down list select Projects. 2. Then enter the project number in to the input dialogue box next to Project. Click Go. 3. On the Project Information portal, under the Award section, Select Bonds. PennDOT IT Service Desk 239 (717) 783-8330 / (855) 783-8330 4. The Bonds screen will appear. If any existing bonds have been submitted or drafted, the bond will appear on the list along with its current status in the workflow path. If there are no existing bonds, then it will say "No records found." 5. To create a bond, click New, and then select either Payment or Performance. The process will be the same for both types. 6. In the Detail sub-portal, Select the magnifying glass next to the BP ID input dialogue box for either a Bonding Agency OR Surety Company (only select a Surety Company if it is also acting as the Bonding Agency). PennDOT IT Service Desk 240 (717) 783-8330 / (855) 783-8330 7. A list of companies will appear. Select a company by selecting the green plus symbol. 8. The fields will then automatically populate with the desired Agency information. 9. Either hit Save/Save and Exit on the Tool Bar to keep it as a Draft, OR submit it by going to the Tool Bar, select Workflow, Submit, and a confirmation window will pop up, click OK. 10. The bond request should now appear in the Payment and Performance Bonds sub-portal, if submitted it should have a status of Producer Review. PennDOT IT Service Desk 241 (717) 783-8330 / (855) 783-8330 Sign a Performance or Payment Bond · Once the information has been entered and the bond has been signed by the producer, the bond is ready for the Contractor to sign. 1. From the menu bar, select Construction Projects and select Projects. 2. Then enter the project number in to the input dialogue box next to Project. Click Go. 3. On the Project Information portal, under the Award section, Select Bonds. PennDOT IT Service Desk 242 (717) 783-8330 / (855) 783-8330 4. The Bonds screen will appear. Click the Contractor Review hyperlink for the project/bond type for review. 5. Once satisfied, scroll to the bottom of the screen to the Workflow sub-portal. Fill in the Job Title using the drop down menu. Note: If a signature title does not have "apparent authority" to sign (i.e. "President" would be acceptable for a Corporation but not an LLC), a signature authorization or similar documentation would need to be provided to PennDOT. PennDOT IT Service Desk 243 (717) 783-8330 / (855) 783-8330 6. From the tool bar select Workflow, Sign, and a confirmation window will pop up, click OK. 7. The status should change to BOD CMD Review, which is for the Bureau of Project Delivery Contract Management to review. 8. Repeat the process for any other bonds as necessary. PennDOT IT Service Desk 244 (717) 783-8330 / (855) 783-8330 Delete a Bond in Draft Status · If you accidentally create an extra bond(s), you can remove the bond using the following steps by status. The Contract cannot be executed until all the extra bonds have been removed/deleted. 1. From the menu bar, select Construction Projects and select Projects. 2. Then enter the project number in to the input dialogue box next to Project. Click Go. 3. On the Project Information screen, under the Award section, Select Bonds. PennDOT IT Service Desk 245 (717) 783-8330 / (855) 783-8330 4. The Bonds screen will appear. Select the Draft hyperlink for the incorrect bond underneath the Status column. 5. From the tool bar select Delete, and then a confirmation window will pop up, click OK. 6. The bond has been deleted. PennDOT IT Service Desk 246 (717) 783-8330 / (855) 783-8330 Rescind a Bond in Producer Review Status · If you accidentally create an extra bond(s) and have submitted the bond(s) for review you can rescind the bond using the following steps. The Contract cannot be executed until all the extra bonds have been removed/deleted. · The system does not notify the Producer or PennDOT when a bond is rescinded. 1. From the menu bar, select Construction Projects and select Projects. 2. Then enter the project number in to the input dialogue box next to Project. Click Go. 3. On the Project Information portal, under the Award section, Select Bonds. PennDOT IT Service Desk 247 (717) 783-8330 / (855) 783-8330 4. On the Bonds screen select the status hyperlink for the extra bond that may either be in Producer Review or in Contractor Review status. 5. Go to the tool bar and select Workflow, Rescind, a window will pop up, click OK. 6. The process is similar for both Producer Review and Contractor Review. 7. The Rescinded Bond status changes to Draft status. See previous section to delete the extra bond. PennDOT IT Service Desk 248 (717) 783-8330 / (855) 783-8330 Chapter 13: Using My Work Queue · My Work Queue Overview · Use My Work Queue to View Documents Awaiting Action and Manage Tasks PennDOT IT Service Desk 249 (717) 783-8330 / (855) 783-8330 My Work Queue Overview My Work Queue is part of the Contractor Services functionality and is used to facilitate viewing and managing tasks. My Work Queue is accessed from the My Work Queue option in the menu bar. Listed below are some of the common tasks found in the My Work Queue. · View Contracts · View Bonds · View Minority Payments · View Minority Participation and Commitments · View Bids currently being worked on PennDOT IT Service Desk 250 (717) 783-8330 / (855) 783-8330 Use My Work Queue to View Documents Awaiting Action and Manage Tasks 1. From the menu bar, select Work Queue. 2. The My Work Queue screen is displayed. PennDOT IT Service Desk 251 (717) 783-8330 / (855) 783-8330 3. Click on Advanced Search to navigate to the screen to view specific search options. 4. In the My Work Queue Search check the boxes for items that will be excluded from the search. PennDOT IT Service Desk 252 (717) 783-8330 / (855) 783-8330 5. Select Search. 6. Search results will be displayed. PennDOT IT Service Desk 253 (717) 783-8330 / (855) 783-8330 7. On the My Work Queue users can also select an Express Search to see particular items. To do this users can select any item under the express search heading. 8. By selecting Bonds from the list the user will be brought to the page below where they can select the bond status to review it. 9. By selecting Contracts from the list users will be brought to the page below where users can select the contract status to review it. 10. By selecting Minority Participation and Commitments from the list users will be brought to the page below where can select the contract status to review it. PennDOT IT Service Desk 254 (717) 783-8330 / (855) 783-8330 11. By selecting Minority Payments from the list users will be brought to the page below where can select the project number to review it. 12. By selecting Contractor Evaluations or Contractor Evaluations- Contractor User from the list users will be brought to the page below were the can select the project number to review it. PennDOT IT Service Desk 255 (717) 783-8330 / (855) 783-8330 Chapter 14: Subcontractor Approval Requests · Subcontractor Approval Overview · Create Subcontractor Approval Request · View Subcontractor Approval Requests · Subcontractor Subs Request PennDOT IT Service Desk 256 (717) 783-8330 / (855) 783-8330 Subcontractor Approval Overview A Subcontractor Approval Request can be created once the project enters Pre-Construction (Post Award) status. Once submitted, the requests are available for review by the PennDOT District Subcontractor Approver user group. Authorized PennDOT Prequalification and District users can access this screen to approve or disapprove the request, reset the request to Draft status (to allow the contractor to make corrections), or to delete an approved request if, for example, the subcontractor does not perform the approved work. The following table outlines the steps, user, and functions that comprise the Subcontractor Approval process: Step User ECMS Security Role Create the Subcontractor Approval Request and add the Prime Contractor subcontractor and items the subcontractor will work on. · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Submit the request to PennDOT. Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Subcontractor request items are approved if the PennDOT subcontractor is prequalified to work on the specified items; otherwise items will go into review status. Items in review status are either approved or disapproved. Subcontractor Approval Request is Approved or PennDOT Disapproved. View Subcontractor Requests by Project. PennDOT Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin · Contractor Field Manager · Contractor General User PennDOT IT Service Desk 257 (717) 783-8330 / (855) 783-8330 Create Subcontractor Approval Request 1. Navigate to the Project Information homepage that the Subcontractor Approval Request will be used for. 2. Click on Subcontractor Requests. 3. Click New. PennDOT IT Service Desk 258 (717) 783-8330 / (855) 783-8330 4. Click the add/green plus button next to the contractor that will be added to the project. 5. Click the dropdown next to Business Type and select an option. PennDOT IT Service Desk 259 (717) 783-8330 / (855) 783-8330 6. Enter the anticipated start date in the Anticipated Start date field. You may use the calendar icon, or type the date in mm/dd/yyyy format. 7. Enter the anticipated completion date in the Anticipated Completion date field. You may use the calendar icon, or type the date in mm/dd/yyyy format. PennDOT IT Service Desk 260 (717) 783-8330 / (855) 783-8330 8. Enter the amount of the subcontract in the Approved Subcontract Amount field. The amount you enter here must equal the total amount for all subcontractor or service items on the request. 9. Enter the subcontract execution date in the Subcontract Execution Date field. You may use the calendar icon, or type the date in mm/dd/yyyy format. PennDOT IT Service Desk 261 (717) 783-8330 / (855) 783-8330 10. Select the type of service to be rendered from the Services Rendered drop-down list. 11. Click the Save button at the top of the screen. PennDOT IT Service Desk 262 (717) 783-8330 / (855) 783-8330 12. Select New for Request Items. 13. Click the Items that the subcontractor will be preforming. PennDOT IT Service Desk 263 (717) 783-8330 / (855) 783-8330 14. Click Ok 15. Enter in the Item Amount, must match what is on the Request Screen under Approved Subcontract Amt. PennDOT IT Service Desk 264 (717) 783-8330 / (855) 783-8330 16. Click the drop down and select Yes or No if this is Partial/Incidental Work. 17. Enter a Description in the Partial/Incidental Description box. PennDOT IT Service Desk 265 (717) 783-8330 / (855) 783-8330 18. Enter a Comment in the Comment box. 19. Click Save & Exit. 20. User may receive the follow error message, subcontractor will need to be approved for the work before performing it. PennDOT IT Service Desk 266 (717) 783-8330 / (855) 783-8330 21. Click Document Type and select Public Work Verification Form. 22. Type in name of attached file in Attachment Title field. 23. Select Browse... PennDOT IT Service Desk 267 (717) 783-8330 / (855) 783-8330 24. Navigate to the file you wish to attached and click Open. 25. Select Save. PennDOT IT Service Desk 268 (717) 783-8330 / (855) 783-8330 26. Click Workflow and then Submit. 27. Click Ok 28. The subcontractor request is now with the Department to review. · All services and contractors need approval PennDOT IT Service Desk 269 (717) 783-8330 / (855) 783-8330 View Subcontractor Approval Requests 1. Navigate to the Project Information homepage that the Subcontractor Approval Request will be used for. 2. Click on Subcontractor Requests. 3. Click the Request number to view the information. PennDOT IT Service Desk 270 (717) 783-8330 / (855) 783-8330 4. View the items in the request by clicking the Item Number. 5. View Request Item. PennDOT IT Service Desk 271 (717) 783-8330 / (855) 783-8330 Subcontractor Subs Request This section will show subcontractors how to request assistance from another subcontractor to assist with work. A subcontractor's sub can only perform 50% of the whole request. 1. Navigate to the Project Information homepage that the Subcontractor Approval Request will be used for. 2. Click the Subcontractor Requests. PennDOT IT Service Desk 272 (717) 783-8330 / (855) 783-8330 3. Click New. 4. Click the add button next to the contractor that will be added to the project. PennDOT IT Service Desk 273 (717) 783-8330 / (855) 783-8330 5. Click the dropdown next to Business Type and select an option. 6. Enter the anticipated start date in the Anticipated Start date field. You may use the calendar icon, or type the date in mm/dd/yyyy format. PennDOT IT Service Desk 274 (717) 783-8330 / (855) 783-8330 7. Enter the anticipated completion date in the Anticipated Completion date field. You may use the calendar icon, or type the date in mm/dd/yyyy format. 8. Enter the amount of the subcontract in the Approved Subcontract Amount field. The amount you enter here must equal the total amount for all subcontractor or service items on the request. PennDOT IT Service Desk 275 (717) 783-8330 / (855) 783-8330 9. Enter the subcontract execution date in the Subcontract Execution Date field. You may use the calendar icon, or type the date in mm/dd/yyyy format. 10. Select the type of service to be rendered from the Services Rendered drop-down list. PennDOT IT Service Desk 276 (717) 783-8330 / (855) 783-8330 11. Click the plus sign next to Request Association and Overseer Subcontractor Information. 12. Click the Magnifying Glass. PennDOT IT Service Desk 277 (717) 783-8330 / (855) 783-8330 13. Click the green plus button next to subcontractor that should be added contract. 14. Click the plus sign next to Request Association and Overseer Subcontractor Information. 15. User can now view Subcontractors sub request. PennDOT IT Service Desk 278 (717) 783-8330 / (855) 783-8330 16. Click the Save button at the top of the screen. 17. Users may receive a message letting them know that the minority commitment may need to be revised. 18. Select New for Request Items. PennDOT IT Service Desk 279 (717) 783-8330 / (855) 783-8330 19. Click the Items that the subcontractor will be performing. 20. Click Ok. 21. Enter in the Item Amount, must match what is on the Request Screen under Approved Subcontract Amt. PennDOT IT Service Desk 280 (717) 783-8330 / (855) 783-8330 22. Click the drop down and select Yes or No if this is Partial/Incidental Work. 23. Enter a Description in the Partial/Incidental Description box. PennDOT IT Service Desk 281 (717) 783-8330 / (855) 783-8330 24. Enter a Comment in the Comment box. 25. Click Save & Exit. 26. User may receive the follow error message, subcontractor will need to be approved for the work before performing it. "The information was saved successfully. The subcontractor is not prequalified to perform work on the item selected. The item may not be approved by PENNDOT during review" PennDOT IT Service Desk 282 (717) 783-8330 / (855) 783-8330 27. Click Document Type and select Public Work Verification Form. 28. Type in name of attached file in Attachment Title field. 29. Select Browse... PennDOT IT Service Desk 283 (717) 783-8330 / (855) 783-8330 30. Navigate to the file you wish to attached and click Open. 31. Select Save. PennDOT IT Service Desk 284 (717) 783-8330 / (855) 783-8330 32. Click Workflow and then Submit. 33. Click Ok 34. The subcontractor request is now with the Department to review. PennDOT IT Service Desk 285 (717) 783-8330 / (855) 783-8330 Chapter 15: Authorization for Contract Work · Authorization for Contract Work Overview · View an Authorization for Contract Work · Request Clarification for Authorization for Contract Work · Acknowledge an Authorization for Contract Work and Submit to PennDOT PennDOT IT Service Desk 286 (717) 783-8330 / (855) 783-8330 Authorization for Contract Work Overview Authorizations for Contract Work allow PennDOT to add items and/or special provisions to an existing active construction contract. They also allow PennDOT to create or clarify scope of work for the contract. Once the Authorization is submitted, the contractor must acknowledge or request clarification on the scope of work and special provision changes (if any), enter unit prices for any new items, and/or statuses, mark each proposed change to a contract item as Accepted or Out of Scope, and submit the authorization to PennDOT for review. The Authorization for Contract Work also allows PennDOT and the Contractor to negotiate the unit price for extra work items and allows PennDOT to add or modify any special provisions associated with the work. When an extra item is included in the authorization, the contractor enters the unit price during Contractor Review, and PennDOT may either accept or reject the price, or status the item as "force account". For contract items, the Contractor may accept the item or status it as 'out of scope'. Step User ECMS Security Role Create an Authorization for Contract Work including PennDOT additional or extra items, scope of work, and/or special provisions. Submit the Authorization for Contract Work to Contractor PennDOT Disposition additional items as accepted or out of scope Contractor Enter unit prices for extra items · Contractor Principal Acknowledge the scope of work and any special provisions or request clarification Submit the Authorization for Contract Work to PennDOT · Contractor Other Officers · Contractor Contract Admin Disposition extra items as accepted, rejected or force PennDOT account Respond to requests for clarification (and resubmit to contractor) Accept the Authorization PennDOT IT Service Desk 287 (717) 783-8330 / (855) 783-8330 View an Authorization for Contract Work 1. From the menu bar, select Construction Projects and then click Projects. 2. In the Projects Portal enter the Project Number in the input dialogue box next to Project. Then click Go. 3. On the Project Information portal, under the Construct section, select the Contract Work Authorizations hyperlink. PennDOT IT Service Desk 288 (717) 783-8330 / (855) 783-8330 4. On the Authorization For Contract Work screen, there will be a list of Authorizations, with Auth Status and Work Type. 5. There are several types of work types: Extra Work at a Negotiated Price, Extra Work on a Force Account Basis, and Additional Work at the Contract Unit Price. 6. Select a work authorization hyperlink under the Auth column, more specifically one that is listed as Scope Review to view/review the pertinent information. PennDOT IT Service Desk 289 (717) 783-8330 / (855) 783-8330 7. Click on the Item Number hyperlinks, in the Items sub-portal for more information. Example below. 8. Once reviewed one of two actions will happen, either an authorization will need Clarification or it will be Acknowledged. To see how to Request Clarification for Authorization of Contract Work or to Acknowledge an Authorization for Contract Work see the next two sections respectively. PennDOT IT Service Desk 290 (717) 783-8330 / (855) 783-8330 Request Clarification for Authorization for Contract Work · The contractor can request that PennDOT clarify the scope of work and/or special provision changes for an authorization. · PennDOT will not accept the authorization until the contractor has acknowledged the special provisions and/or scope of work changes. · Before submitting the authorization back to PennDOT for clarification, any additional items must be dispositioned as accepted or out of scope and any extra items must include a unit price. 1. Begin by opening a work authorization that is in Scope Review. 2. After reviewing the information and it is determined clarification is needed, scroll down to the Workflow sub-portal, enter a comment that explain what needs clarified in the Comment dialogue box. PennDOT IT Service Desk 291 (717) 783-8330 / (855) 783-8330 3. Then go to the tool bar, select Workflow, Clarification Requested, and a confirmation window will pop-up click OK. 4. The status of the work authorization changes to Scope Clarification. · ECMS does not send an email notification to PennDOT informing them that the clarification has been requested. You may want to contact the person who created the authorization to let them know that there is a request for clarification. · The clarification itself may be provided outside of ECMS, for example, by telephone or email; or the Inspector may include a workflow comment (located below the status in the review/approval workflow at the bottom of the screen) or enter text in the Comment field, or even update the scope of work or provisions in response. · Comments entered in the review/approval workflow can be displayed for viewing when you open the Work Authorization and examine the Workflow sub-portal. PennDOT IT Service Desk 292 (717) 783-8330 / (855) 783-8330 Acknowledge an Authorization for Contract Work and Submit to PennDOT · The contractor must acknowledge the scope of work and special provisions. PennDOT will not accept the authorization until the contractor has acknowledged the special provisions and/or scope of work changes. · Before submitting the authorization back to PennDOT, any additional items must be dispositioned as accepted or out of scope and any extra items must include a unit price. 1. Begin by opening a work authorization that is in Scope Review. 2. Once satisfactorily reviewed, go to the tool bar, select Workflow, Acknowledge, then a confirmation window will appear, click OK. PennDOT IT Service Desk 293 (717) 783-8330 / (855) 783-8330 3. A confirmation message appears below the tool bar. The authorization's Status changes to Contractor Review. 4. Once you Acknowledge the Work Authorization, go to the Items sub-portal and click Edit. 5. The Authorization Items portal appears. Under the Items sub-portal enter Unit Prices for the items. Note: The unit price may vary based on type of Authorization. 1T 1T PennDOT IT Service Desk 294 (717) 783-8330 / (855) 783-8330 6. On the tool bar select Save and Exit. 7. Then on the Authorization for Contract Work portal, select Workflow from the tool bar, click Submit, and a conformation window will pop-up, click OK. PennDOT IT Service Desk 295 (717) 783-8330 / (855) 783-8330 8. On the Authorizations for Contract Work portal the work authorization Status is updated to PENNDOT Review. · ECMS does not send an email notification to PennDOT informing them that the authorization has been submitted. You may want to contact the person who created the authorization to let them know that it is ready for PennDOT Review. · Comments entered in the review/approval workflow can be displayed for viewing when you open the Authorization and examine the Workflow sub-portal. PennDOT IT Service Desk 296 (717) 783-8330 / (855) 783-8330 Chapter 16: Work Orders · Work Orders Overview · View Work Orders PennDOT IT Service Desk 297 (717) 783-8330 / (855) 783-8330 Work Orders Overview When a project enters construction status and changes must occur on the project, a work order will be processed. A work order may add additional items to a project or take items off a project. If additional or extra work must be performed, an authorization for contract work will be created prior to the work order. The authorization for contract work will go through a review and approval process. For more detail on the authorization, refer to the Authorization for Contract Work chapter. The work order is created by PennDOT and will go through a review and approval process. Once the work order has been approved, it will be available to view by the contractor. Step User ECMS Security Role Create an authorization for contract work PennDOT Submit authorization for contract work for acknowledgement PennDOT Acknowledge additional or extra work Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Create a work order PennDOT Link authorization for contract work to the work order PennDOT Review and approve work order PennDOT View approved work order Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin · Contractor Field Manager PennDOT IT Service Desk 298 (717) 783-8330 / (855) 783-8330 View Work Orders 1. From the menu bar, select Construction Projects and then select Projects. 2. Then enter a Project Number and click GO. 3. From the Project Information portal, under the Construct section, select the Work Orders hyperlink. PennDOT IT Service Desk 299 (717) 783-8330 / (855) 783-8330 4. The Work Orders screen is displayed with all the work orders for the project. Click the Work Order Number hyperlink to view specific information relative to the work order. 5. To view more information in the Work Order screen, Select any of the hyperlinks. PennDOT IT Service Desk 300 (717) 783-8330 / (855) 783-8330 Chapter 17: Time Extensions · Time Extensions Overview · Request a Time Extension · View a Time Extension · Withdraw a Time Extension PennDOT IT Service Desk 301 (717) 783-8330 / (855) 783-8330 Time Extensions Overview This function is used by the prime contractor to request a change to the calendar days/completion date for the project. When the prime contractor creates the request, they enter the number of days (either negative or positive number) requested, a Work Order reference number (if applicable), a reason for the request, select whether it is an Interim Milestone Adjustment and click the Submit button so that the request can be approved by PennDOT. Step Request a Time Extension After submission, email sent to PennDOT Email sent to the contractor with the result User ECMS Security Role Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin PennDOT receives email and approves or disapproves the request (and FHWA if applicable). Contractor views decision and can view the electronic workflow on the Extensions screen. Contractor Contract Admin [ECMS] PennDOT IT Service Desk 302 (717) 783-8330 / (855) 783-8330 Request a Time Extension 1. Under the Construct header select Time Extensions/Reductions. 2. Select NEW. 3. Select the Add button next to Time Extension Reason Description. PennDOT IT Service Desk 303 (717) 783-8330 / (855) 783-8330 4. Enter the number of days in the Calendar Days field. 5. Enter if a Milestone Adjustment is needed, Yes or No. PennDOT IT Service Desk 304 (717) 783-8330 / (855) 783-8330 6. Enter a reason for the request in the Comment fields. 7. Upload the adjusted schedule and original schedule in .pdf format by selecting the Browse... button next to Supporting Schedule. PennDOT IT Service Desk 305 (717) 783-8330 / (855) 783-8330 8. Click the Workflow button and then click Submit. Click OK on the confirmation message. An email is generated and sent to PENNDOT informing them of the pending request for a time extension. PennDOT IT Service Desk 306 (717) 783-8330 / (855) 783-8330 View a Time Extension 1. Under the Construct header select Time Extensions/Reductions. 2. Click the Number under the Num column for the time extension that will be viewed. View the Time Extension and select the document in the Attachments sub-portal next to Supporting Schedule to view the schedule. PennDOT IT Service Desk 307 (717) 783-8330 / (855) 783-8330 Withdraw a Time Extension 1. Under the Construct header select Time Extensions/Reductions. 2. Click the Number under the Num column for the time extension that will be viewed. 3. View the Time Extension and select the document next to Supporting Schedule to view the schedule. PennDOT IT Service Desk 308 (717) 783-8330 / (855) 783-8330 4. Enter a Comment of why the time extension is being withdrawn. 5. Click Workflow and Withdraw from the toolbar and then select OK to the popup window. · At any time before it is approved, the Time Extension Request can be withdrawn by the prime contractor or the PennDOT Assistant Construction Engineer (ACE). PennDOT IT Service Desk 309 (717) 783-8330 / (855) 783-8330 Chapter 18: Estimates and Adjustments · Estimates and Adjustments Overview · View Estimates · View Adjustments · Create and Submit Minority Payments · View Minority Payments PennDOT IT Service Desk 310 (717) 783-8330 / (855) 783-8330 Estimates and Adjustments Overview Estimates in ECMS are utilized to document the amount of items that have been used on a project as recorded by the PennDOT project inspector. In addition, an estimate can include adjustments for nonitem related costs. Estimates are then used to generate payment to the contractor. Contractors have access to view estimates in ECMS. Once a payment has been generated and sent to the prime contractor, the prime is responsible for sending payment to their subcontractors. ECMS allows the prime to record payments to DBE/DB subcontractors and submit the record of payment to PennDOT through the DBE/DB payment function. Step Generate an Estimate. Include adjustments on estimate if necessary. Review and approve estimate. View estimate and adjustments. Payment sent to Prime. Prime sends payment to subcontractors. Record payments to DBE/DB subcontractors. Submit payment record to PennDOT. User ECMS Security Role PennDOT PennDOT PennDOT Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin · Contractor Field Manager PennDOT Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin Prime Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin PennDOT IT Service Desk 311 (717) 783-8330 / (855) 783-8330 View Estimates 1. Under the Construct header select Estimates. 2. Under Estimates select the number of the estimate you wish to view. 3. Select the dollar amount under This Estimate you wish to see. PennDOT IT Service Desk 312 (717) 783-8330 / (855) 783-8330 4. The Estimate Items will now be displayed. 5. Click the Icon to take you to the Construction Item History. 6. To go back to the Estimate Items screen select the Icon. PennDOT IT Service Desk 313 (717) 783-8330 / (855) 783-8330 View Adjustments 1. Begin on the Project Information Page. 2. Click Adjustments. 3. Click the Type to view the adjustment. PennDOT IT Service Desk 314 (717) 783-8330 / (855) 783-8330 4. Select the Category to view the Adjustment Item. 5. View the Adjustment Item. PennDOT IT Service Desk 315 (717) 783-8330 / (855) 783-8330 Create and Submit Minority Payments · Only the prime contractor has the authority to create and submit DBE/DB Payments. · This function can also be performed starting from the My Work Queue screen. If you need assistance accessing this screen, refer to the topic "My Work Queue" in this manual. 1. Navigate to the Project Information page. 2. Scroll down and click Payments. 3. Click New. PennDOT IT Service Desk 316 (717) 783-8330 / (855) 783-8330 4. Input the Payment Period Month. 5. Input the Payment Period Year. 6. Enter identifying information describing the payment (i.e. check number, etc.) in the Payment Verification field. PennDOT IT Service Desk 317 (717) 783-8330 / (855) 783-8330 7. Enter the amount of the current payment in the Current Amount field. When entering payment information, user can only input one payment per month per year. 8. Select the Yes or No radio button in the Final Payment field to specify whether this is a final payment. 9. Click the SAVE button at the bottom of the screen. Click OK on the success message. The DBE/DB Payment Detail screen is displayed. PennDOT IT Service Desk 318 (717) 783-8330 / (855) 783-8330 10. Click Workflow and Submit. 11. Click Ok. PennDOT IT Service Desk 319 (717) 783-8330 / (855) 783-8330 View Minority Payments 1. Navigate to the Project Information page. 2. Scroll down and click Payments. 3. View Payments by looking under Subcontractors heading. PennDOT IT Service Desk 320 (717) 783-8330 / (855) 783-8330 4. Click Payment hyperlink to view Payments. 5. View Minority Payment page. PennDOT IT Service Desk 321 (717) 783-8330 / (855) 783-8330 Chapter 19: Contractor Evaluations · Contractor Evaluations Overview · Search for and View Prime Contractor Evaluations · Search for and View Subcontractor Evaluations PennDOT IT Service Desk 322 (717) 783-8330 / (855) 783-8330 Contractor Evaluations Overview When the Inspector in Charge creates a contractor evaluation and ranks the contractor's performance in each area, ECMS automatically calculates an overall score for a prime contractor evaluation, but ECMS does not automatically calculate an overall score for a subcontractor evaluation. After an internal review, the evaluation is submitted to the contractor for review. The contractor has ten days from the date the evaluation is submitted to respond. Once the contractor responds or ten days have passed with no response, the evaluation is finalized. Only finalized evaluations for prime contractors are used to analyze the contractor's performance factor. Every six months, PennDOT analyzes the scores of finalized prime contractor evaluations for each prime contractor and, if required, updates the performance factor. When updating a prime contractor's performance factor, PennDOT calculates a weighted average of the prime contractor's finalized evaluation scores over the past six months. If the prime contractor was evaluated for fewer than six projects in the six-month time frame, PennDOT considers up to two years of prior data to ensure that a minimum of six finalized evaluations contribute to the calculation. If fewer than six finalized evaluations are completed within a two-year period, sufficient "supplementary" evaluations will be added to the finalized evaluations to ensure that a minimum of six evaluations contribute to the calculation. A "supplementary" evaluation equals the midpoint value of a prime contractor's existing performance factor. When a prime contractor's performance factor is updated, PennDOT generates a new Contractor Prequalification Certificate to the prime contractor. PennDOT will update a prime contractor's performance factor as follows: Calculated Performance Factor Indicates Existing Performance Factor should be increased Indicates Existing Performance Factor should be decreased Indicates Existing Performance Factor should be increased Indicates Existing Performance Factor should be decreased Indicates Existing Performance Factor should remain the same Expected Performance Each of the 3 component scores for all reports are equal to or greater than Expected Performance Each of the 3 component scores for all reports are equal to or greater than Expected Performance Any component score on any report is less than Expected Performance Any report where the total score within the most recent six-month period is less than Expected Performance N/A Result Existing Performance Factor to be increased by one (1) point. Existing Performance Factor to remain the same Existing Performance Factor to remain the same Existing Performance Factor to be decreased by one (1) point Existing Performance Factor to remain the same PennDOT IT Service Desk 323 (717) 783-8330 / (855) 783-8330 Step User ECMS Security Role Create the evaluation and rank the contractor's PennDOT evaluation. Submit evaluation to contractor PennDOT Respond to the evaluation accepting the evaluation, Contractor accepting the evaluation with comments or disagreeing · Contractor Contract Admin with the evaluation with comments. Evaluation is finalized after the contractor responds ECMS within 10 days or if there is no response within 10 days. Finalized evaluations are used to review the contractor's PennDOT performance factor every six months. PennDOT IT Service Desk 324 (717) 783-8330 / (855) 783-8330 Search for and View Prime Contractor Evaluations 1. Navigate to the Project Information page. 2. Click Contractor Evaluations. 3. View Contractor Evaluations. 4. Click the link, Contractor Review, under the Status column to view the contractor evaluation. · Under column, if ADE Review says Yes then one item failed in the review and had to go the ADE for review. 5. View rating. 6. Click Workflow. PennDOT IT Service Desk 325 (717) 783-8330 / (855) 783-8330 7. Under Workflow click, Accept, Accept With Comments, or Disagree. If the user selects Disagree they will have to enter in a comment on why they disagree. · If no action is taken within 10 days ECMS will finalize the evaluation. · If Disagree is selected the review will go to the Department group who reviewed it last. Example: If IIC created evaluation, ACE approved it and then went to ADE and they approved it. If the contractor disagrees with it then it will go back to the ADE to review and then to the ACE and IIC. PennDOT IT Service Desk 326 (717) 783-8330 / (855) 783-8330 Search for and View Subcontractor Evaluations 1. Navigate to the Project Information page. 2. Click Contractor Evaluations 3. View Contractor Evaluations. 4. Click the link, Contractor Review, under the Status column to view the contractor evaluation. PennDOT IT Service Desk 327 (717) 783-8330 / (855) 783-8330 5. View the rating. · Rating can be Meets/Exceeds Expectations or Fails to Meet Expectations. 6. Navigate down to the Contractor Verification section and answer the questions with Yes or No. 7. View score, click Workflow. 8. Under Workflow click, Accept, Accept With Comments, or Disagree. If the user selects Disagree they will have to enter in a comment on why they disagree. · If no action is taken within 10 days ECMS will finalize the evaluation. · If Disagree is selected the review will go to the Department group who reviewed it last. Example: If IIC created evaluation, ACE approved it and then went to ADE and they approved it. If the contractor disagrees with it then it will go back to the ADE to review and then to the ACE and IIC. PennDOT IT Service Desk 328 (717) 783-8330 / (855) 783-8330 Chapter 20: Project Finalization Requirements · Project Finalization Requirements Overview · View the Acceptance Certificate · Review the Notification of Final Quantities PennDOT IT Service Desk 329 (717) 783-8330 / (855) 783-8330 Project Finalization Requirements Overview When the project has been completed, PennDOT will begin the process to finalize a project. During this phase of the project, the project status will go into Post-Construction status and the acceptance certificate will be generated by PennDOT. The contractor can view the acceptance certificate. Once PennDOT generates the notification of final quantities, the project status will go into NFQ Submitted status. The Notification of Final Quantities function allows the contractor to review the Notification of Final Quantities and to accept the information reviewed. The contractor will have ten (10) days to respond to the notification of final quantities. If the contractor does not respond, PennDOT can respond on behalf of the contractor and all rights to file a claim are waived. Step Generate the acceptance certificate Review the acceptance certificate Generate the notification of final quantities Review and accept the notification of final quantities User ECMS Security Role PennDOT Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin PennDOT Contractor · Contractor Principal · Contractor Other Officers · Contractor Contract Admin PennDOT IT Service Desk 330 (717) 783-8330 / (855) 783-8330 View the Acceptance Certificate 1. From the Project Information page, select Acceptance Certificate from the Closeout header. 2. The Acceptance Certificate is displayed. PennDOT IT Service Desk 331 (717) 783-8330 / (855) 783-8330 Review the Notification of Final Quantities · The contractor will have ten (10) days to respond to the notification of final quantities. · If the contractor does not respond, PennDOT can respond on behalf of the contractor and all rights to file a claim are waived. 1. From the Project Information page, select Final Quantities from the Closeout header. 2. The Notification of Final Quantities screen is displayed. The status will show as Contractor Review. PennDOT IT Service Desk 332 (717) 783-8330 / (855) 783-8330 3. To accept the Notification of Final Quantities, click the Workflow button and select Accept. 4. Click the OK button on the confirmation message. · An email is sent to the Finals Unit notifying them the NFQ has been accepted PennDOT IT Service Desk 333 (717) 783-8330 / (855) 783-8330 5. To reject the Notification of Final Quantities, click the Reject button. Comments must be entered in the Comment field to reject the Notification of Final Quantities. 6. Click the OK button on the confirmation message. PennDOT IT Service Desk 334 (717) 783-8330 / (855) 783-8330 · An email is sent to the Finals Unit notifying them the NFQ has been rejected, the project remains in NFQ submitted status. If the contractor does not respond within 10 days of the Notification of Final Quantities being put in Contractor Review status, PennDOT can respond on behalf of the contractor. The status of the Notification of Final Quantities will be marked as "No Response". PennDOT IT Service Desk 335 (717) 783-8330 / (855) 783-8330 Appendix A: Bid Items Export / Import Guidelines Export Guidelines The contract items can be exported to a comma separated values (.csv) file for import into external bid management software. 1. `Click here to Export' button on the Bid items screen. Refer to Figure 1. Figure 1 Bid Items screen with Export button 2. Clicking on the Export button produces a .csv file with all the relevant bid item information. Refer to Figures 2 & 3. Figure 2 Provides option to open or save the .csv file PennDOT IT Service Desk 336 (717) 783-8330 / (855) 783-8330 3. The exported Excel spreadsheet contains the following columns with bid item data. Refer to Figure 3. Figure 3 Exported .csv file in Excel spreadsheet containing bid item data Column A Line Item Number each bid item listed on the Bid Items screen and its number sequence Column B Addendum lists the addendum number and the associated change in that addendum Column C Addendum Action Code modified/ added bid item Column D Alt Item Code E/O/A (Either/Or/And) Column E Item Number the 8-digit bid item number Column F Item Quantity Column G UoM Unit of measure Column H C-Factor Type Column I Unit Price empty field the contractor fills out Column J Group Design Number Column K Alt Group Number Column L Alt Sub Group Number Column M Item Desc Item description Note: Only contract items are exported to the .csv file. Innovative bidding items (A+Bx / C-Factor) are not included in the export file. 4. Addendum changes: Any addendum changes such as Add Item(s) or Modify Item(s) will be incorporated into the export. Meaning, if an item was added via addendum, the new item will be part of the exported data. Similarly, if an item was modified (quantity changes etc.) the modified information will be made available in the export file. However, if an item was deleted via an addendum, the export will not contain the deleted item information. Refer to Figure 4. U U Figure 4 Displays addendum changes (items added and modified to the bid package) in columns B&C PennDOT IT Service Desk 337 (717) 783-8330 / (855) 783-8330 5. The Line Item Number column (column A) in the export file may not be in sequence due to addendum changes as described above. Refer to Figure 5. Figure 5 Line Item Number (Column A) displaying items modified, added, and deleted (via addendum) and hence not in sequence 6. If there are manually entered unit prices on the Bid items screen the contractor will need to first save the screen for the export file to reflect those manually entered unit prices. Import Guidelines The contract items' unit prices can be imported from external bid management software as a comma separated values (.csv) file. 1. Click the `Import Bid Item Unit Prices' link on the Bidder Checklist screen. Refer to Figure 6. Figure 6 Import Bid Item Unit Prices link on the Bidder Checklist screen. PennDOT IT Service Desk 338 (717) 783-8330 / (855) 783-8330 2. When the Import Bid Item Unit Prices link is clicked, the Import Bid Item Unit Prices screen will be available with a Browse option to choose a file to import. Refer to Figure 7. Figure 7 Import Bid Item Unit Prices screen 3. The only file type that acceptable for import is .csv (same as the export file type). Choosing any other file type will result in an error message that will be displayed. Refer to Figure 8. Figure 8 Error message when a non .csv file is imported PennDOT IT Service Desk 339 (717) 783-8330 / (855) 783-8330 4. Choose the file that has bid item data to be imported and then click Import. Refer to Figure 9. Figure 9 Importing a .csv file 5. A confirmation message box is displayed when the Import button is clicked. Refer to Figure 10. Figure 10 Confirmation message box prior to import submission 6. A status message is displayed in the menu bar when the import is successful. Refer to Figure 11. Figure 11 Successful Import message PennDOT IT Service Desk 340 (717) 783-8330 / (855) 783-8330 Scenarios where Import is unsuccessful: Gatekeeper validations U The following validations occur `at the gate', to ensure that the file is a valid import file: 1. File is supplied. 2. File format is .csv 3. Number of columns, column headers, and column order match the exported file. 4. Item count in the import file matches what is currently in Bid Items. (this is to ensure that the latest file was used to fill in the unit prices (refer to addendum changes in the export section.) Gatekeeper validation 1 File is supplied. Refer to Figure 12. Figure 12 Failed import validation when no file is selected to import Gatekeeper validation 2 File format is .csv. Refer to Figure 13. Figure 13 Failed import validation when a non-csv file is imported PennDOT IT Service Desk 341 (717) 783-8330 / (855) 783-8330 Gatekeeper validation 3 Number of columns match the export file. Refer to Figure 14. Figure 14 Failed import validation for deleted column in import file Gatekeeper validation 3 Column headers and order match the export file. Refer to Figure 15. Figure 15 Failed import validation for changed column header text in import file PennDOT IT Service Desk 342 (717) 783-8330 / (855) 783-8330 Gatekeeper validation 4 Item count in the import file matches what is currently in bid Items. (this is to ensure that the latest file was used to fill in the prices. Refer to addendum changes in the export section.). Refer to Figure 16. Figure 16 Failed import validation for incorrect item count import Import validations U The following validations occur during the import processing, to ensure that the data in the import file is valid: 1. Invalid format for import record. Item not imported. 2. Unit Price must be between 0 and 999999999. Item not imported. 3. Please verify values entered for alternate group items. 4. Item does not match existing bid item record. Import unsuccessful. 5. Item associated to a subcontractor. Item not imported. 6. Failure from the database end. Failure to process an update. Item record could not be updated. 7. Combination of errors or validations. Import validation 1 If Alpha-characters or special characters are entered in the Unit Price, Group Design Number, Alt Group Number or Alt Sub Group Number columns. Refer to Figure 17. Figure 17 Failed import validation when alpha-characters/special characters are entered PennDOT IT Service Desk 343 (717) 783-8330 / (855) 783-8330 Import validation 2 Attempt to import a file where the unit price range is not between 0 and 999999999. Refer to Figure 18. Figure 18 Failed import validation when unit price is out of range Import validation 3 Attempt to import a file with unit prices for all alternate items without following the alternate item combination. Refer to Figure 19. Figure 19 Failed import validation when every alternate item with unit prices is imported PennDOT IT Service Desk 344 (717) 783-8330 / (855) 783-8330 Import validation 4 Attempt to import a file trying to change the Item Number, Unit Price, Group Design Number, Alt Group, or Alt Sub Group number when they don't match the existing record on bid items. Refer to Figure 20. Figure 20 Failed import validation when required fields (Unit Price, Item Number, Group Design Number, Alt Group Number) do not match existing export record Import validation 5 Attempt to import a file that tries to change the unit price for an item that is already assigned to a subcontractor. Refer to Figure 21. Figure 21 Failed import validation related to changed subcontractor assignment unit price Import validation 6 Failure from the database end. Failure to process an update. PennDOT IT Service Desk 345 (717) 783-8330 / (855) 783-8330 Import validation 7 Multiple import validations can be triggered. All triggered validations are shown. Refer to Figure 22. Figure 22 Combinations of errors or validations grouped together Key points related to Export and Import Feature: 1. Contractors can perform Export/Import as soon as a project is advertised. 2. Export and Import can be performed multiple times. 3. The Import file must match EXACTLY the Export file. The only field that should be updated is the Unit Price column (Column I in the .csv file). 4. Import functionality will override unit price data for Bid Items. Unit price data in the spreadsheet supersedes the table data. 5. Partial import- A contractor can import unit prices for a subset of the overall bid items into the Bid Items screen. 6. Bid Opening will be delayed from 11:00am until all bid submission processing is complete. Import & Submit Guidelines During the last 15 minutes of the bid submission window (10:45am 11:00am for an 11:00am bid opening) the Import & Submit button is available on the Import Bid Item Unit Prices screen. Refer to Figure 23. Figure 23 Import and Submit button on Bid Items Import screen PennDOT IT Service Desk 346 (717) 783-8330 / (855) 783-8330 A contractor can click on Import and Submit or just the Submit button to get their bids submitted. If Import and Submit button is clicked, the system will: 1. Perform the import of item unit prices from the file provided. 2. Proceed with bid submission (provided NO errors were encountered during the import). 3. Perform all system validations that are currently in place surrounding 'Submit'. 4. Send back a 'successful bid submitted' message to the contractor. 5. If any validation errors are encountered during bid submission attempt, the error message is sent back to the contractor notifying them that the bid wasn't submitted. The Import and Submit follows the same hard stop validations as the Import function. Some of the hard stop validations related to Import and Submit are displayed below. Figure 24 refers to incorrect Alternate Item selection. A dual error message is displayed informing the contractor that the bid submission was unsuccessful and some bid item unit prices were not imported. It is a hard stop on the Import Bid Item Unit Prices screen. Figure 24 Incorrect Alternate Item selection Figure 25 Refers to the incorrect file format for upload. This error is thrown when a non-csv file is uploaded. PennDOT IT Service Desk 347 (717) 783-8330 / (855) 783-8330 Successful Import and Submit takes the contractor directly to the Bidder Checklist screen displaying messages that the import was successful and the bid submission is in progress. The Analyze Bid and Submit Bid button are not available after a successful submission. Refer to Figure 26. Figure 26 Successful Import and Submit If the contractor has successfully imported the .csv file using the Import and Submit button, but has other items left incomplete, such as Innovative bidding items (A+Bx and/or C-Factor), the contractor is directed to the Bidder Checklist screen. The error messages state the bid submission was not successful and not all bid items have unit prices, please enter all unit prices prior to submission, using Submit button. Refer to Figure 27. Note: Since Import and Submit was used to submit the bid, the Analyze Bid feature is unavailable. However, the submit bid feature is available. Figure 27 Successful Import and Submit but incomplete innovative bid items (A+Bx / C-Factor) PennDOT IT Service Desk 348 (717) 783-8330 / (855) 783-8330 When a bid submission is in process after a successful Import and Submit the other bid preparation links are disabled. No changes can be made to the bid while it is being submitted. Refer to Figure 28. Figure 28 Error message displayed stating a bid submission is in progress. No changes can be made to the bid while the submission is in progress. The Import and Submit button is removed from the Import Bid Item Unit Prices screen at 11:00am bid opening day. Refer to Figure 29. Figure 29 Import and Submit disabled at 11:00am PennDOT IT Service Desk 349 (717) 783-8330 / (855) 783-8330Adobe PDF Library 15.0