CONTRACTS ADMINISTRATION PRE-QUALIFICATION AND BID ENTRY WEB APPLICATIONS Presenters: Juanita MooreLeila Griffin September 9, 2003
TOPICS • STRUCTURE • PRE-QUALIFICATION (PQ) • BID LETTING WEB APPLICATION
Structure • Florida Department of Transportation (FDOT) has 9 Contract Administration Offices; Central Office, 7 District Offices and one Turnpike Enterprise. • Each office has the responsibility to advertise, let and award road and bridge construction contracts. • Most state funded construction contracts less that $1M and maintenance contracts are handled by the District Contracts Offices.
FDOT Pre-Qualification • Pre-Qualification Overview • Pre-Qualification Process • Request for Pre-Qualification • Certificate of Qualification • PQ Web Enhancements • Future Enhancements
Pre-Qualification Overview • The Contracts Administration Office administers the Department’s program for contractor pre-qualification per Chapter 337 F.S. • Contractors are pre-qualified with the Department in order to bid for the performance of road, bridge, or public transportation construction contracts in excess of $250,000. • Contractors pre-qualify annually.
Requests For Pre-Qualification • Contractors wanting to become pre-qualified are directed to the web site containing the information regarding pre-qualification,which includes the Application. • Currently, the application must be completed off-line. • After the Application is reviewed and approved,the contractor is issued a Certificate of Qualification.
Certificate of Qualification • The Certificate will list the Classes of Work the Contractor is approved to perform, the Maximum Bidding Capacity expressed in a dollar amount and the Expiration Date of the Certificate. • This information is electronically stored in the Department’s Mainframe System (CCQ), used for Consultant/Contractor Information.
PQ Web Application • Contractor Inquiry Web Application • Previous Process To Verify Contractor Pre-qualification • District Process To Verify Contractor Pre-qualification
Contractor Inquiry Web Application • The Contractor Inquiry Web Application is a web based listing of the current pre-qualified contractors. • The Contractor’s contact information and approved classes of work are listed. • This list is maintained on a “real time” basis • This Application allows the user to sort by contractor name and work class. • This Application is on the FDOT web site.
Previous Process To Verify Contractor Pre-qualification • Central Office uses Job Order Processing system (JOP) with an interface with CCQ to verify Pre-Qualification. • JOP is not available to District Offices. • Districts would manually check the listing of pre-qualification to determine whether the contractor had the required class of work. • The Districts would email Central Office to verify: capacity, work under way, expiration date, etc…and wait for a response. • Central Office annually processed over 1,000 district requests for vendor verification.
District Process to Verify Pre-qualification • This application interfaces with LAS. • The Districts select a letting and/or proposal and the system will verify the contractors PQ expiration date and bidding capacity and compare it to the project’s budget estimate, for all Planholders on the proposal in LAS. • Based on the comparison, the request for a bidding document is Approved or Denied. • The system generates an email to the Central Office for all denials for a PQ action, if necessary
Future Enhancements • To include the Tallahassee and District Contracts Offices in a Statewide Web Based System that would provide for Bidding Proposal approval, “real time” updates of published Plan Holder Lists, Letting Results etc. for all projects advertised statewide • To develop an on-line Application For Qualification
FDOT Bid Entry • Bid Submittal Overview • Bid Entry Application (BEA) • Interfaces • The BEA Process • Future Enhancements
Bid Submittal Overview • FDOT receive sealed bids in 12 locations statewide. Satellite Satellite District 3 District 2 Central Office District 5 District 7 District 4 District 1 Satellite Turnpike District 6
Bid Submittal Overview (cont’d) • Central Office • Bids are received in 7 district offices, three satellite offices and one Turnpike Enterprise office. • The bid total sheet is submitted with the official bid. • Contractor’s record their bid total on the bid total sheet. • The bid totals are entered into the Bid Entry Application (BEA) on the day of the letting. • Bids submitted in other locations are shipped overnight to Central Office. • District Offices and Turnpike Enterprise • Bid are received by individual districts offices. • District do not use the “Bid Total Sheets“
Bid Entry Application • The Bid Entry Application (BEA) is a web application used to manage the departments bid entry process. • BEA interfaces with other FDOT systems. • BEA handles simultaneous entries. • BEA is user friendly and easy to navigate. • BEA performs calculations of various bid totals. • Letting low bids • Awarded Bids • Rejects Bids • BEA does not update any systems.
Interfaces • Trns*port LAS • Job Order Processing System (JOP) LAS JOP BEA
Trns*port LAS • LAS interfaces with the mainframe Job Order Processing System (JOP) and the Bid Entry Application (BEA).
Job Order Processing (JOP) • JOP interfaces with LAS and the Bid Entry Application. • Districts do not use the JOP mainframe system.
The BEA Process LAS • Pre-Letting • Load Letting Data • Load Verification • Preliminary Bidders List • Letting • Bid Entry Process • Letting Reports • Letting Results • Post-Letting • Reports • Original Bidders List • Contract Adjustments PRE-LETTING JOP LETTING BEA LAS
Pre-Letting • LAS updates JOP with the Letting ID, Letting Proposals, Budge Estimate, and the Plan, Specifications and Proposal cost. • LAS updates BEA with the Letting ID, Letting Proposals and Projects. • JOP updates LAS & BEA with planholders valid for bidding. • JOP/LAS updates BEA with the “Standard” or “Alternative” codes.
BEA Letting Process • Bid Total Input • Letting Reports • Letting Results