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February 28, 2008 TRAINING UDOT Contractor PC USERTrust Vault World Wide Web UDOT Electronic Bid System Flow Chart.

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Presentation on theme: "February 28, 2008 TRAINING UDOT Contractor PC USERTrust Vault World Wide Web UDOT Electronic Bid System Flow Chart."— Presentation transcript:

1

2 February 28, 2008 TRAINING

3 UDOT Contractor PC USERTrust Vault World Wide Web UDOT Electronic Bid System Flow Chart

4 BID OPENING INFORMATION TABLE WEBSITE

5 Follow “Download Instructions” to install the EBS Program on your Computer.

6 After downloading the UDOT EBS Program the UDOT EBS Icon is added to your desktop. Click the icon to run the program.

7 Follow “Download Instructions” to update DBE Directory File on your Computer. Date for last time modified. Must have current DBE Directory File when bidding Click to view UDOT DBE Directory

8 UDOT DBE Directory Click “Table of Contents” for a list of approved DBE subcontractors.

9 Follow “Digital Certificate Instructions” to apply for a digital certificate and access to UserTrust vault.

10 Enter the name of person signing the bid electronically. Enter the address for the person submitting the bid to the UserTrust vault. NOTE: The person responsible for signing the bid and the person responsible for submitting the bid do not have to be the same person.

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19 WHEN YOU SUBMIT BID

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22 ANNUAL REGISTRATION PROCESS ANNUAL REGISTRATION

23 IF YOU DO NOT HAVE UDOT ‘USER ID’ AND ‘PASSWORD’. DBE’S REGISTER WITH UDOT CIVIL RIGHTS OFFICE.

24 COMPLETE ALL REQUIRED INFORMATION AND CLICK ‘SUBMIT’.

25 3648 ******** ENTER ‘USER ID’ AND ‘PASSWORD’.

26 CONFIRM COMPANY PROFILE INFORMATION AND CLICK ‘CONTINUE’. OPTIONS: “Change My Password” & “Change Company Information”

27 1999 ENTER ‘YEAR COMPANY WAS ESTABLISHED’ AND ‘ANNUAL GROSS RECEIPTS’. CHECK ALL APPLICIABLE ‘WORK CLASSIFICATIONS’ AND CLICK ‘SUBMIT’.

28 SUPPORT PAGE

29 Recommended

30 Receive Notifications for EBS.

31 PROJECT BID INFORMATION

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41 “Bid Date” and “Project DBE Goal” can be edited when you receive an Addendum instructing you to make the change.

42 BUILD DBE COMMITMENT FEDERAL PROJECTS

43 1. Check the box for the committed DBE and then check the appliciable committed items.

44 2. Indicate “Partial/Complete for each committed item and enter the total dollar amount committed for each item.

45 3. View and Print the DBE Commitment Report.

46 4.ONLY REQUIRED BY APPARENT LOW BIDDER AFTER BID OPENING. Prints DBE Confirmation letters for each committed DBE. Must be signed by the DBE and faxed to the UDOT Civil Rights Office before project is Awarded.

47 GOOD FAITH EFFORT AND INTEND TO SUBLET FEDERAL PROJECTS

48 Example: DBE Goal ‘>0’ & Unable to meet Goal.

49 Example: DBE Goal ‘0’ & Intend to Sublet Work.

50 Step 1. Select appropriate Group ID for items quoted.

51 Step 1a. After selecting to appropriate Group ID, highlight the items quoted for the group and click ‘Select’. Selected Items are added to this window. “Save” after selecting.

52 Step 2. Select DBE’s contacted for quotes, indicate how they were contacted, date contacted and the contact results by clicking on dropdowns. Comment is optional.

53 Step 3. Add NON-DBE subcontractors providing quotes if they are not listed in Step 4. Assign Items.

54 Step 4. Assign Group ID to DBE and Non-DBE subcontractors providing quotes. 1. Highlight applicable DBE/Non DBE subcontractor. 2. Highlight applicable Group Id/ and click “Select” “Save” after each “Select’.

55 Step 5. Enter dollar amounts for each item quoted by DBE/Non DBE subcontractors. Indicate if item was quoted as Partial or Complete by clicking on dropdown. “Save” after entering quotes for each DBE/ Non-DBE. 250,000.00

56 Step 6. View and Print “Comparison” report for DBE/Non DBE quotes. Report will be submitted with your bid package. Click on dropdown if you created multiple Group ID’s.

57 Step 6. View and Print “Contact List” for DBE/Non DBE contacted for quotes. Report will be submitted with your bid package.

58 BIDDERS LIST

59 FIRST TIME YOU CLICK ‘BIDDERS LIST’ YOU MUST LOAD THE “SUBONTRACTORS”

60 LOADING SUBCONTRACTORS FILE

61 CLICK “BID OPENING INFO” ICON.

62 RIGHT MOUSE CLICK “EBS SUBCONTRACTOR FILE” AND SELECT “SAVE TARGET AS….”

63 SAVE IN C:\EBS/DOWNLOAD FOLDER Wait for “Download Complete” and click “Close”.

64 1. OPEN EBS, CLICK ‘BIDDERS LIST’ AND SELECT “LOAD SUBCONTRACTORS” 2.SELECT “CMPNYDAT.TXT FILE FROM THE C:\EBS / DOWNLOAD” FOLDER AND CLICK “OPEN”.

65 WAIT FOR MESSAGE AND CLICK ‘OK’.

66 ADDING SUBCONTRACTORS

67 CLICK ‘BIDDERS LIST’ AND SELECT ‘ADD SUBCONTRACTOR’.

68 CLICK ‘ADD’, COMPLETE THE REQUIRED INFORMATION AND CLICK ‘SAVE’.

69 ‘ADDED SUBCONTRACTORS’ NAME WILL APPEAR IN ‘SUBCONTRACTORS’ LIST.

70 COMPLETING BIDDERS LIST

71 1. CLICK BOX RIGHT OF “SUBCONTRACTORS” NAME WHO SUBMITTED A BID/QUOTE. 2. CLICK BOX RIGHT OF APPLICABLE “PROJECT ITEM DESCRIPTION(S)” 3. COMPILED “BIDDERS LIST” REPORT NOTE: “REG” “ANNUAL CONTRACTOR/SUBCONTRACTOR REGISTRATION” IS CURRENT. 4. CLICK DROPDOWN TO INDICATE “COMPLETE”, “ PARTIAL SERVICE” OR “PARTIAL SUPPLY”.

72 OPTION: CLICK, ‘MOVE PROJECT’ TO MOVE ‘BIDDERS LIST’ FROM ONE PC TO ANOTHER. x

73 TIME AND LANE RENTAL

74 EXAMPLE SPECIAL PROVISION FOR “LANE RENTAL” COMPLETE LANE RENTAL TABLE

75 OPEN EBS ENTER QUANTITIES FROM SPECIAL PROVISION TABLE. CHECK SUBTOTAL WITH SPECIAL PROVISION TOTAL.

76 MULTIPLE TIME SEGMENTS TABLE EXAMPLE SPECIAL PROVISION FOR “BIDDING CONTRACT TIME”.

77 EBS EXAMPLE BIDDING CONTRACTOR ENTERS NUMBER OF CALENDAR DAYS

78 EXAMPLE BIDDING METHOD A+B SPECIAL PROVISION

79 NOTE “A” AND “B” ARE SUBTOTALED SEPARATELY EBS EXAMPLE BIDDING CONTRACTOR ENTERS NUMBER OF CALENDAR DAYS

80 PROGRAM VERSION # AND BID ITEM VERSION #

81 EBS PROGRAM VERSION # BID ITEM VERSION # NOTE: ‘BID ITEM VERSION #’ WILL BE CHANGED WITH AN ADDENDUM IF THE BID ITEMS ARE MODIFIED (i.e. deleted or added items, item quantity change, etc.)

82 EBS WEB LINKS

83 OPENS ‘BID OPENING INFORMATION TABLE’

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85 OPENS ‘UNOFFICIAL BID RESULTS’

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87 OPENS ‘UserTrust VAULT’ NOTE: NEED UserTrust CERTIFICATE TO ACCESS THE VAULT.

88 ‘UserTrust VAULT’ FOR CERTIFICATE.

89 EBS HELP

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92 EBS POWERPOINT TRAINING

93 DOWNLOAD EBS VERSION 5.01 POWERPOINT PRESENTATION

94 ADDENDUMS

95 UDOT Addendums must be acknowledged and documented or your bid will be declared Non- Responsive. Click ‘Add Addendum’ enter initials and click ‘Save’.

96 CONTRACTOR PROFILE

97 Required before you can prepare and submit bids. Contact UDOT for ‘Contractor ID’.

98 STATUS OF WORK

99 Required for projects >$500,000 and bidder is not prequalified by UDOT as ‘Unlimited’. Click ‘Insert Row’ and document all uncompleted work for your company. Information is saved from bid to bid and can be updated.

100 TRANSMIT BID

101 Click to transmit bid. Also, can be use to view/edit required bid documents. Required documents will be highlighted depending on type of project (Federal or State). Click “View” to view the selected document.

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103 Click “Edit” to edit the selected document.

104 Complete edit and return to ‘Transmit Bid’.

105 Enter ‘Bond Authorization Code’

106 Bond Authorization Code is submit with bid package.

107 ‘Proposal Guaranty’ can be submitted in lieu of a Bid Bond.

108 Enter ‘Certified Check #’ or ‘Cashier’s Check #’. NOTE: Check must be equal to 5% of the total amount of your bid.

109 Check ‘Alternate #1” or ‘Alternate #2

110 X Click “Proposal Guaranty”

111 Click “Print Forms” and review bid submittal documents before transmitting bid.

112 Click “Transmit Bid” to submit bid to UserTrust Vault.

113 Enter ‘Bond Authorization Code’ or ‘Proposal Guaranty’. Click ‘Transmit Bid’

114 Click “Save” to save bid package to diskette. Possible warning messages after clicking ‘Save’.

115 ‘ Blaine Bailey Construction Company’ Vault opens for certificate holder.

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119 notification for bid submitted prior to bid opening date and time.

120 notification for bid submitted after bid opening date and time.

121 ‘View History’ enables you to view the number bids you submitted to the vault for the selected project. NOTE: Last bid submitted prior to bid opening date and time is the bid UDOT will receive from the UserTrust Vault for bid opening.

122 MOVE BID INFORMATION

123 ‘Move Project’ allows multiple users to work different parts of the bid package and then move all the parts to the target PC used to submit the bid. Check what you want to move and click ‘Save’ SAVE TO DISKETTE

124 Click, “Load New Project/Addendum’ Changes are loaded into target bid package.

125 BID OPENING PROCESS

126 Downloaded 2:00 P.M. UDOT downloads bids form the UserTrust Vault at the time specified for opening of bids.

127 Bids Opened 2:30 P.M.

128 Bids are listed in order of the lowest bid first. If lowest bid is not 10% over the Engineer’s Estimate, bid results are published to UDOT’s ‘Unofficial Bid Results’ website.

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130 View unofficial bid results.

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132 View unit prices submitted by apparent low bidder.

133 Web message for bids 10% over Engineer’s Estimate.

134 Web message if you try to view bids before they opened. Click ‘Refresh’ and try again later.

135 All submitted bids are uploaded to an abstract.

136 When the Bid Abstract is reviewed and approved by UDOT, the abstract is published to UDOT’s website.

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138 Used to view and compare all submitted bid prices with the Engineer’s Estimate.

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140 Thank you. Training


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