February 28, 2008 TRAINING

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

BID OPENING INFORMATION TABLE WEBSITE

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

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

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

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

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

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.

WHEN YOU SUBMIT BID

ANNUAL REGISTRATION PROCESS ANNUAL REGISTRATION

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

COMPLETE ALL REQUIRED INFORMATION AND CLICK ‘SUBMIT’.

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

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

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

SUPPORT PAGE

Recommended

Receive Notifications for EBS.

PROJECT BID INFORMATION

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

BUILD DBE COMMITMENT FEDERAL PROJECTS

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

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

3. View and Print the DBE Commitment Report.

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.

GOOD FAITH EFFORT AND INTEND TO SUBLET FEDERAL PROJECTS

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

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

Step 1. Select appropriate Group ID for items quoted.

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.

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.

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

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’.

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

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.

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

BIDDERS LIST

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

LOADING SUBCONTRACTORS FILE

CLICK “BID OPENING INFO” ICON.

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

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

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

WAIT FOR MESSAGE AND CLICK ‘OK’.

ADDING SUBCONTRACTORS

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

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

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

COMPLETING BIDDERS LIST

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”.

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

TIME AND LANE RENTAL

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

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

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

EBS EXAMPLE BIDDING CONTRACTOR ENTERS NUMBER OF CALENDAR DAYS

EXAMPLE BIDDING METHOD A+B SPECIAL PROVISION

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

PROGRAM VERSION # AND BID ITEM VERSION #

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.)

EBS WEB LINKS

OPENS ‘BID OPENING INFORMATION TABLE’

OPENS ‘UNOFFICIAL BID RESULTS’

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

‘UserTrust VAULT’ FOR CERTIFICATE.

EBS HELP

EBS POWERPOINT TRAINING

DOWNLOAD EBS VERSION 5.01 POWERPOINT PRESENTATION

ADDENDUMS

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

CONTRACTOR PROFILE

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

STATUS OF WORK

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.

TRANSMIT BID

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.

Click “Edit” to edit the selected document.

Complete edit and return to ‘Transmit Bid’.

Enter ‘Bond Authorization Code’

Bond Authorization Code is submit with bid package.

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

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

Check ‘Alternate #1” or ‘Alternate #2

X Click “Proposal Guaranty”

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

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

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

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

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

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

notification for bid submitted after bid opening date and time.

‘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.

MOVE BID INFORMATION

‘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

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

BID OPENING PROCESS

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

Bids Opened 2:30 P.M.

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.

View unofficial bid results.

View unit prices submitted by apparent low bidder.

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

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

All submitted bids are uploaded to an abstract.

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

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

Thank you. Training