PRE-QUALIFICATION AND BID ENTRY WEB APPLICATIONS CONTRACTS ADMINISTRATION Presenters: Juanita Moore Leila 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.

PRE-QUALIFICATION WEB APPLICATION

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.

Contractor Inquiry Web Application (cont’d)

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 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 to the Central Office for all denials for a PQ action, if necessary

District Process to Verify Pre- qualification (cont”d)

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

BID ENTRY WEB APPICATION

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. District 3 District 2 Satellite District 5 Central Office District 1 Turnpike District 4 District 7 District 6 Satellite

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) JOPLAS 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 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 LAS JOP LASBEA PRE-LETTING LETTING

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.

Letting Main Page

Letting Page

Letting Reports Page

Project Status/Edit Index

Letting Reports Page

Preliminary Bidders List

Letting Page

BEA Letting Process Bid Total Input Letting Reports Letting Results

Bid Total Input Bid totals are input immediately after 10:30 A.M. Bid total updates are performed up to 7 days after the initial bid opening. District locations are closed after bid totals are entered. Each location is monitored by Central Office.

Letting Main Page

Letting Page

Financial Project Index

Bid Entry (Standard)

Financial Project Index

Bid Entry (Alternative)

Letting Main Page

District Close Out

District Re-Open

Letting Reports Audit Report Letting Results

Audit Report

Audit Report (cont’d)

VF APAC-SOUTHEAST, INC. $2,362, VF AJAX PAVING INDUSTRIES $2,486, VF PCL CIVIL CONSTRUCTORS $2,244, VF MISENER MARINE CONSTRU $2,462, VF GILBERT SOUTHERN CORP. $2,540, Letting Results Available on the Contracts Administration Web Site. An average letting last 30 to 45 minutes. Letting Results “Real Time”

Letting Results (cont’d)

Post-Letting Reports Original Bidders List Contract Adjustments

Letting Reports Page

Bid Bond Check List

Letting Reports Page

Original Bidders List

Letting Reports Page

Project Status/Edit Index

Standard Project

Project Status/Edit Index

Alternate Contract

Letting Reports Page

Future Enhancements To implement Bid Express on-line bidding Spring 2004.