PREQUALIFICATION AND BID ENTRY WEB APPLICATIONS

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CONTRACTS ADMINISTRATION

• PRE-QUALIFICATION AND BID ENTRY WEB APPLICATIONS

Presenters Juanita MooreLeila
Griffin September 9, 2003
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TOPICS

• STRUCTURE
• PRE-QUALIFICATION (PQ)
• BID LETTING WEB APPLICATION

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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.

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PRE-QUALIFICATION WEB APPLICATION
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FDOT Pre-Qualification

• Pre-Qualification Overview
• Pre-Qualification Process
• Request for Pre-Qualification
• Certificate of Qualification
• PQ Web Enhancements
• Future Enhancements

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Pre-Qualification Overview

• The Contracts Administration Office administers
  the Departments 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.

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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.

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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
  Departments Mainframe System (CCQ), used for
  Consultant/Contractor Information.

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PQ Web Application

• Contractor Inquiry Web Application
• Previous Process To Verify Contractor
  Pre-qualification
• District Process To Verify Contractor
  Pre-qualification

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Contractor Inquiry Web Application

• The Contractor Inquiry Web Application is a web
  based listing of the current pre-qualified
  contractors.
• The Contractors 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.

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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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Contractor Inquiry Web Application (contd)
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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, etcand wait for a response.
• Central Office annually processed over 1,000
  district requests for vendor verification.

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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 projects 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

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District Process to Verify Pre-qualification
(contd)
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District Process to Verify Pre-qualification
(contd)
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District Process to Verify Pre-qualification
(contd)
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District Process to Verify Pre-qualification
(contd)
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District Process to Verify Pre-qualification
(contd)
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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

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BID ENTRY WEB APPICATION
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FDOT Bid Entry

• Bid Submittal Overview
• Bid Entry Application (BEA)
• Interfaces
• The BEA Process
• Future Enhancements

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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
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Bid Submittal Overview (contd)

• 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.
• Contractors 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

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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.

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Interfaces

• Trnsport LAS
• Job Order Processing System (JOP)

JOP
LAS
BEA
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Trnsport LAS

• LAS interfaces with the mainframe Job Order
  Processing System (JOP) and the Bid Entry
  Application (BEA).

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Job Order Processing (JOP)

• JOP interfaces with LAS and the Bid Entry
  Application.
• Districts do not use the JOP mainframe system.

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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
LAS
BEA
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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.

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Letting Main Page
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Letting Page
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Letting Reports Page
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Project Status/Edit Index
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Letting Reports Page
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Preliminary Bidders List
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Letting Page
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BEA Letting Process

• Bid Total Input
• Letting Reports
• Letting Results

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Bid Total Input

• Bid totals are input immediately after 1030 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.

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Letting Main Page
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Letting Page
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Financial Project Index
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Bid Entry (Standard)
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Financial Project Index
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Bid Entry (Alternative)
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Letting Main Page
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District Close Out
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District Close Out
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District Close Out
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District Re-Open
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Letting Reports

• Audit Report
• Letting Results

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Audit Report
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Audit Report (contd)
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Audit Report (contd)
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Audit Report (contd)
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Letting Results

• Available on the Contracts Administration Web
  Site.
• An average letting last 30 to 45 minutes.

Letting Results Real Time
VF581401468001 APAC-SOUTHEAST, INC.
2,362,173.00 VF382369567001 AJAX
PAVING INDUSTRIES 2,486,000.00
VF840915605002 PCL CIVIL CONSTRUCTORS
2,244,693.00 VF591158596001 MISENER
MARINE CONSTRU 2,462,756.08 VF470530367001
GILBERT SOUTHERN CORP. 2,540,987.50
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Letting Results (contd)
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Post-Letting

• Reports
• Original Bidders List
• Contract Adjustments

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Letting Reports Page
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Bid Bond Check List
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Letting Reports Page
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Original Bidders List
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Letting Reports Page
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Project Status/Edit Index
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Standard Project
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Project Status/Edit Index
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Alternate Contract
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Letting Reports Page
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Future Enhancements

• To implement Bid Express on-line bidding Spring
  2004.