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CONTRACTS ADMINISTRATION. PRE-QUALIFICATION AND BID ENTRY WEB APPLICATIONS. Presenters: Juanita Moore Leila Griffin September 9, 2003. TOPICS. STRUCTURE PRE-QUALIFICATION (PQ) BID LETTING WEB APPLICATION. Structure.

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Contracts administration

CONTRACTS ADMINISTRATION

PRE-QUALIFICATION AND BID ENTRY WEB APPLICATIONS

Presenters: Juanita MooreLeila Griffin

September 9, 2003


Topics
TOPICS

  • STRUCTURE

  • PRE-QUALIFICATION (PQ)

  • BID LETTING WEB APPLICATION


Structure
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

PRE-QUALIFICATION WEB APPLICATION


Fdot pre qualification
FDOT Pre-Qualification

  • Pre-Qualification Overview

  • Pre-Qualification Process

  • Request for Pre-Qualification

  • Certificate of Qualification

  • PQ Web Enhancements

  • Future Enhancements


Pre qualification overview
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
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
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
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
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
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
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
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

BID ENTRY WEB APPICATION


Fdot bid entry
FDOT Bid Entry

  • Bid Submittal Overview

  • Bid Entry Application (BEA)

  • Interfaces

  • The BEA Process

  • Future Enhancements


Bid submittal overview
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
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
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
Interfaces

  • Trns*port LAS

  • Job Order Processing System (JOP)

LAS

JOP

BEA


Trns port las
Trns*port LAS

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


Job order processing jop
Job Order Processing (JOP)

  • JOP interfaces with LAS and the Bid Entry Application.

  • Districts do not use the JOP mainframe system.


The bea process
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
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
BEA Letting Process

  • Bid Total Input

  • Letting Reports

  • Letting Results


Bid total input
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 reports
Letting Reports

  • Audit Report

  • Letting Results






Letting results
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











Post letting
Post-Letting

  • Reports

  • Original Bidders List

  • Contract Adjustments












Future enhancements1
Future Enhancements

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


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