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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.
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
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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