Submit BEO Forms

Description

This function is part of the Contract Awards subsystem and allows the apparent low bidder (‘prime’) to submit the BEO forms (either DBE Participation or MBE/WBE Commitment) required before the contract can be awarded. Forms are submitted from the DBE Participation for Federal Projects List or the MBE/WBE Commitment for State Projects List when the user clicks the Submit button. Only forms that are in "Submission Needed" status and where the DBE, MBE or WBE business partner (‘sub’) has acknowledged the form are submitted. This allows the prime to submit the forms individually or as a package, as long as the user has not marked the review as Complete (or a new revision has been created) and the BEO Submission Due Date has not passed. The submission process for DBE and MBE/WBE forms is the same; slight differences in field titles or content are highlighted in this document.

When the user clicks the Submit button on the list screen and confirms the action, all forms in Submission Needed status are changed to the next (that is, ‘submitted’) status, provided each form has been acknowledged by the sub. When this occurs, the system generates and sends an email notification to the next usergorup in the workflow, informing them that the electronic form is ready for review. The review process for the forms is detailed in the Help document “How Do I Review BEO Submissions” under the BEO Submission, Review, and Approval category. The workflow for form approval for projects prior to Pre-Construction is Draft--Awaiting Acknowledgement--Acknowledged--BEO Review--Approved. The workflow for form approval for projects Pre-Construction or beyond is Draft--Awaiting Acknowledgement--Acknowledged--District Review--BEO Review--Approved.

The Submit BEO Forms function provides part of the BEO Submission, Review, and Approval functionality and can be accessed by the apparent low bidder for the project. After the BEO Submission Due Date is passed, this function is no longer available.

Quick Navigation

This following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.

From this screen….	perform this action:
Contractor Project Page	Click the DBE Participation for Federal Projects (or MBE/WBE Commitment for State Project) link
DBE Participation for Federal Projects List (or MBE/WBE…)	Click Submit button Confirm action

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services options available to your user group are displayed.
Select the My Projects option beneath Contractor Services on the navigation bar.	The My Projects page is displayed and lists the projects associated with your business partner ID.
If needed, enter search criteria to narrow the displayed listing of projects, then click the REFRESH button.	The My Projects page is updated based on your search criteria.
Locate the project for which you want to submit BEO forms and click the Project Number hyperlink.	The Contractor Project page for the specified project is displayed.
If necessary, use the down arrow icon at the upper left of the screen display to jump to the bottom of the screen.	The lower portion of the screen is displayed.
Click the DBE Participation for Federal Projects (or the MBE/WBE Commitment for State Projects) hyperlink.	The DBE Participation for Federal Projects List (or MBE/WBE Commitment for State Projects List) screen is displayed.
If necessary, use the down arrow icon at the upper left of the screen display to jump to the bottom of the screen.	The lower portion of the screen is displayed.
Click the SUBMIT button.	A message is displayed asking you to confirm that you want to submit those forms under the category Submission Needed (that is, forms that have been acknowledged by the sub).
Click OK on the message box.	A ‘please wait’ message is displayed. When processing is complete, the system displays a ‘successful’ message.
Click OK on the message box.	The list screen is refreshed. The forms that were previously in the Submission Needed category (and where the Acknowledge column contained a date/time) have been updated to the Ready for Review category, and the status of each form is ‘BEO Review’ (submitted). The Ready for Review percentage field below the Contract Awards header section has been recalculated to include the forms you submitted. An email notification is generated and sent to the authorized user group.
	Use the Go links to access other project-related screens. Use the navigation bar to access other ECMS functions or to log out of the system.

Related Help Documents

Topic	Help Document
Form listing for project	Tell Me About DBE Participation for Federal Projects (or MBE/WBE Commitment for State Projects) List
Project listing	Tell Me About My Projects
Search criteria	How Do I Define a Search for My Projects
Contractor information	Tell Me About Contractor Project Page
Self-contained status	How Do I Declare Self-Contained Status
Evaluation request	How Do I Request MPL or Good Faith Effort Evaluation
Request to subcontract more than 50% of work items (D-431, D-432)	How Do I Request to Perform Less Than Fifty Percent Work Items

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:56:24 AM