Bid Package

Description

This screen is part of the Electronic Bidding subsystem and contains all of the information and data that constitute the bid package as it is routed for internal PENNDOT and/or FHWA review and approval. When approved, the bid package can be advertised by being published to the ECMS website where it can be reviewed by potential bidders and eventually bid upon.

The bid package is created as the last step in the Final Design process and is created from the Project Development Checklist screen by clicking the Create Bid Package button. The bid package can be accessed from a number of screens, including Bid Packages by Let Date and the Notice to Contractors, which are both available to the public and include only published bid packages.

With the exception of the Pre-Bid Meeting and Additional Text fields, the Bid Package screen cannot be directly edited. However, the data that is displayed on the screen can be updated on the Final Design screens where it was originally created up until the time the project is advertised. For example, if the user wants to update the State Wage indicator on the bid package, they must add the State Wage item to the Project Development Checklist. After the project is advertised, changes to plans, special provisions, attachments (that is, Project Development Checklist items that are neither plans nor special provisions) and items and quantities must be made via the Addendum process, and the updated information is displayed on the Addendum screen.

A project may have more than one bid package, for example, if no bids are received for the project, authorized Contract Awards users may opt to reset the project to design status and create a new bid package for advertising. However, a project can never have more than one active bid package at a time.

If the project requires Federal Oversight, the bid package must be routed to both BOD Contract Management (Central Office) and the FHWA for review and approval prior to being advertised. If the project does not require federal oversight, it may be selected for Quality Assurance review when the project meets certain criteria, or when the authorized PENNDOT user manually tags the project for QA by selecting the QA Review Required indicator on the Project Description tab of the Project Information screen.

The Bid Package can be created, deleted, or published and authorized by PENNDOT authorized users. Security for review and approval (or disapproval) functions is controlled by the Federal Project Status, the Bid Package status, the lead district for the project, and the user group. For example, an FHWA user has approval authority for a bid package for a Federal Oversight project when that bid package is in FHWA Review status. See the online User Dictionary for complete details.

At any time after the bid package has been created but before publication, a draft of the proposal reports, original and current, can be generated. A 'Pending Generation' label/link appears while the system is creating and processing these files. Clicking on the link displays the Document Publishing Monitor allowing the user to monitor the progress of the file creationg and processing. When completed, a document link appears on the bid package screen. Clicking on the link displays the report.

Fields

Field Name	State	Description
Project Header	Protected - Read Only	The full project header fields are displayed as a standard throughout much of ECMS. The header displays general project information including Project number, Short project description, District number, County, Project Status, SR, Section, Municipality, Group and Admin Org Code. The header also provides quick navigation to other screens related to the same project: Contractors click the word "Project" to navigate to the Contractor Project page. The words "Project Team" take Contractor users to the Third Party Project Team screen. PENNDOT, FHWA, Municipal, and Consultant users click the word "Project" to link to the Project Information or Construction Project Information screen (depending on Project Status). The words "Project Team" take these users to the Project Team screen. The header also provides a 'fast path' to the same screen for a different project number. Users navigate by typing the destination project number in the Project field (next to the Project link) and clicking the GO button.
Bid Package Status	Protected - Read Only	This field displays the current status of the bid package. Note:If there is a bid package workflow associated with the project, for example, if it is in FHWA Review status), the Bid Package Status field becomes a hyperlink to the Electronic Bidding Workflow screen.
Project Cost Range	Protected - Read Only	This field displays the estimated range of the project cost in thousands of dollars based on the Total Project Estimate. This field is only displayed when the bid package status is Published or higher, and it always displays the range based on the original advertisement That is, the cost range is not updated when published addenda affect the items and quantities. Any changes caused by addenda are reflected in the Project Cost Range field of the addendum itself (once it is published).
Estimated Project Amount	Protected - Read Only	This field displays the exact estimated cost (total of the design items originally included in the bid package when it was advertised). The Estimated Project Amount does not include any changes to the estimate based on addenda. PENNDOT users may view the updated Estimated Project Amount on the Addendum screen or on the Project Information screen once the addendum is published. This field is hidden when the bid package is in published or higher status.
Federal Project Status	Protected - Read Only	This field describes the funding of the project in terms of federal monies (Federal Oversight, or PENNDOT Oversight NHS or Non-NHS) or non-federal (that is, 100% State or combination of State and Private or Local funding). For purposes of the bid package, the Federal Project Status determines, in part, the workflow the bid package follows in the review and approval process. All Federal Oversight projects require three steps: 1) Creation by District and submission to BOD Contract Mgmt Division; 2) QA review and approval by BOD CMD; 3) Review and approval by FHWA. When these three steps are successfully completed, the bid package status is updated to Approved, and it is eligible to be published. Non-Federal or PENNDOT Oversight projects can be published directly from the District provided: 1) the Scheduled Let Date is approved prior to advertisement; 2) the Execute Rules program (to check business rules) does not return any errors, or the errors it returns are overridden; 3) the project has not been selected for QA review based on certain trigger conditions (e.g., complexity) or the presence of a manual trigger.
DBE	Protected - Read Only	This field displays the goal for participation of Disadvantaged Business Enterprise (DBE) on the project, expressed as a percentage. This field is hidden if this is non-federal (that is, a State-funded project) Note:This field is replaced by the MBE and WBE fields for projects that are 100% state funded (Non-Federal).
MBE	Protected - Read Only	This field displays the goal for Minority-Owned Business Enterprise (MBE) participation on the project, expressed as a percentage. This field is not visible while the bid package is in FHWA Review status. This field is only visible when the Federal Project Status is Non-Federal. Note:This field is replaced by the DBE field for projects that receive federal funds.
WBE	Protected - Read Only	This field displays the goal for participation of Women-Owned Business Enterprise (WBE) participation on the project, expressed as a percentage. This field is not visible while the bid package is in FHWA Review status. This field is only visible when the Federal Project Status is Non-Federal. Note:This field is replaced by the DBE field for projects that receive federal funds.
Structure Work	Protected - Read Only	This field displays the percentage of structure work on the project as calculated by summing the estimated total price of all design items with an associated Work Class Code grouped by structure, then dividing the result by the Total Estimate for the project. The structure percentage is calculated by the Create EBS Files program when the bid package is published and so is not visible in any status prior to published.
Wage Rates	Protected - Read Only	This field displays whether the project requires federal or state prevailing wages. The system determines the value of the indicator by evaluating the Project Development Checklist for either a State Wage or a Federal Wage checklist item. If the item exists on the checklist, the indicator is set to Yes. If the item is not on the checklist, the indicator is set to No. Note: The system does not perform any cross-check between ECMS and the Federal Highway Administration or Pennsylvania Department of Labor and Industry websites. Note: Wage rates will appear only if the bid package or addendum is in published status.
Project Type	Protected - Read Only	This field displays the type of project as entered on the Project Information screen. Valid values are: Standard, Municipal, Local Partial ECMS, Emergency Partial ECMS, Emergency, and Service Purchase.
State Type of Work	Protected - Read Only	This field displays the principal type of work comprising the project.
Prequalification Required	Protected - Read Only	This field indicates whether the contractor working on this project is required to be prequalified through the PennDOT ECMS Prequalification process.
Anticipated Advertisement	Protected - Read Only	This field displays the anticipated date the project will be advertised, in other words, the date the bid package is expected to be published to the ECMS website. This field is only displayed prior to the bid package's publication.
Pre-Bid Meeting	Editable - Required	This field indicates whether a pre-bid meeting is required, optional, or not planned.
Actual Let	Protected - Read Only	The date the bids are opened. This value is populated to the Bid Package table by the Open Bids program when the bids for the project are actually opened (or when the bid package is statuses as 'no bids received'). This field is only displayed after the bids have been opened, and so does not apply to some statuses, such as 'withdrawn'.
Anticipated Let	Protected - Read Only	This field displays the date it is anticipated that the bids will be opened as indicated in the project milestones before the let date has been approved. This date exists before a Scheduled Let Date exists and before the bids are actually opened (before the actual Let Date exists).
Scheduled Let	Protected - Read Only	The date that has been approved as the let date for the project. Initially, the authorized designate enters scheduled let date in the ECMS Anticipated column of the Project Milestones screen. Prior to publishing the bid package, this anticipated date must be approved using the Project Letting Schedule screen. The approved date is then written to the Actual Scheduled Let Date in the Milestones table and is copied to the Bid Package table when the bid package is published.
Anticipated Notice to Proceed (NTP)	Protected - Read Only	This field displays the date PENNDOT anticipates issuing the Notice to Proceed (NTP) for the project. The date is entered on the Project Milestones screen under the ECMS Anticipated column of the Issue NTP date field.
Required Completion	Protected - Read Only	This field displays the date PENNDOT requires the project be completed. The date is entered on the Project Milestones screen under the ECMS Anticipated column of the Project Completion field.
Description	Protected - Read Only	This field displays the long description of the project as entered on the Project Information screen. The field displays the first 250 characters of the description. The remaining description, if any, can be viewed by clicking the More link.
Additional Information (Display)	Editable - Optional	This field allows the user to enter additional information about the project. It is editable up until the bid package is published.
Version	Protected - Read Only	This field displays the bid package version number. This field is hidden when the version number is zero. When there is a version number to display, it is displayed throughout the bid package life cycle in any status.
Addenda Count	Protected - Read Only	This field displays the number of addenda that exist for this bid package.

Actions

Action	Description
BACK button	When the user clicks this button, they are returned to the previous document located in the browser's history. This button is visible to all users including the public.
GO button	When the user clicks this button, they are taken to the screen they selected in the associated drop-down list.
ADD button	When the user clicks this button, they are taken to the screen they selected in the associated drop-down list. The selected screen is displayed in create mode.
Planholders button	When the user clicks this button, a message is displayed asking them to confirm that they want to add their names to the list of planholders for the project. If the user responds OK, their name and contact information (from Business Partner table) is captured and dynamically added to the List of Planholders. This button is only displayed when the Project Status is Advertised. This button is only visible to business partner users.
Bid Package Status link	When the user clicks this link, they are taken to the Electronic Bidding Workflow screen. This link is only displayed when the bid package has an associated workflow.
More link	When the user clicks this link, the remaining description is displayed. This link is only displayed when the bid package long description contains over 250 characters.
Plans link	When the user clicks this link, they are taken to a listing of the project plans from which they can select a link to view the plan image. The graphical images of the plans are stored in PENNDOT's Electronic Document Management System (EDMS). Note: The typical size for a construction plan sheet is 22" x 36". Anyone printing construction plan sheets from this web site is responsible for verifying the scale of the printed copy by using the bar scales. For roadway plan and cross-section sheets, the bar scales are usually located on the title sheet. For structure plan sheets, the bar scales will be on the individual plan sheets.
Design Items link	When the user clicks this link, they are taken to the Design Items screen.
Special Provisions link	When the user clicks this link, they are taken to the Project Special Provisions screen. The screen lists the title of each special provision associated with the project and provides hyperlinks to the text of the special provision.
Attachments link	When the user clicks this link, they are taken to a listing of the attachments for the project. These attachments are defined as any Project Development Checklist item that is neither a plan nor a special provision and has the "Include in Bid Package" indicator set to yes.
Proposal Report (link)	When the user clicks this link, they are taken to a screen listing the items and quantities, and the special provisions, which are part of the Bid Package.
Proposal Attachments (link)	When the user clicks this link, Adobe Acrobat Reader is opened, and the user is taken to a .pdf file containing the scanned images of all the bid proposal attachments (for example, permits). The file does not include graphical images of the plans.
Plan Sets (link)	When the user clicks this link, the EDMS document link window is opened. The window lists all plan documents associated with the project.
Addenda Go link	When the user clicks this link, they are taken to a listing of the addenda for the project.
Asphalt/Cement Price Index link	When the user clicks this link, they are taken to the Asphalt/Cement Price Index screen with information for the current month and year displayed as default. This link is visible only when an asphalt item is included in the project.
Diesel Fuel Price Index link	When the user clicks this link, they are taken to the Diesel Fuel Price Index screen with information for the current month and year displayed as default. This link is visible only when a Diesel Fuel item is included in the project.
Pre-Bid Meeting radio button	When the user clicks one of the three radio buttons, they are selecting their Pre-Bid Meeting preference as Mandatory, Optional or None. Any specific information regarding the date, time or location of a pre-bid meeting should be included in a special provision linked to the project. After the bid package is published this field is display only. Note:There is no system check to verify that a special provision containing pre-bid meeting details has been added to the project when the Mandatory or Optional radio buttons are selected.
Select the Addendum Add Link	When the user selects an item from this list and clicks the ADD button, they are taken to the destination screen in "create" mode. If the screen is unavailable (for example, the bid package has not been published, so no addenda can be created), an error message is displayed on a separate web page.
Click the SAVE button	When the user clicks this button, the fields are validated to ensure that an option has been selected from the Pre-Bid Meeting Group and to verify that the Additional Information field is either blank or its contents do not exceed the field length. The Additional Information field is saved and is displayed when the bid package is advertised.
Click the PUBLISH button	When the user clicks this button, they are asked to confirm that they want to publish the bid package to the ECMS website. If the user confirms the message, the Execute Rules program is called to execute the business rules surrounding the advertisement of a project. (If the rules for this level were already overridden, they are not rerun, but processing continues as if no errors were detected.) If no errors are detected, the bid package status is updated to Pending EBS File Creation and a message is displayed asking the user to verify the status change in the system. If there are issues that need to be addressed the user is taken to the Execute Rules Status screen, which lists all errors and warnings generated by the execute rules program. Note: Only users in the authorized user group can override project errors at this stage, and only if the Override Indicator for all of the errors is Yes.
Click the EXECUTE RULES button	When the user clicks this button, the execute rules program is run. This program must be run to verify that all bid package information is in compliance with PENNDOT rules for publishing bid packages. The results are displayed on the Execute Rules Status screen, which is part of the Final Design functionality.
Click the SUBMIT button	When the user clicks this button, they are asked to confirm that they want to submit the bid package to BOD for review or cancel this action. If the user confirms by clicking OK the bid package status is updated to BOD Review and an email is generated. When the submission is complete a confirmation message indicating such is displayed.
Click the GENERATE REPORT button	When the user clicks the Generate Report button, draft .PDF documents of the Original and Current Proposal Reports are generated. A 'Pending Generation' label/link appears while the system is creating and processing the files. When the reports are completed and stored, a document link is displayed. Clicking on the link allows the user to view, download or print it.
Click the APPROVE button	When the authorized reviewer clicks this button, the bid package status is updated to FHWA Review (Federal Oversight projects) or to Approved (projects requiring Central Office QA as indicated on the Project Information screen). Upon approval, the final version of the Original Proposal Report is queued for generation. A message indicates that the file is pending generation until it is stored successfully in the EDMS system, at which time, a link is available on the Bid Package screen, from which the document can be brought up from EDMS and viewed, downloaded, or printed.
Click the DISAPPROVE button	When the authorized BOD Reviewer clicks this button, the Bid Package Comment screen is displayed where they can enter comments regarding the disapproval and confirm the disapproval.
Click the DELETE button	When the user clicks this button, they are asked to confirm if they want to delete the bid package or cancel this action. If the user confirms the message the bid package is deleted and the user is returned to the Project Information screen.
Click the DOWNLOAD EBS FILE button	When the user clicks this button, they are alerted that they will be added to the list of Planholders, which they public may view, and asked to confirm that the still want to download the EBS file. If the user confirms, the create EBS File program is executed and the user is added to the List of Planholders. Note: This button is only visible to Prequalified contractors when a project has Prequalification requirements. This button is only visible to Prequalified contractors or approved servicers/suppliers when the project is Prequalification exempt. Note: If there are addenda on the project (as reflected by an Addenda Count greater than 0), you need to check whether any of the addenda have items and quantities changes. If so, you must download and incorporate the EBS file for the addenda.
Click the RESET button	When the user clicks this button, the Bid Package Rollup and Reset program is run. This program incorporates any addendum changes into the project and resets the project to Design status. This button is only visible when the project is in Pending Redesign status, for example, when the bid package is advertised but no bids are received or all bids are rejected during the Contract Awards process.

Created by	Last Modified by
Joseph D Howe/PennDOT on 03/16/2005 at 10:48:28 AM	Julius B Sanders/PennDOT on 06/22/2006 at 09:33:29 AM