MBE-WBE Solicitation

Description

The Minority Business Enterprise/Woman Business Enterprise (MBE/WBE) Solicitation screen allows the apparent low bidder to submit information regarding solicitation efforts made to fulfill the MBE/WBE minimum participation levels (MPLs) associated with a PENNDOT construction project. The information contained within the MBE/WBE Solicitation form is used as support documentation for the MBE/WBE Commitment for State Projects form. This Bureau of Equal Opportunity (BEO) submission type is only required for 100% State projects where an MPL has been set.

The apparent low bidder (prime) must submit its MBE/WBE Solicitation information before the due date has passed (typically within seven days of being named the apparent low bidder). Once the deadline has passed, the ‘submit’ function on this screen is disabled. When the prime completes this screen and clicks the “Submit” button, it is available to the authorized reviewer. The reviewer may view the information but does not approve or disapprove it, either as individual forms or as a ‘package’ of information. Before the contract can be executed, however, the system checks to ensure that if this form is required, a record exists in submitted status.

This screen is part of the Contract Awards subsystem and provides part of the BEO Submission, Review, and Approval functionality. The MBE/WBE Solicitation screen can be accessed in create mode when the prime clicks MBE/WBE Solicitation link on the Contractor Project Page. When the screen is in submitted status, authorized PENNDOT users can access it from the MBE/WBE Solicitation link on the Forms by Review list or on the Contract Awards screen.

Fields

Field Name	State	Description
Project Header (Short)	Display 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.
Contract Awards Header	Display Only	The Contract Awards header is standard throughout the Contract Awards subsystem and appears on each ‘major’ screen.
MBE/WBE Solicitation Status	Display Only	The status of the MBE/WBE Solicitation screen is displayed in red text. Valid values are Draft and Submitted.
BEO Submission Due	Display Only	The date the BEO submission is due. This deadline includes submission of the MBE/WBE Commitment forms. If the date has passed, the Submit button on this screen is disabled.
Contact	Editable - Required	The name of the prime contact person that can provide additional information about this submission.
Phone	Editable - Required	The prime contact person’s telephone number, including area code. This field must be numeric and must be formatted as 999-999-9999.
Minimum Participation Levels (MPL)	Display Only	The minimum percentage of the overall contract that PENNDOT has targeted to be performed or provided by MBE/WBE. The MBE and WBE percentages are stored and displayed separately and may be different.
Business Partner (MBE/WBE)	Display Only	The name of the company solicited for the quotation.
Type	Display Only	The type of disadvantaged business, for example, MBE or WBE.
Type of Work	Display Only	The type of work or service for which the company was solicited.
Contacted	Display Only	The date the prime contacted the MBE/WBE. This field displays the most recent of the 4 contacted fields from the MBE/WBE Solicitation Detail screen.
Amount	Display Only	If the user indicated a quote was received from this company on the detail screen, the amount of the quote is displayed; otherwise, this field is blank.
		*****Workflow Status*****
Status	Display Only	Status of the form at the time a specific action took place.
Name	Display Only	Full name of user who performed the action.
Action	Display Only	Action taken by the user.
Date/Time	Display Only	Date/time stamp when the workflow action was performed.

Actions

Action	Description
? (icon)	When the user clicks this icon, they are taken to the screen’s “Tell Me About” Help document, which provides a brief screen description, a definition of each field, and a definition of each ‘action’ (link, button, icon).
Up/Down Arrows (icon)	When the user clicks the up arrow at the top left corner of the display, they are taken to the top of the screen view. When the user clicks the down arrow at the top left corner of the display, they are taken to the bottom of the screen view. TIP: The function buttons such as BACK, EDIT, and SAVE are always located at the extreme bottom of the screen. Use the down arrow to quickly move to the buttons you need.
Delete (checkbox)	This checkbox allows the user to delete business partners from the list of solicited MBE/WBE firms. When the user selects the checkbox beside the MBE/WBE and clicks the SAVE button (and confirms the deletion), the MBE/WBE is deleted from the list.
Add (button)	When the user clicks this button, the MBE/WBE Solicitation Detail screen is displayed in create mode and allows the user to enter the details surrounding the solicitation of the MBE/WBE.
Go (button)	When the user clicks this button, the destination screen they selected from the Go Links drop-down field is displayed.
Back (button)	When the user clicks this button, they are returned to the previous screen in the browser history.
Save (button)	When the user clicks this button, any changes to the screen are saved to the database, and a message is displayed informing the user that the save was successful. When the user clicks OK on the message box, control remains on this screen. Note: If the user selected the Deletion checkbox for any MBE/WBE, a confirmation message is displayed asking the user to confirm the deletion. If the user confirms, the MBE/WBE is deleted from the list.
Submit (button)	When the user clicks this button, a message is displayed asking them to confirm the submission. If the user clicks OK on the message box, the system displays a ‘please wait’ message. When processing is complete, the system displays a ‘successful’ message, when the user clicks OK on this second message box, they are taken to the Contractor Project Page.
Correct (button)	When the user clicks this button, the status of the MBE/WBE Solicitation form changes from Review to Draft and can be updated/resubmitted, as long as the BEO Due Date has not passed. When the MBE/WBE Solicitation form has been marked as "Completed", only authorized BEO users are permitted to use the Correct function. If the MBE/WBE Solicitation is in Review status and has not yet been marked as complete (and the BEO Due Date has not passed), only the Prime Contractor can use the Correct function.
Complete (button)	When the use clicks this button, the status of the MBE/WBE Solicitation is updated to Complete. This button is only available to authorized BEO users. Once the form is marked as complete, the Prime Contractor no longer has the ability to 'Correct', the form, but the Correct function does become available to authorized BEO users. The Complete button is only available when the MBE/WBE Solicitation status is Review.

Related Help Documents

Topic	Help Document
Detail screen	Tell Me About MBE-WBE Solicitation Detail
How to complete form	How Do I Create MBE-WBE Solicitation

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:54:06 AM