Line Item Profile Report

Description

The Line Item Profile Report is automatically generated when the bids for a project are opened and the Contract Awards Checklist items are generated. The report is initially created without a status and must be reviewed. The reviewer can choose to approve or disapprove the entire report; or can mark individual bid items as requiring bid justification and save the report. The process of bid justification itself occurs outside of ECMS and is tracked on the Bid Justification Contract Awards checklist item.

The content of the report is created from the Generate Line Item Profile program. It compares the total project estimate with the total bid amount of the apparent low bid and displays the value as a percentage difference. For each line item within the three lowest bids, which is outside of the report parameter, an item-by-item comparison is also produced. For example, if the report parameter is set at 1%, and the project estimate shows $1.00 for Item 1, the report will provide an item comparison if any of the three lowest bidders’ prices is equal to or greater than $1.01 or equal to or less than $.99. The item-by-item comparison is done regardless of whether the total project estimate and the three lowest bids are within the report parameter.

This report can be used to analyze the unit costs of the bidders versus the estimate and helps PENNDOT analyze bids. The report is accessed from a hyperlink on the Bid Justification Contract Award Checklist item. The approval/disapproval functions can be accessed by authorized users only.

Normally, a one percent (difference between estimate bid amount) line item profile is generated after each bid opening. For extremely large projects (greater than $40 million), a 0.5 percent line item profile is generated. A user may change the % difference value and refresh the screen up until the point the report is either approved or disapproved. Factors that are used include:
-Comparing item bids of the three lowest bidders with the item estimates,
-Proportioning the bid difference with the total project estimate, i.e., percent weighted difference,
-Highlighting deviant bid items,
-Identifying potential overrun items, and
-Determining the low bids that require bid justification.

This report is part of the Bid Justification checklist item and provides part of the Contract Awards subsystem’s Bid Justification functionality.

Fields

Field Name	State	Description
Project Header (Short)	Display Only	The short project header provides identifying information about the project.
Contract Awards Header	Display Only	The Contract Awards header is standard throughout the Contract Awards subsystem and appears on each ‘major’ screen. See “Tell Me About Contract Awards Header” for a description of each field.
Minimum Percent Difference with Respect to Project Total	Editable - Required	The minimum percentage difference that was used by the system to generate the report. The user may enter a new percentage difference in this field and click the Refresh button to update the report content. If the user enters a new percentage difference and does not click the Refresh button, the data display is not updated. The default percent values that the system uses to generate the report depend on the total project estimate: If the Estimate is less than $40 million, the percent difference is 1%. If the Estimate is greater than or equal to $40 million, the percent difference is 0.5%. This field is protected after the Line Item Profile has been approved or disapproved.
Report Status	Display Only	The status of the report. Valid values are Draft, Approved, and Disapproved.
Total Project Estimate	Display Only	The total project estimate for the cost of construction, in dollars and cents, this figure is calculated by summing the item totals for the design items.
Name of Bidder 1	Display Only	The business partner name of the apparent low bidder.
Name of Bidder 2	Display Only	The business partner name of the second-ranked bidder.
Name of Bidder 3	Display Only	The business partner name of the third ranked-bidder.
% Difference Estimate and Low Bid	Editable - Required	The percent difference between the total project estimate and the total bid amount of the low bid. This is a required field when clicking the Refresh button. Calculation: (Low Bidder Bid Amount – Project Estimate Amount) / Project Estimate Amount.
% Difference Estimate and Low Bid	Display Only	The percent difference between the total project estimate and the total bid amount of the low bid.
Item	Display Only	The item number.
Description	Display Only	The item description.
Modified Description	Display Only	The modified description is displayed in parentheses beneath the standard description for modified standard items.
Quantity/UOM	Display Only	The quantity of the item, followed by the unit of measure.
Bid	Display Only	The rank of the bid. "Est" represents the total project estimate.
Unit Price	Display Only	The unit price of the item. For the Estimate column, this is the unit price taken from the Design Items list. For the bids, this is the unit price taken from the schedule of prices for the bid.
Item Total	Display Only	The item’s total price as calculated by multiplying the quantity by the unit price.
% Difference WRT (with regard to item) Item	Display Only	The percent difference with regard to the item total.
% Difference WRT Project	Display Only	The percent difference with regard to the project total.
Total Number of Project Items	Display Only	Total number of items in the Design Items list.
Total Number Included in Report	Display Only	Total number of items included in this report. If the report is refreshed using zero percent, this figure matches the total number of project items.
Project Estimate $ in Report	Display Only	The dollar amount of the project items included in the report.
1 Bid $ in Report	Display Only	The dollar amount of the apparent low bidder’s items included in the report.
2 Bid $ in Report	Display Only	The dollar amount of the second-ranked bidder’s items included in the report.
3 Bid $ in Report	Display Only	The dollar amount of the third-ranked bidder’s items included in the report.

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.
Refresh (button)	When the user enters a new minimum percent difference and clicks the Refresh button, the report calculations are updated based on the entered percent difference, and the display changes to show the new data. This button is hidden after the report is approved or disapproved.
Req Just (checkbox)	When the user selects this checkbox and clicks the Disapprove button, the corresponding item is tagged as requiring bid justification.
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 selections in the Requires Justification checkbox column are saved to the database. This allows the user to close the report without losing the selections. This button is hidden after the report is approved or disapproved.
Approve (button)	When the user clicks this button, a message is displayed asking them to confirm the approval. When the user clicks OK on the message box, the system displays a ‘please wait’ message while the status is updated. When the processing is complete, a ‘successful’ message is displayed. When the user clicks OK on the message, they are returned to the Line Item Profile Report with the status field updated to Approved. This button is only visible to authorized users in the user groups and only when the screen is in edit mode. The report is not editable after it has been approved.
Disapprove (button)	The disapproval function allows the user to disapprove the Line Item Profile report, which in turn sets the overall status of the Bid Justification checklist item to "Failed". When the user clicks this button, a message is displayed asking the user to confirm the disapproval. When the user clicks OK on the message, a ‘please wait’ message is displayed while the report status is updated. When the processing is complete, a ‘successful’ message is displayed, and the Line Item Profile report screen is refreshed. The report status is updated to Disapproved. This button is only visible to authorized users in the user groups and only when the screen is in edit mode. The report is no longer editable after it has been disapproved.

Related Help Documents

Topic	Help Document
Navigation	Tell Me About Contract Awards Screen
Bid justification	Tell Me About J-Sheet Report

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:52 AM