DBE Participation or MBE-WBE Commitment List

Description

This screen displays the list of the Bureau of Equal Opportunity (BEO) forms (either DBE Participation for Federal Projects – formerly Attachment A; or MBE/WBE Commitment for State Projects – formerly EO-32) created by the apparent low bidder. The list is sorted by name and displays the status of each form, as well as the date and time it was submitted for acknowledged by the DBE/MBE/WBE business partner or for PENNDOT review. The list shows all of the forms created thus far, along with a status for each. The screen is categorized by Approved, Conditionally Approved, or Disapproved; Ready for Review (forms have been submitted but not yet reviewed), Submission Needed (the forms are ready to be submitted only if the Acknowledged column contains a date/time); Awaiting Acknowledgement (prime has completed the form and submitted it to the sub for acknowledgement, but the sub has not yet acknowledged it); and Draft (prime has created the forms but has not marked submitted them to the sub for acknowledgement, and the sub has not acknowledged the forms).

This list can be accessed by the apparent low bidder as well as by authorized users. The list also allows the apparent low bidder to indicate that the percentage of work they plan to perform on the contract is less than 50% of the total project. (Permission to perform less than 50% of the work was formerly requested on the hardcopy D-431 or D-432 form.) The prime contractor may make this request in order to meet the DBE Goal or minimum participation level (MPL) for the contract. The contractor may also request a Good Faith Effort Evaluation for DBE or a request for MPL Evaluation. If the contractor requests good faith effort or MPL evaluation, the appropriate Contract Awards Checklist item is automatically added to the checklist and must be manually statused as ‘passed’ before the contract can be awarded.

If the prime chooses to check the self-contained checkbox, the Review Status is changed to complete and the checklist item is updated to Passed.

This screen can be accessed by authorized PENNDOT users from the Contract Awards or Forms by Review screens and by the contractor from the Contractor Project Page.

This screen provides the functionality for authorized PENNDOT users to complete the review process. If the review process is completed, the Review Status changes to ‘Completed’.

When the apparent low bidder submits this package of screens, the checklist item on the Contract Awards screen is updated to reflect the date received, and an email notification is generated and sent to an authorized user group. The email includes a link to the DBE List or the MBE/WBE List for the specified project.

This screen is part of the Contract Awards subsystem and provides part of the Submission, Review, and Approval 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.
BEO Review Status	Display Only	The status of the BEO Review for this project. Valid values are: Pending and Complete.
DBE	Display Only	The percentage of the contract amount that is targeted for DBE participation (federal projects only). This is the goal against which BEO evaluates the submission.
MBE/WBE	Display Only	The percentage of the contract that is targeted for MBE/WBE participation. This is the minimum participation level (for state projects) against which BEO evaluates the submission.
Approved	Display Only	The percentage that is currently approved. This value is calculated by summing the agreement totals on the underlying forms, which are in Approved status, and expressing the value as a percentage of the total bid price. If the project contains federal funds, only the Approved DBE% is displayed. If the project is 100% State, the Approved MBE/WBE % is displayed. This percentage includes 2 decimal places; however, the system rounds the approved percentage to 0 decimal places when determining whether the minority participation percentage for the project has been reached. For example, if the approved percentage is 4.49, and the project goal is 5%, the corresponding Contract Awards checklist item is set to Failed.
Ready for Review	Display Only	The percentage that is Ready for Review. This value is calculated by summing the agreement totals on the underlying forms, which are in Submitted status, and expressing the value as a percentage of the total bid price. The percentage includes 2 decimal places. If the project contains federal funds, only the DBE% is displayed. If the project 100% State, the MBE/WBE % is displayed. Note: This field is for estimating purposes. The value changes if the reviewer disapproves any of the underlying forms.
BEO Form Status	Display Only	The status of the individual form. Valid values are: Draft Awaiting Acknowledgement Submitted Approved Conditionally Approved Disapproved
Business Partner	Display Only	The name listed on the BEO form..
Business Type	Display Only	The type of business for which the name is being submitted, for example, "Subcontractor", "Trucking", "Regular Dealer".
% (of specified form with respect to Bid Total)	Calculated	This column displays the calculated value of the underlying form as compared to the overall Bid Price. The percentage includes 2 decimals.
Submitted	Display Only	The date and time when the form was submitted for Review. This column heading is only shown for the forms with statuses of Approved, Conditionally Approved, Disapproved, and Submitted.
Acknowledged	Display Only	The date and time when the form was acknowledged by the subcontractor. When the form status is in process (Draft or Awaiting Acknowledgement), this field is blank. This column heading is only shown for the forms with statuses of Awaiting Acknowledgement.
		*****Workflow*****
Status (Beginning)	Display Only	The status of the form prior to the action.
Name	Display Only	The name of the person who took the action.
Disposition	Display Only	The action taken.
Date/Time	Display Only	The date and time of the action.

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.
Add (button)	When the user clicks this button, the appropriate screen (DBE Participation for Federal Projects or MBE/WBE Commitment for State Projects) is displayed in create mode to allow the user to enter data for a minority business, which has not yet been associated with the list. This button is only displayed for the prime contractor when the BEO Review Status is Pending.
Self Contained (checkbox)	This checkbox allows the apparent low bidder to request permission to declare that they will perform all of the work. When this checkbox is selected, the rule requiring the BEO forms to be approved and the goals or MPLs to be attained is bypassed. This checkbox is only displayed for the prime contractor when the BEO Review Status is Pending and the Revision Number is zero (that is, no revisions have been made).
Request to Perform Less Than 50% of Work Items (checkbox)	This checkbox allows the apparent low bidder to request that they be permitted to perform less than 50% of the work class codes for the project in order to meet the DBE goal or MPL. This request was formerly made via the D-431 or D-432 form. This checkbox is only displayed for the prime contractor when the BEO Review Status is Pending and the Revision Number is zero (that is, no revisions have been made). After the screen has been saved, the checkbox is protected. When the user selects this checkbox and clicks the Submit button, a Contract Awards Checklist item (Prime Request to Perform Less Than 50% Work Items) is created. The checklist item must subsequently be statused as passed in order for the contract to be awarded. Note: This checkbox is protected if the apparent low bidder is a joint venture.
Request for Good Faith Effort Evaluation (checkbox)	This checkbox allows the apparent low bidder to request permission to submit good faith effort documentation when their submission fails to meet the DBE Goal for the project. When the user selects this checkbox and clicks the Submit button, a Contract Awards Checklist item (Good Faith Effort Evaluation Request) is created. Note that the submission of the documentation of Good Faith Effort itself is outside of ECMS; however, the checklist item created for the Good Faith Effort Evaluation allows the user to attach one or more files from the Electronic Document Management System (EDMS). This checkbox is only displayed for the prime contractor when the BEO Review Status is Pending and the Revision Number is zero (that is, no revisions have been made). After the screen has been saved, the checkbox is protected. This checkbox does not apply to non-federal (100% State) projects.
Request for MPL Evaluation (checkbox)	This checkbox allows the apparent low bidder to request permission to submit MPL documentation when their submission fails to meet the MPL for the project. When the user selects this checkbox and clicks the Submit button, a Contract Awards Checklist item (MPL Evaluation Request) is created. Note that the submission of the documentation of to support the MPL evaluation itself is outside of ECMS; however, the checklist item created for the evaluation allows the user to attach one or more files from the Electronic Document Management System (EDMS). This checkbox is only displayed for the prime contractor when the BEO Review Status is Pending and the Revision Number is zero (that is, no revisions have been made). After the screen has been saved, the checkbox is protected. This checkbox does not apply to federal aid projects.
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, the value of any selected checkboxes is saved.
Submit (button)	When the user clicks this button, a message is displayed asking the user to confirm the submission. If the user confirms the message, the BEO Review Status for all form which have been acknowledged by the sub changes to Submitted, and an email is generated and sent to users in the BEO user group. Note: All forms must have a BEO Form Status of Ready and must have been acknowledged by the subcontractor/service/supplier in order to submit the screen. This button is only displayed for the prime contractor when the BEO Review Status is Pending.
Revise (button)	When the user clicks this button a message is displayed asking them to confirm a revision. If the user confirms the revision, the BEO Review Status is changed to ‘Pending’. This button is only available to authorized users when the BEO Review Status is Complete.
Complete (button)	When the user clicks this button a message is displayed asking the user to confirm the action. If the user confirms, the BEO Review Status is changed to ‘Complete’. A user cannot complete a review when there are Attachment A’s in ‘Submitted’ status. This button is only available when the BEO Review Status is Pending, the user is an authorized BEO user, and the current date is on or after the BEO Due Date on the Contract Awards screen. This means that even if the prime contractor has submitted all of the necessary forms, the reviewer cannot mark the submission as "Complete" until either the original BEO Due Date has passed or an authorized user has updated the BEO Due Date.

Related Help Documents

Topic	Help Document
Form fields and function	Tell Me About DBE Participation/MBE WBE Commitment Screen
Subcontracted items	Tell Me About DBE Participation/MBE-WBE Commitment Item Screen
Subcontractor acknowledgment	Tell Me About Subcontractor Acknowledgement (of DBE Participation or MBE/WBE Commitment) List
BEO submission list	Tell Me About Forms by Review List

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:51:30 AM