DBE Participation or MBE-WBE Commitment

Description

This screen allows the apparent low bidder (prime contractor) to create information for the subcontractors, suppliers, and services (sub) they plan to use to meet the DBE goal or minimum participation levels (MPLs) for the contract. For federally funded projects, the data submitted is evaluated toward fulfillment of the DBE Goal (Disadvantaged Business Enterprise).

For state funded projects, the data is evaluated to determine whether the minimum participation level (MPL) will be achieved. The Bureau of Equal Opportunity (BEO) performs both evaluations online. The title of this screen changes dynamically based on the BEO submission required by the project. This screen allows the contractor to add the item(s) they wish to designate as being completed (or partially completed) by the sub. An embedded table lists each item and provides a hyperlink to the detail screen for the item, which includes the quantity of the item and allows the prime to designate the item as partial, if applicable.

The apparent low bidder may create more than one of these screens for the contract (one for each subcontractor, supplier, or service), but the system evaluates the information as a ‘package’ by comparing the goal or MPL percentages for the project to the approved percentage on the DBE Participation for Federal Projects or the MBE/WBE Commitment List.

The authorized reviewer may choose to approve, approve with conditions (that is, grant conditional approval), or disapprove the subcontractor, supplier, or service after the information has been submitted. This screen is accessible from the DBE Participation for Federal Projects List (or the MBE/WBE Commitment for State Projects) List and can be created/updated by users associated with the business partner ID of the apparent low bidder. The authorized reviewer accesses this screen as noted above or from a hyperlink on the Forms By Review list.

Note: This screen includes the data formerly contained in the hardcopy “Attachment A” (federally funded projects with DBE) and EO-32 (non-federally funded projects with MBE/WBE).

This screen is part of the Contract Awards subsystem and provides part of the BEO Submission, Review, and Approval functionality. This screen can be accessed by authorized users associated with the apparent low bidder, as well as by PENNDOT users.

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.
Phone (Prime)	Editable - Required	The telephone number for the prime contact person. This field must be numeric and must be entered in 999-999-9999 format. If the prime completed a MBE/WBE Solicitation online form, this field is populated from that screen but can be edited. This feature does not apply to federally funded projects.
DBE Percentage	Display Only	The minimum percentage of the overall contract that PENNDOT has targeted to be performed by disadvantaged businesses (that is, the DBE Goal). This field is hidden when the project is state funded.
MBE/WBE Percentage	Display Only	The minimum percentage of the overall contract that PENNDOT has targeted to be performed or provided by minority or women-owned businesses (MBE/WBE). Also called the ‘minimum participation level’ (MPL). The value in this field must be a whole number between 0 and 100. This field is hidden when the project is federally funded.
		*****MBE/WBE or DBE*****
BEO Form Status	Display Only	The status of the screen. Valid values are: Draft Awaiting Acknowledgement Submitted Approved Conditionally Approved Disapproved
Revision Number	Display Only	The revision number of the screen. The value of this field is set to ‘0’ when the screen displays the original information. If the BEO Submission Status is changed from Complete to Pending, the revision number is incremented by 1. This allows the submission to be revised after it has been reviewed and marked as complete.
Type (Subcontractor)	Editable - Required	The type of minority or disadvantaged business for which this screen is being submitted. Valid values are: MBE WBE DBE (option changes to "DBE with Joint Venture" or "DBE with Non-DBE Joint Venture", based on apparent low bid) This field is populated by the information in the Prequalification tables when the user selects the business partner name and can only be edited if the business is listed as both a MBE and a WBE. In this case, the field displays the MBE and WBE radio button group, and the user must select one type to categorize the business.
Business Partner (Subcontractor)	Editable - Required	The name of the sub whom the prime contractor has committed to using for the items indicated. The user selects one or more subs by clicking the selection arrow to the right of the name and selecting the name from the standard ECMS Business Partner selection window. The selection window displays a list of all registered users, excluding any whose qualification has expired or who have been suspended or disbarred. If the user selects only one name, they are returned to the DBE Participation or MBE/WBE Commitment detail screen with some information for the selected business partner prefilled. If the user selects multiple business partners, they are returned to the DBE Participation or MBE/WBE Commitment list, where an entry appears for each name.
Contact (Subcontractor)	Editable - Required	The name of the sub’s contact person.
Phone (Subcontractor)	Editable - Required	The telephone number, including area code for the sub’s contact person. This field must be numeric and must be in the format 999-999-9999.
Certification	Editable - Required	The DBE, MBE, or WBE certification number.
Cert. Expiration	Editable - Required	The date the DBE, MBE, or WBE certification expires.
Agreement Amt	Editable - Required	The amount of the agreement between the prime and the sub. This value is used in calculating the overall percentage of the goal or MPL the contractor has achieved. If the Business Type is "Regular Dealer" and this is a federal project, the "Credit at 60%" field is displayed, and Agreement Amount is multiplied by .60 to determine the DBE percentage.
Credit at 60% $###,###,###.##	Display Only	This field is only displayed when the Business Type (on the form) is Regular Dealer and the project involves federal funds. This value of this field is saved as the Agreement Amount.
Mobilization	Editable - Optional	The portion of the Agreement Amount that will be used for mobilization.
Starting	Editable - Required	The date the subcontractor, supplier, service, or dealer is scheduled to begin work (or provide services/supplies) for the project. The user enters the date by clicking the Calendar/clock icon to the right of the field. This pops up the ECMS Date Selection tool, which allows the user to select a date using a calendar graphic. Alternatively, the user can manually enter the date using mm/dd/yyyy format.
Completion	Editable - Required	The date the work, service, or supplies are anticipated to be completed. The user enters the date as noted above.
Business Type	Editable - Required	This field provides a drop-down list to allow the user to select the type of business. Valid values are: Subcontractor Manufacturer Regular Dealer Trucking Consultant Service
		*****Items*****
Item Numbers	Display Only	Once the prime contractor has associated an item with this minority business, the item number (unless the item is marked as "partial") appears in the Items section. The Item Number provides a hyperlink to the DBE or MBE/WBE) Item screen, where the user can view or update details about the item.
Partial Item Description	Display Only	Once the prime contractor has associated a partial item with this minority business, the partial item number appears in the Partial Items section. The Item Number provides a hyperlink to the DBE Participation (or MBE/WBE Commitment) Item screen, where the user can view or update details about the partial item. The partial description explains the work or service that will be performed or the supplies that will be provided by the sub.
Comment	Conditional	The comment text for a Conditional Approval.
		*****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.
Back (button)	When the user clicks this button, they are returned to the previous screen in the browser history.
Calendar/Clock (icon)	When the user clicks this icon, the ECMS Date Selection Tool is displayed in a separate browser window. By default, the current month and year are displayed. The user selects the day portion of the date by clicking the day on the calendar display. The date is populated to the screen field in mm/dd/yyyy format.
Delete (checkbox)	This checkbox allows the user to select items to delete from the form. The deletion breaks the link between the item and the sub, but does not affect the bid items themselves. When the user selects one or more items to be deleted and saves the screen, a message is displayed asking them to confirm the deletion. If they confirm, the item-to-sub linkage is deleted from the database. This checkbox functions the same way for both whole and partial items.
Item Number (link)	When the user clicks this link, they are taken to the Minority Participation and Commitment Item Screen. This screen will display detail information about the item.
Go (button)	When the user clicks this button, the destination screen they selected from the Go Links drop-down field is displayed.
Add (button)	This button takes the user to the DBE Participation for Federal Projects Item screen (or the MBE/WBE Commitment for State Projects screen) where they can associate a specific work item and related details with the DBE or MBE/WBE company passed from this screen.
Save (button)	When the user clicks this button the data is saved, and any items marked for deletion are deleted (after the user confirms the action).
Delete (button)	When the user clicks this button, a message is displayed asking them to confirm that they want to delete the form. This button is only available when the form is in Draft status and when there is no corresponding MBE/WBE Solicitation form for this project/sub combination.
Submit for Acknowledgement (button)	When the user clicks this button, the status of the screen is updated to "Awaiting Acknowledgement". Once updated to this status, the screen can be acknowledged by the sub, and the form is eligible to be included in the BEO submission.
Acknowledge (button)	This button is only displayed when the BEO Form Status is Ready and the user is associated with the business partner ID of the sub. When the user clicks this button, a confirmation message is displayed asking them to confirm that they want to acknowledge the form. When the user clicks OK on the message, the user name and date and timestamp of the acknowledgment are captured for audit purposes.
Approve (button)	When the user clicks this button, a message is displayed asking the user to confirm the approval. If the user clicks OK on the message box, the status of the screen is updated to Approved, and the user ID of the approver, along with the date and timestamp of the approval are captured for audit purposes. This button is only available when the BEO Form Status is BEO Review and the user belongs to the user group BEO Reviewer.
Disapprove (button)	When the user clicks this button, a message is displayed asking the user to confirm their disapproval. If the user clicks OK on the message box, they are taken to the Comments screen where they must enter a disapproval reason then click the Submit button. The status of the screen is updated to Disapproved, and the user ID of the disapprover, along with the date and timestamp of the disapproval are captured for audit purposes. This button is only available when the BEO Form Status is BEO Review and the user belongs to the user group BEO Reviewer.
Conditionally Approve (button)	When the user clicks this button, a message is displayed asking the user to confirm their conditional approval. If the user clicks OK on the message box, they are taken to the Comments screen where they must enter comments then click the Submit button. The status of the screen is updated to Conditionally Approved, and the user ID and the date and timestamp are captured for audit purposes. This button is only available when the BEO Form Status is BEO Review and the user belongs to the user group BEO Reviewer.
Correct (button)	When the user clicks this button, a message is displayed asking them to confirm that they want to return the form to Draft status. If the user confirms the message, a ‘please wait’ message is displayed. When processing is complete, a ‘successful’ message is displayed, and when the user clicks OK on the message box, they are returned to the Contract Awards screen. This button is displayed to the prime contractor when the form status is "Awaiting Acknowledgement". Authorized PENNDOT users can access this button when the form status is "Disapproved". Note: The processing of this action deletes the Completed Date and Completed By, as well as the Status information from the Contract Awards Checklist database. No history of the initial submission is retained.

Related Help Documents

Topic	Help Document
List of forms	Tell Me About DBE Participation/MBE WBE Commitment List
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 forms	Tell Me About Forms by Review List

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