MBE-WBE Solicitation Detail

Description

This screen is accessed from the MBE/WBE Solicitation screen and allows the user to add detail information about the companies that were solicited during the bid estimating process in order to meet the minimum participation levels (MPLs) for the contract. There is no approval function for this screen, but the system checks to ensure that at least one detail record exists in Submitted status prior to allowing the contract to be awarded.

The following information is gathered:

Business Partner/Company name – The Business Partner is selected from a list which includes qualified MBE/WBE subcontractors and certified MBE/WBE business partners; BEO certification is based on the most recent BEO Extract File. Subcontractors who are statuses as Expired, Debarred, or Suspended within the Contractor Information subsystem of ECMS are excluded from the list.
Minority designation type (MBE or WBE) – The Minority designation is automatically populated if the company is either MBE or WBE. If the company is certified as both MBE and WBE, radio buttons are displayed for the user to select one or the other.
Proposed subcontractor work type, services, or materials
Date and method of contact
Date quote received (if applicable)
Amount of quote (if applicable).

This screen is part of the Contract Awards subsystem and provides part of the BEO Submission, Review, and Approval functionality. Users access this screen from the MBE/WBE Solicitation screen by clicking the Add button (to add a new detail record) or by clicking the Company Name hyperlink (to view or update an existing detail record). This screen can be accessed in create mode by authorized users associated with the apparent low bidder's business partner ID.

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.
Business Partner	Editable - Required	The user selects a company name from a filtered list of ECMS business partners by clicking the selection arrow to the right of the field in edit mode. When the arrow is clicked, a second browser window pops up and the user can select the company name from the selection list. The user may select one or more MBE/WBE business partners. If only one is selected, the user is returned to the detail screen when they click the OK button on the pop-up window. If more than one MBE/WBE business partner is selected, the user is returned to the MBE/WBE Solicitation list and must access the detail screen for each business partner to complete the required data. The list of business partners includes qualified subcontractors certified as MBE/WBE and business partners who are certified as MBE/WBE . Any business partner whose ECMS qualification has expired or who is suspended or debarred (as reflected in the ECMS database) is excluded from the list. MBE/WBE certification is verified using the data received from the most recent BEO Extract File.
Type	Conditional	If the business partner is certified as both an MBE and a WBE business partner, the user indicates whether the business is designated as a minority (MBE) or woman-owned (WBE) business enterprise by selecting the appropriate radio button. If only one certification exists, the type is prefilled and cannot be edited.
Type of Work	Editable - Required	This field allows the user to select the type of work the MBE/WBE firm will perform on the project.
Contacted by Phone	Conditional	The user enters the date of the telephone solicitation by clicking the Calendar/Clock icon or typing the date in mm/dd/yyyy format. At least one of the Contacted fields (Phone, Fax, Mail, or Email) are required.
Contacted by Fax	Conditional	The user enters the date of the fax solicitation by clicking the Calendar/Clock icon or typing the date in mm/dd/yyyy format. At least one of the Contacted fields (Phone, Fax, Mail, or Email) are required.
Contacted by Mail	Conditional	The user enters the date of the mail solicitation by clicking the Calendar/Clock icon or typing the date in mm/dd/yyyy format. At least one of the Contacted fields (Phone, Fax, Mail, or Email) are required.
Contacted by Email	Conditional	The user enters the date of the email solicitation by clicking the Calendar/Clock icon or typing the date in mm/dd/yyyy format. At least one of the Contacted fields (Phone, Fax, Mail, or Email) are required.
Amount	Editable – Optional	If a quote was received from the company, the user enters the amount of the quote in this field.
BEO Comment	Editable - Optional	This field allows the BEO Reviewer to enter comments and save the screen with the comment text. This field is hidden when the contractor accesses the screen in create mode or in edit mode before the solicitation information has been submitted.

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.
Prev (button)	When the user clicks this button, the previous MBE/WBE Solicitation form in the list is displayed. If no previous forms exist, this button is hidden.
Next (button)	When the user clicks this button, the next MBE/WBE Solicitation form in the list is displayed. If no further forms exist, this button is hidden.
Add (button)	When the user clicks this button, the fields on the screen are cleared to allow entry of a new MBE/WBE Solicitation form. Note: If the current MBE/WBE Solicitation form has not been saved, all data is lost.
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.
Back (button)	When the user clicks this button, they are returned to the previous screen in the browser history.
Edit (button)	When the user clicks this button, the screen switches to edit mode. The button is only displayed when the user has edit authority and only when the screen is in read mode.
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.
Go (button)	When the user clicks this button, the destination screen they selected from the Go Links drop-down field is displayed.

Related Help Documents

Topic	Help Document
List of forms	Tell Me About MBE-WBE Solicitation
Commitment form	Tell Me About MBE-WBE Commitment
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