Contractor Module Training ( C-400 & Subcontract Agreements

PDBSCONTRACTOR

MODULETRAINING

Spring 2006

• Contractor Module Overview• Purpose of Contractor Module• Accessing PDBS Via Citrix• Module Training

Contractor Module Overview

• C400 Anticipated Monthly Payments• Request to Sublet work (C-115 / C-116)• Contractor Employee Setup• OJT Trainee Hours Worked• Subcontractor payments Entry• Reports

– DBE Commitment Report– DBE Item Payment Analysis– On-the-Job Trainee Hours Worked

Purpose of Contractor Module

• Step one of a new digital age of electronic form creation and submittals.

• Reduce redundancy

• Minimize errors

Accessing PDBS via the Web

Go to www.dot.utah.gov/citrix/pdbs.htm

Load Citrix Web ClientDownload and run the Citrix Web Client and then restart browser.

After installing Web Client Click PDBS to connect

Citrix login

Enter Assigned ID and password

PDBS login

Enter the same Assigned ID and

password

Subsystem dropdownTo enter the Contractor module, click on ‘Sub Systems’, then ‘Contractor’.

Contractor Module Welcome ScreenA welcome screen will appear.

You must click ‘Contractor’ in the above dropdown menus in order to

access module options.

Contractor Module Menu dropdown

This is a view of the Contactor Module dropdown menu.

Contractor Module Training ( C-400 & Subcontract Agreements

PDBSCONTRACTOR

MODULETRAINING

Spring 2006

Anticipated Monthly Payment Schedule C400

Subcontract Agreements C115/C116

Select C-400Select C400 Anticipated

Monthly Payments

Select ProjectSelect Project from

dropdown then click Retrieve button.

Enter Date fieldsInput Start Date and

Completion Date

Click on first months ‘Payment Amount’ field. Enter amount and hit tab key to move to next one.

Enter Monthly Payment Amounts

The ‘Running Total’ field calculates entered amounts to compare to the Contract Amount. Please make sure

running total is equal to Contract Amount before

saving and printing.

Save file

To save the file, click the save button or click the

‘Display Report’ button.

C-400 Form

Print this form, sign it and fax it to the Resident

Engineer.

Questions??

Subcontract Agreements (C115/C116)

•Standard Specification 00555, Section 1.4

• Subcontract Agreement approval by the Department is required before subletting, selling, transferring, assigning or disposing any portion of the Contract or Contracts.

• Sublet no more than 70 percent of the total contract work bid amount.

• Subcontracted work cannot begin until approved by Engineer.

Contractor Dropdown MenuSelect Request to Sublet Work (C115/C116)

Select ProjectSelect Project from Dropdown

Select Subcontract

To create aNew subcontract, click ‘New’ button. To select a current subcontract,

click the Subcontract then click the ‘Select Subcontract’ button.

Create/Revise Subcontractenter ‘Estimated Starting Date’ for the Subcontractor

Select Subcontractor from dropdown

Select Subcontractor from Dropdown.

Subs must be registered

This is the warning you will receive if the selected Contractor has not completed an Annual Registration

Non-dbe Registration pageContractors and non-DBE Subcontractors go to this page for Annual

Registration

Enter Assigned ID and password and enter

required information.

If company does not have an ID and

password click here.

Non-dbe Registration page

Link to Annual Registration Page also

found on the Bid Opening Information Table

DBE with Commitment

This message will appear when you have selected a DBE Subcontractor with a Commitment. If you click ‘Yes’ the committed items should autoload into the item window.

Committed items Autoload

Committed items are automatically loaded

DBE Type/Selecting a Tier

DBE Type is pre-determined Select tier from dropdown

Adding Items

Keep in mind that if you subcontract an item as ‘Complete’, it cannot be re-assigned to another subcontractor. If the

Subcontractor you have chosen intends to assign the item to a 2nd tier Subcontractor, it must be entered as ‘Partial’.

To Add or Delete Items Right Click on screen

Add Items (cont.)

Select Item from dropdown

Select Partial items

Select Partial Service, Partial Supply, Complete,

Change Order or Commitment Change

Enter Partial comment and Agreement amt.

Comment Required on Partial Items

Edit Agreement Amount as needed

Summary Calculations

As new items are added, the Summary Calculations

fields are updated

General Information• Only the 1st Tier Subcontracted values are used to calculate the Subcontracted percentage.

•(70 % maximum includes Specialty Items)• Items Sublet as ‘Complete’ use the Bid Amount• Items Sublet as ‘Partial’ use the Agreement Amount

• Items Sublet as ‘Complete’ cannot be re-assigned to a lower Tier subcontractor.

Save and Contractor SignoffOnce complete – enter

Contractor Signoff Date.This locks the subcontract.

To unlock Contractor Signoff date must be removed.

Create new Subcontract from this window

Click to view C115/C116 forms

C-115 FormTop portion of form

C-115 Signature block

Sign and print form.Send to subcontractor for signature.

Send signed form to RE for approval.

Create new Subcontract from this window

Click here to start a new subcontract or view an

existing subcontract from this window

Add New Subcontract

Click here to add a new subcontract to the Current Project

2nd_3rd_ Tier & CO Subcontracts

Create a 2nd/3rd Tier or Change Order Subcontract

by selecting Tier Type

2nd_3rd_ Tier & CO Subcontracts

Select the lower Tier subcontractor (one doing the work) from Subcontractor dropdown.

Select the higher Tier subcontractor from the ‘Higher Tier Sub’ dropdown. (only approved higher tier

subcontractors show in dropdown)

Adding 2nd tier items

Only Partial Items already subcontracted to the Higher

Tier Contractor can be selected in the item list to be

given to a lower tier subcontractor.

Items given to 2nd Tier

In this case only item 36 could be assigned to a

lower tier subcontractor

General Information•To modify an un-approved subcontract, zero out Signoff dates and work from the bottom up.

• Delete or modify items first.• To delete an approved subcontract, contact the Resident Engineer.• If all the items to be subcontracted have been added by Change Order, use ‘CO’ in the ‘Tier’ dropdown.• If a mix of bid items and Change Order items are subcontracted, use the ‘Change Order’ entry on item itself.

• Items identified as ‘Change Order’ do not count against Subcontracted percentage.

Questions??

TRAINING

PDBS CONTRACTOR MODULE

CONTRACTOR MODULECONTRACTOR

EMPLOYEE SETUP

Select this to add new Trainees to the current UDOT List

Sort the entire list by using the

“Selection Filters”

EXAMPLE

Looking for:

Jane Doe

Female

Iron Worker

Press the Drop-Down Menu, then Select “Iron Workers”

Select “Female” to complete the filter

“Jane Doe” isn’t listed, so we must

“Add” her

When adding a trainee, make sure you have all of the

requested fields

When finished, Press “Save”

Now, Jane Doe is ready to be added to any of my projects

(or any other contractor)

CONTRACTOR MODULEOJT TRAINEE HOURS

WORKED

This Form will now be filled out in the PDBS system

Selecting this will allow you to add “Trainees” to a Project

First, Select a project

Lets choose *IM-15-2(45)82

Now, choose a subcontrator, in this case: Chris Corp

Press “Add”

Choose the appropriate Trainee/Apprentice

Fill in the # of hours worked on this project @ the

classification listed

All other fields are filled in

automatically

Using the “Right-Click” feature, you can Add, Delete, or Insert a row quickly

If you cannot find the Trainee/Apprentice you

need, you can open Trainee setup from this window

CONTRACTOR MODULESUBCONTRACTOR PAYMENTS ENTRY

To report payments made to the subcontractors, use this

function

Proper use of the following procedure replaces the

“Prompt payment affadavit”

Click on the menu

The Prime Contractor who was awarded the project will

automatically populate

Select a Subcontractor (or view “All”), then

press “Retrieve”

List below will populate with project items

To add a new payment to a

Sub, right-click and press Add

Now, fill out the:Item Number (fills in desc)

Quantity

And payment amount

For internal tacking, you can

fill in Notes in the bottom

Now, everyone notice the RED dates in the 1st

column

And read the note at the bottom of the page (next slide)

Information on prompt payment to Subs, MUST BE ADDED TIMELY, not

at the end of a project

All penalties and awards for Prompt Payment will be tracked from this data

CONTRACTOR MODULEREPORTS

To find out the status your DBE commitments, press this

This list will populate with your companies projects

currently, select one to view the report

After processing the report, PDBS will list the vital

information about the project, and list the committed DBE’s

on the project

If you want to view the impact of DBE commitments on your

project, select this

Select a project

From this drop-down menu

The field will populate with what our system currently has the Prime slated for, and what

has actually been entered

The “Report” button simply prints off the information to the

Default printer

Want to review your OJT’s? Select this

Grab a project

The field will populate with all of the OJT’s and the work

they are doing

POWERPOINT TRAININGAVAILABLE IN

REGION

Thank you.