10. MANAGING PROPOSALS
Contents
1. December 1 2011 10 13 ay Copy Proposal Copy ContractiO COUDDTUZ5C 02 Mew Contract ID Enter the proposal number in the New Contract ID field and click on the OK button to save the new proposal 10 8 Generating Bid Based Prices for Proposal The Generate Bid Based Prices may be run at the proposal level to take advantage of economy obtained by combining item quantities Click on the Proposal List icon to display the existing list of proposals Select the proposal right click and select Run Process From the Processes window select Generate Bid Based Prices and click on the OK button At the Generate Bid Based Prices window enter the Letting Date and click on the SUBMIT button Almost immediately you will see a Client Job Monitor window informing you that the Process has been submitted and then a DPS Status Monitor window informing you that the Profile for the Process has been completed Click on the OK button on both of these windows to close them The prices that are generated by this process will populate the fields at the project level 10 9 Generating the Proposal Schedule Reports The purpose of this process is the produce a Proposal Schedule of Prices Report a Proposal Estimate Report and an Item Estimate Report for the Civil Rights Division Click on the Proposal List icon to display the existing list of proposals Right click on the desired proposal and select Run Process Select Generate Proposal Sched2. history If the proposal has been re let several times always enter the most recently used CONTID here Trns port will trace the chain back to its source When both pages of the proposal have been completed click on the SAVE icon to enter the proposal into the Trns port database o If you have completed all required field criteria satisfactorily and the Contract ID is a unique number the proposal will be added You will notice that the Contract ID field has turned blue indicating it is now display only and cannot be changed o Ifa required field was not filled in or incorrect data entered at a field which is supported with a reference table a warning window will display with information For example if you left a required field blank or entered invalid data you will see an Proposal Tabbed Folder Errors window giving information as to what field was left blank or contains an invalid value t PES Proposal Tabbed Folder Errors eneral Tab Field Federal Project No cannot be blank OK Print If you attempted to create a proposal with a Contract ID already in existence in the Trns port database you will see an Error window with the message that the primary key must be unique Error The primary key must be unique This row cannot be added to the database Please change the key values for this record before attempting to save it again VDOT Trns port PES User s Manual December 1 2011 10 6 10 2 Changing a Pro
3. section and line numbers again When you select the Sections tab you will receive a reminder screen alerting you of the need to do this PES Proposal Tab Folder x iD Sistem indicates that you have made changes to the proposal or to the proposal projects which affect the proposal s terns list fou should regenerate the Section amp Line Numbers Note Except for unusual circumstances there should be only one section number 0001 Fora project with bid options additional sections 0002 0003 shall be created with appropriate descriptions VDOT Trns port PES User s Manual December 1 2011 10 12 10 6 Entering or Modifying a Long Description of the Proposal You can enter multiple lines of free form text to describe the type of work description or other relevant information about the proposal Click on the Proposal List icon Ry to display the existing list of proposals y On the proposal for which you wish to add or modify a description right click and select Tabbed Folder Change The Proposal tabbed folder window displays Click on the Description tab You can enter a description of about 32 000 characters or 400 lines Do not press ENTER at the end of each line your text will be automatically wrapped to a new line If you wish to start a new paragraph then press ENTER You can also use the Windows Copy ctrl c and Paste ctrl v commands from the Edit menu to copy and paste text from other windows Afte
4. 10 MANAGING PROPOSALS After you have finished with the project s category ies funding and items you are ready to create the proposal A Trns port proposal is one or more projects grouped together for bid letting Generally the Scheduling and Contract Division personnel create the proposal The proposal for some Maintenance funded projects is created by personnel in other divisions A proposal is similar to a project in that it contains items or work but it also contains bidding information such as DBE and WBE goals Trns port combines like items into a single biddable item so that bidders only view and bid on the item once Trns port automatically generates proposal line numbers and proposal section numbers After creating a proposal you tell Trns port which projects you want to assign to it The proposal is then assigned to a bid letting and the proposal documents are produced 10 1 Adding a Proposal Click on the Proposal List icon to display the existing list of proposals Right click within the list of the proposals and select Tabbed Folder Add An Add Proposal tabbed folder window displays Use the TAB key to move between fields and enter the project information on the General tab Some fields have Reference Tables As you TAB to such a field a drop down arrow will appear A selection MUST be made from the available choices in the table Some fields are required the project will not be saved to the database
5. N TSERVE Copies i Server Orientation PORT Schedul Duplex Schedule uplex Set to Keep Process Files Portrait Create Schedule E Mail Output To RTF Options RTF Library RTFPROD Hode cen Click on the OK button At the Proposal Price Schedule Option window click on the SUBMIT button to submit the report to the printer Note The Ad Sheet will print only for proposals which have been associated to a bid letting 10 10 Deleting the Contract Proposal Click on the Proposal List icon to display the existing list of proposals Right click on the proposal you wish to delete and select Delete Trns port displays the Delete window ay Delete The option for Power Delete is not to be used as it will delete the project items funding categories and proposal f Delete e D Cancel 10 16 VDOT Trns port PES User s Manual December 1 2011 Select the radio button for Delete The Delete option deletes the associations of the proposal with the projects It also deletes the proposal header records section site and description Click on the OK button to proceed A Delete Warning 1 of 1 window displays oy Delete Warning 1 of 1 The following tables will be affected Proposal Addendum items Proposal Addendums Proposal Description Proposal Sections Contract Site Completion Dates Do you want to perform this delete Yes No Click on the YES button for t
6. cts Division 1 On any proposal right click and select tabbed folder change 2 Click on the attachments tab 3 Double click on the name Show Location 4 On the bottom of the list click to insert new show location record 5 Enter the location code For example If Bristol enter 01 followed by the next sequence for the district 0159 6 Enter location description For example Lebanon Residency 7 Enter the physical address for example 100 Easy Street 8 Enter City State and Zip code 9 Enter location detail 10 Comments This field is used 1f you need to explain the location For example no physical address or need to give directions Once you are done click insert data You must logoff PES and back on to see the newly added location code Showing Location Code Select the location code from the dropdown menu Showing Time As determined by Scheduling and Contract Division Showing Location Enter extra showing information in this field as needed Showing Date As determined by Scheduling and Contract Division CTB Meeting Date The actual date that the Transportation Board holds their meeting for award recommendation VDOT Trns port PES User s Manual December 1 2011 10 5 Previously Let As CONTID If the proposal represents a project that has been let in the past put the CONTID Contract ID of that previous proposal here Trns port will use this field in the LAS schedule to produce a report on the letting
7. fo 00 showing Loc Code Showing Time Showing Lacation Prev Let As Contio Stim Fund Showing Date o0 oo 0000 ol CTE Meeting Date OO OOf0000 o Federal Project No Enter the federal project number if applicable in its entirety complete with dashes parentheses etc If the project is not federally funded enter NONE EXAMPLE NH 5401 876 Order Call No Scheduling and Contract Division will fill in this field Ad Date Enter the Advertisement Date in MMDDYYYY format You may select the date by pressing the clock icon o Cost of Proposal As determined by Scheduling and Contract Division Cost of Half Size Plans As determined by Scheduling and Contract Division cost without X sections Cost of Full Size Plans As determined by Scheduling and Contract Division Cost of X Sections As determined by Scheduling and Contract Division Mandatory Showing Select the appropriate value from the dropdown menu VDOT Trns port PES User s Manual December 1 2011 10 4 NOTE Select Yes ONLY if the showing is mandatory If not then select N You can still enter the showing location for non mandatory showings Progress Schedule Category This field is read only and populated from the project controlling pen Bridges The number of bridges on the proposal NOTE To add a new showing location code to the code follow these instructions this can only be performed by certain individuals in the Scheduling and Contra
8. for the site currently selected in the list To add a site right click within the window and select Add Trns port adds a blank row to the list of sites You can enter data about the new site into the blank fields displayed in the detail area of the Sites tab VDOT Trns port PES User s Manual December 1 2011 10 9 ay Proposal 0001 7 713C02 OF General Description Sites Projects Special Provisions Sections tems Kita Find Site Number Filter Show All TE SSsien ee ee eee ee Site Details Site Number loo Type of Days CO CALENDER OT FIED DATE Number of Days Cancel Road UserCostPer Day entering a value indicates Cost Plus Time site Add more Specified Completion Date OOfO0 0000 Contract Time Site Number Defaults to 00 Do not change Type of Days From the drop down menu select either CD Calendar Days or DT Fixed Completion Date Number of Days If CD was chosen this field becomes required Road User Cost Per Day The field is used by Scheduling and Contract Division only A value entered in this field indicates the Site is a Cost Plus Time Site Enter the cost per day value whole number no dollar sign to determine the low bidder in a Cost Plus Time bid A value can only be entered in this field if the selection in the Type of Days field is CD The value is the cost per day dollar amount of the inconvenience of the construction Specified Completion Date If DT was chosen thi
9. he final confirmation A Confirm Delete window displays Click on the YES button to confirm the deletion ay Confirm Delete Delete row Contract ID COO000742N01 No Cancel 10 11 Proposal Addendums VDOT will not use the Trns port method of revising proposals at this time Revisions to bid items will be made by revising the estimate as explained in 8 3 Changing an Item Be sure to assign item line numbers and renumber the items if necessary After the estimate has been renumbered generate line numbers for the proposal before you generate the proposal schedule See 10 5 Specifying Section and Line Numbers for instructions For instructions on how to generate the Proposal Schedule Report see 10 8 Generating the Proposal Schedule Reports VDOT Trns port PES User s Manual December 1 2011 10 17
10. ion Sites Projects Special Provisions Sections Find Project Control Number Filter 6hovw All O01 745864 NHO8116 0081095118 INTERCHANGE IMPROVEMENTS 00017713002 MONMEMBS80931 41 0 55 MI OF GRADE DRAIN AND AGOR STAB vy REMOVE SELECTED 51 REMOVEALL Projects Master List EN nA Ez Find Project Control Number ft app SELECTED Shovw All 00017745065 MH0S1100091095115 INTERCHANGE IMPROVEMENTS 00017745066 MHH0S11 00081095118 INTERCHANGE IMPROVEMENTS 00017745067 MHOS11000810951185 INTERCHANGE IMPROVEMENTS 000177 45c MHOS11000810951185 INTERCHANGE IMPROVEMENTS 00017745001 MHOS1100081095118 INTERCHANGE IMPROVEMENTS 10 4 Assigning Site Locations Each proposal must have at least one site numbered 00 in order to specify time limits and liquidated damages in Site Manager Trns port allows two types of work days calendar days and fixed completion date Cost Plus Time bidding information is also entered at the proposal site level but is only used for the calendar days To enter your site click on the Proposal List icon to display the existing list of proposals Right click on the desired proposal and select Tabbed Folder Change The Proposal tabbed folder window displays Click on the Sites tab The top part of the Sites tab contains a list of all existing sites associated with the proposal The bottom part of the Sites tab contains detail information
11. jobs 93 and 94 remain for existing conversion projects Primary Fund Type Select the appropriate code from the drop down menu Type of Contract Select the appropriate code from the drop down menu Contract Type of Work Select the appropriate code from the drop down menu DBE MBE Goal PCT Percentage that has been determined by the Civil Rights Division WBE Goal PCT Percentage that has been determined by the Civil Rights Division Proposal DBE Goals From the drop down menu select a code indicating which of the two goals described above apply to this proposal If you enter NONE no goals will be printed on any report If you enter DBE only the DBE MBE goal will be printed labeled as a DBE goal If you enter BOTH both the DBE MBE goal labeled as an MBE goal and the WBE goal will print Qualification Classes Not used by designers Click on the radio button for page 2 of Proposal VDOT Trns port PES User s Manual December 1 2011 10 3 Trns port PES Proposal 00017802N01 ey iy Fie Edt View Uslties Window Heh LePBae ra S re 2 General Description sites Projects Special Provisions sections Items e echedie Attachments 0 page 1 i page 2 Federal Order No A88 ProjectNo MMA O O O AdDatef oowoo l Cost of Proposal 9 15 Mandatory Showing yin Cost of Full Size Plans 0 00 Progress Schedule Category mm Cost Of Half Size Plans 0 00 Bridges Cost ofSections 0 00 cost Flash Dr
12. list of proposals Right click on the desired proposal and select Tabbed Folder Change The Proposal tabbed folder window displays Click on the Sections tab At the bottom of the screen click on the GENERATE SECTIONS AND LINE NUMBERS button to perform this process Section Details Generate Section amp Line Numbers After the process is finished the bottom portion of the screen will be updated with a section number and description the program uses the category description of the first category assigned to the section The description may not be the correct verbiage desired by VDOT If it reads anything except All Project Items it will need to be changed The top portion of the screen will be populated with the sections from the associated projects VDOT Trns port PES User s Manual December 1 2011 10 11 General Description Sites Projects Special Provisions Sections tems Fy senet k Find Section Number Filter Show All gt oot ROADWAY ITEMS E pee ae ee Section Details Proposal Section Number 0001 OK Description ROADWAY ITEMS Cancel Click in the Description field Change the description to read All Project Items and click on the OK button Click on the SAVE icon to save this information to the database Should you later add another project to the proposal or alter the items in any of the projects associated to the proposal you need to return to the Sections tab and generate
13. olling PCN Data and several fields will be populated with data from the principal project Contract ID Same as the Prime Project PCN See Appendix A A 4 Prime Project PCN and Contract ID for further details Description Enter a short description of the work to be performed State Project Number Enter the state project number in its entirety complete with dashes commas etc EXAMPLE 7029 021 103 C502 VDOT Trns port PES User s Manual December 1 2011 10 2 Location Use the first line for FROM location and the second line for TO location For Bridge projects enter the location from the front sheet title block Route Number Enter the four digit route number Road System Enter the functional class of the road Select the appropriate code from the down down menu Surface Type Select the appropriate code from the drop down menu Primary Dis Res Select the appropriate code from the drop down menu Control Group The control group is the security designation which decides which user has access to which proposals s This field will already be filled out with your control group The data in this field may be changed in order to transfer the project to another control group Counties Up to four counties may be entered Select the appropriate county code s from the drop down menu Cont Alt ID 1 Not currently used Cont Alt ID 2 Not currently used Item Code Table Enter 03 for Metric jobs 04 for English
14. posal Click on the Proposal List icon B to display the existing list of proposals Right click within the list of the proposals and select Tabbed Folder Change The Proposal tabbed folder window displays After making the changes click on the SAVE icon Note that changes cannot be made to the Contract ID field as it is display only 10 3 Associating Disassociating Projects to a Proposal Click on the Proposal List icon to display the existing list of proposals Right click on the desired proposal and select Tabbed Folder Change Click on the Projects tab Proposal 00017713C02 General Description Sites Special Provisions Sectors tems K Find Project Control Number Filter Show All gt T ES w E E EA Z Projects Master List Find Project Control Number Filter Show All a 00017713002 MONEDES 5093141 0 55 Ml OF GRADE DRAIN AND AGGR STAB 0001774001 MONESMO01 08110 LOCATION STUDY 00017745 MONE REPLACE ESISTING BRIDGE 000177450664 MHH0S11 00081095118 INTERCHANGE IMPROVEMENTS 000177458665 MHHO0S11 00081095118 INTERCHANGE IMPROVEMENTS T es Pa VDOT Trns port PES User s Manual December 1 2011 10 7 The top part of the Projects tab contains a list of all the existing projects associated to the proposal The bottom part of the tab is a master list of projects from which you can choose to add to your proposal See screen print on following page The master list will contain only those projects
15. r entering or modifying the description click on the save icon 10 7 Copying the Proposal The Copy Special command on the Edit menu allows you to copy a proposal After you copy the proposal you can make any minor changes to the new proposal This will be particularly useful when a proposal will be re advertised Instead of having to re create the proposal for the re advertisement you can use the Copy Special command and when asked to name the new proposal give it the same Contract ID as before with a B added at the end What about the projects that have been associated to the proposal o You do not need to disassociate the projects from the proposal before copying Trns port will leave the projects associated to the original proposal but show no associated projects on the copied one However the Controlling PCN field on the copied proposal will still list the PCN you chose but it will be invalid since it belongs to the original proposal and cannot belong to more than one o If you do want the projects to be associated to the copied proposal disassociate them from the original proposal prior to copying On the copied proposal select one project as the Controlling PCN and associate the rest of the desired projects on the Projects tab To copy a proposal select the proposal you want from the Proposal list window Select Copy Special from the Edit menu Trns port displays the Copy Proposal window VDOT Trns port PES User s Manual
16. s field becomes required Contract Time Enter either the Number of Days or the Specified Completion Date This is a required field Click on the OK button to save the site Before leaving the tabbed folder click on the SAVE icon to save the site to the database VDOT Trns port PES User s Manual December 1 2011 10 10 10 5 Specifying Section and Line Numbers When you create a proposal that consists of more than one project and generate section and line numbers Trns port combines the projects and project items in the following way o Ifyou have set the Combine With Like Items flag to YES in the Worksheet tab each item will appear once because Trns port combines them into single proposal line items even if they are in different categories or projects Bidders can then bid on a single item In order for non standard items to combine the Description Non std and Spec Book Non std information must be exactly the same o Ifyou set the Combine With Like Items flag to N that item will not be combined o Because bidders will not bid on non bid items you set the flag on the Worksheet tab non bid items will be omitted from the proposal report o After Trns port combines like items it assigns unique proposal line numbers then updates every database item record to reflect the proposal line item number to which the record now belongs To generate your section and line numbers click on the Proposal List icon to display the existing
17. that meet these criteria All the projects have the same Item Code Table as the proposal All the projects are in your control group None of the projects have been assigned to another proposal All the projects match the Unit System of any other projects already assigned to the proposal Note If you chose a project as the Controlling PCN on the General tab that project will already be associated to the proposal You can view all the details of any project listed by right clicking on the project record and selecting Zoom After reviewing the project details click on the CLOSE button at the bottom of the screen to return to the Projects tab 10 3 1 Adding Projects to the Proposal To add a project to the proposal select the project in the master list bottom portion of the screen and click the ADD SELECTED button After adding the projects click on the SAVE icon 10 3 2 Deleting Projects from the Proposal To delete a project from the proposal select the project in the list of projects upper portion of the screen and click the REMOVE SELECTED button You can delete all projects associated to the proposal by clicking on the REMOVE ALL button Note that if you use this option the project you selected in the Cntl PCN field on your General tab will be blanked out After deleting the projects click on the SAVE icon VDOT Trns port PES User s Manual December 1 2011 10 8 u Proposal 0001 7713C02 General Descript
18. ule and click on the OK button VDOT Trns port PES User s Manual December 1 2011 10 14 The Proposal Price Schedule Options window displays u Proposal Prce Schedule Options Proposal Cover Sheet v Proposal Schedule of Items Proposal Estimate Special Provisions Listing Special Provisions Text LiUantity Sheet Summary DBE Interest Report Generate Pass File to EBS EBS Fass File Name PASS2EBS Parameters Cancel 14 1 41 41 4 al Click on the SUBMIT button Almost immediately you will see a Client Job Monitor window informing you that the Process has been submitted and then a DPS Status Monitor window informing you that the Profile for the Process has been completed Click on the OK button on both of these windows to close them See 9 5 Viewing the Process Reports for instructions on viewing the report on line When the report is ready to be printed select Run Process again Select Generate Proposal Schedule and click on the OK button When the Proposal Price Schedule Options window displays click on the PARAMETERS button At the Process Submission Parameters window click on the box for Print Output Files and change the Orientation from Landscape to Portrait See following page VDOT Trns port PES User s Manual December 1 2011 10 15 c Process Submission Parameters Page 1 Check ee Gt to Print Output Optio Process Name IPESGPPSD W Print Output Files Priority Low Printer Hame ILPT1 PRI
19. unless the required fields are filled in The required fields on Page 1 of the General tab of the Proposal are Contract ID State Project No Description Item Code Table Location line 1 Route Number Road System Primary Fund Type Surface Type Type of Contract Contract Type of Work Primary Dis Res Counties Controlling PCN Federal Project Number The Add Proposal tabbed folder window is displayed on the following page VDOT Trns port PES User s Manual December 1 2011 10 1 apy Add Proposal OR General Description Sites Projects special Provisions Sections tems page 1 page 2 Contract ID Letting Mo Call Description State ProjectNurnber ntlPCN Location ee Route Humber item Code Table o4 Road System SuUtTace Tyne Primary Fund Tyne Type of Contract Primary DISVRES Contract Type Of work Contral Group Counties DBEMMBE Goal PET 0 00 Counties WBE Goal PET 0 00 Cont Alt IC 1 Proposal DBE Goals Cont Alt ID 2 LIU Al Classes Note As a time saving measure the first field you should fill out 1s Cntl PCN as it will import data to populate eight fields Cntl PCN Controlling PCN From the drop down menu s listing of available projects select the principal project When selected this project will automatically be associated to the proposal and will not be able to be associated to another proposal From the Edit menu select Import Contr
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