Prerequisite(s):              A project must have been created.

 

1.   Hover your mouse over the Portfolio link on the menu bar.

2.   Click the Select Project sub-link from the menu bar.

3.   Click the project name that you would like the contract to fall under.

4.   Hover your mouse over the Planning, Specifications & Estimating link on the menu bar.

5.   Click the Create Contract sub-link from the menu bar.

6.   Enter the appropriate information into each field of the template.

 

Note: Do not use your Enter key after entering data into each field.

Use the tab key on your keyboard to easily move to the next field in the template.

Data must be entered in each field of the template before clicking the Save button.

Click the Calendar link to enter dates in the “Estimate Start Date” and “Estimated Finish Date” fields. The % Complete as of XX-XX-XXXX is automatically populated with the date the contract is created. % Complete can be updated in the Edit Contract Screens at any time throughout the contract.  (See Screen Shot)

If the Planning, Public or Private bid type is selected, the user must specify whether the bid will be using unit price or labor and material broken out separately (contractors will also respond to this bid based on the selection). In addition for these bid types, the user can turn on comments and attachments at the proposal and line item level as part of the Contractor’s bid response.

The eBOPP Fund Contribution Source field is not required so a zero percentage is allowed for contracts that do not have a minority participation goal.

The Budget Total field is automatically calculated from the individual budget fields.

Multiple counties, municipalities and organizational groups may be selected.

 

 

7.   Click the Save button to save the contract information entered in the template. Or click the Save and Create New Contract button to create another Contract under the same Project.

8.   A confirmation appears ensuring that you have successfully created a contract. 

 

Note: The Estimated Start Date and Estimated Finish Date and Service Type fields will become read-only when a Proposal Request is created for a public or private contract, or when line items are created for a sole source contract.

The Actual Start Date field will be automatically populated with the Notice to Proceed Date entered when the Initial Base Work Order is created and verified.

The Actual Finish Date field will be automatically populated with Contract Close Date.

The Budget Dollar fields for the contract will become read-only when the awarded contractor verifies the Initial Base Work Order.

The Actual Cost field for the contract will be automatically populated with the cumulative total of all invoices approved for payment.

The Bid Type field will become read-only when the bid opportunity is created for a public or private contract.