Contractor

Description

This screen is part of the Contractor Prequalification subsystem and is used to enter and display high-level information, including prequalificaiton status, available capacity, and qualified work class codes, about contractors and subcontractors. The Prequalification Office uses this screen to create one record for each contractor seeking to be prequalified. (Contractors may be new to PENNDOT or may be converted from CMS2 using the CMS Contractor Conversion screen.) The Contractor screen also provides links to related contractor records such as lines of credit, applications, certificates, and the list of employees. Authorized Prequalification users can perform several contractor maintenance functions on this screen. These include suspending, disbarring, expiring, and reinstating a contractor.

Authorized Contractor users can view this screen for their own firm, as well as for other firms. When viewing their own information, contractors can see confidential information such as available capacity; however, when viewing information for other firms, these fields are hidden, and only basic information such as address, DBE Certification, and prequalified work class codes is displayed. When accessing their own information, the contractor may link to this screen from the Contractor Information home page. When viewing information for other firms, the contractor must first enter at least one search criterion on the Contractor Information home page (for example, business partner name or DBE Certification Type), then click the Search button.

Fields

Field Name	State	Description
Business Partner Name	Display	The business partner name of the prime or sub- contractor whose information is displayed. This field provides a link to the Business Partner Registration screen. This field is viewable by all users for all contractors.
Business Partner ID	Display	The unique identifier for the business partner within ECMS. This field is viewable by all users for all contractors. Note: The Business Partner ID, combined with the qualification status replaces the CMS2 "Prequalification Number" in ECMS.
Status	Display	This field displays the business partner’s current prequalification status. Valid values are: Qualified, Pending, Expired, Debarred, and Suspended. This field is viewable by all users for all contractors.
Previous Business Partner Name and ID	Display	This field displays the previous business partner ID if the Copy Contractor function has been performed on this contractor record.
Subsidiary of	Display	This field allows an authorized Prequalification user to select the business partner who is the parent in a subsidiary relationship with the displayed business partner. When a parent exists, this field provides a link to the parent's Contractor screen.
Subsidiaries	Display	This field displays the name of all subsidiaries that exist for a parent contractor. The subsidiary’s name and business partner ID provide a link to the subsidiary's Business Partner Registration screen.
Address	Display	This field displays the business partner address and is read from the Business Partner Registration table (legal address). This field is viewable by all users for all contractors.
Sort Name	Optional	This field displays the business partner’s sort name as defined by the Prequalification office. For example, if a contractor’s name is A. B. Smith they will be sorted by "Smith" instead of "A" if Smith is defined as the sort name. This field is only displayed when the user is an authorized PENNDOT Prequalification user.
New to PENNDOT	Editable	This field indicates whether the contractor is new to PENNDOT; it is defaulted to "Yes" when the contractor record is initially created or if a debarred contractor is reinstated. This field is only displayed when the user is an authorized PENNDOT Prequalification user.
Contractor Type	Editable	This field allows the user to select the type of contractor (Prime or Subcontractor). The system enforces the business rules regarding the adjusted working capital and other financial data required for the contractor to be approved as a prime. In some cases, the system may automatically update the contractor record to change a prime to a subcontractor or vice versa. This field is viewable by all users for all contractors.
GHC	Display	This field indicates whether the contractor is a General Highway Contractor (GHC). A GHC is a Prequalified Contractor (Prime only) that has a specific subset of Work Class Codes including C, H, S, and either F or G. The value of this field is initially displayed as blank when the contractor record is created and is updated only when the required work class codes are associated with the contractor (but only if the contractor type is "Prime"). This field is viewable by all users for all contractors.
Resident Agent	Optional	This field allows the user to indicate whether the contractor has a resident agent. If the user chooses "Yes", additional fields appear beneath this field to allow the user to enter address information for the resident agent. This field is only displayed when the user is an authorized PENNDOT Prequalification user. Note: All non-Pennsylvania contractors require a Resident Agent.
Minority Code	Protected – Prepopulated	This field displays the contractor’s minority code, if any. The minority codes include DBE, MBE, WBE, and MBE/WBE. This field is viewable by all users for all contractors.
CMS2 Prequalification #	Protected – Prepopulated	This field displays the business partner’s CMS2 Prequalification number. For new contractors whose prequalification is created in ECMS, this field is blank. This field is only displayed when the user is an authorized PENNDOT Prequalification user.
Application Status	Display	The status of the application for prequalification. This field is only displayed when the user is an authorized PENNDOT Prequalification user.
Federal ID	Display	This field displays the business partner’s federal ID number (FID). This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed. Note: The system requires that all prime contractors exist in the Fiscal Management Information System (FMIS) before any estimated payments can be processed. The entry of the contractor's FID into FMIS occurs outside of ECMS. However, ECMS's FMIS Vendor File is updated nightly during batch processing so that contractors entered into FMIS should be available for estimated payment processing the next business day.
Performance Factor	Display	This field allows the Prequalification Office to enter the Contractor’s Performance Factor. The factor must be a whole number between 1 and 15. For contractors who are new to PENNDOT, the initial value is set to 5 but can be changed. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
DBE Cert #	Display	This field displays the contractor’s DBE certificate number. If the contractor is not certified, this field displays "Not Certified". This field is viewable by all users for all contractors.
DBE Cert Exp.	Display	This field displays the date the contractor's DBE certification is due to expire. This field is viewable by all users for all contractors.
Certificate Expiration	Display	This field shows the date the current certificate is set to expire. This field is only displayed if the contractor prequalification status is Qualified.
Adjusted Working Capital	Display	This field displays the contractor’s adjusted working capital. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Line-of-Credit	Optional	This field displays the total amount of the contractor’s current Lines-of-Credit. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Book Value of Equipment	Optional	This field displays the book value of equipment at the time of the contractor’s last Prequalification application. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Maximum Capacity	Required	This field uses the information from the previous fields to calculate the maximum capacity for the contractor. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Current Dept. Work	Calculated	This field displays the total dollar amount of PennDOT work currently being done by the contractor. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Other Work	Enterable	This field displays the total dollar amount of non-PennDOT work currently being done by the contractor. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Subcontracted Work	Enterable	This field displays the total dollar amount of Current Dept. Work and Other Work for which the contractor’s subcontractors are responsible. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Completed Dept. Work	Optional	This field displays the total dollar amount of PennDOT work completed by the contractor. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Available Capacity	Display	This field displays the total dollar amount of the contractor’s available capacity. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
		*****Work Class Codes*****
Work Class Code	Display	When this screen is viewed by PENNDOT or by contractors for their own firm, the work class codes are displayed at the bottom of the screen, and the code provides a link to the Work Class Code detail screen. For contractors viewing other contractor's information and for public users, the work class codes (approved only) are listed at the top of the screen; the codes are separated by commas.
Code Type	Protected - Optional	This field displays the code type for each of the Contractor’s Work Class Codes (regular, provisional, or conditional.) This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Effective Date	Protected - Optional	This field displays the effective date for each of the Contractor’s Work Class Codes. This field is only viewable by authorized Prequalification users and by contractors when their own firm's information is displayed.
Comments	Unprotected – Optional	This field allows authorized Prequalification users to enter comments. This field is only visible to the Prequalification office.

Actions

Action	Description
Click the BACK button	When the user clicks this button, they are returned to the previous document located in the browser’s history. This button is visible to all users.
Click the EDIT button	When the user clicks this button, the current screen is displayed in edit mode. This button is only available when the user has the authority to edit and when the screen is in read mode.
Click the 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, they remain on this screen.
Click the SAVE&EXIT button	When the user clicks this button, the save is performed and the user is returned to the Prequalification home page.
Click the NEW TO PENNDOT radio button	When the user clicks either the No or Yes radio button they are indicating whether the contractor is new to PENNDOT. If the indicator is "Yes", the performance factor defaults to 5.
Click the DOWN ARROW select subsidiary button	When the user clicks this down-arrow button a pop-up window is displayed allowing the user to select the name of a contractor from the list of Prequalified Contractors to identify the parent of a subsidiary.
Click the COPY CONTRACTOR button	When the user clicks this button, the contractor information of an existing, currently displayed contractor is copied to a new contractor. This button is hidden when the contractor is new, or if the Contractor is currently a Subsidiary or a Parent to a Subsidiary and when the document is in read mode. A dialogue box is displayed and the user is returned to the Contractor screen in edit mode.
Click the SUSPEND button	When the user clicks this button, the contractor’s Prequalification certificate is suspended. This button is only visible when the contractor is in Qualified or Qualified New status and edit mode. The user is prompted to ask if they want to generate a certificate. The user is returned to the Contractor screen in edit mode.
Click the DEBAR button	When the user clicks this button, the contractor’s Prequalification certificate is debarred. This button is only visible when the contractor is in Qualified or Qualified New status and edit mode. The user is prompted to ask if they want to generate a certificate. The user is returned to the Contractor screen in edit mode.
Click the EXPIRE button	When the user clicks this button, the contractor’s Prequalification certificate is expired. This button is only visible when the contractor is in Qualified or Qualified New status and edit mode. The user is prompted to ask if they want to generate a certificate. The user is returned to the Contractor screen in edit mode.
Click the REINSTATE button	When the user clicks this button, the contractor’s Prequalification certificate is reinstated. This button is only visible when the contractor is in Suspended or Debarred status and edit. The user is prompted to ask if they want to generate a certificate. The user is returned to the Contractor screen in edit mode.
Click the REMOVE SUBSIDIARY button	When the user clicks this button, the contractor is removed as a subsidiary form the parent contractor. This button is hidden when the document is in read mode and the user is not a subsidiary. The user is returned to the Contractor screen in edit mode.
Click the GO button	When the user selects from the GO list options and clicks this button, the screen for the option selected is displayed. Prequalification office selection options include Lines-of-Credit, Corporate Structure, Certificates, Applications and Record Retention. For example, if the user selects Lines-of-Credit, the Lines-of-Credit list screen is displayed.
Click the ADD button	When the user selects from the ADD list options and clicks this button, the screen for the option selected is displayed. Prequalification office selection options include Work Class Codes, Lines-of-Credit, Corporate Structure, Certificates, and Applications. For example, if the user selects Work Class Codes, the Work Class Codes list screen is displayed. Not all PENNDOT users are authorized to access all of the add functions.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:50:13 AM