Contractor DesktopContractor DesktopElectronic Bid SystemElectronic Bid System

TrainingTraining

For Contractor Desktop help:

WYDOT ‘Help Desk’: (307)777-4487 or (307)777-4214

E-mail: Mark.Janicek@dot.state.wy.us

or Matt.Simpson@dot.state.wy.us

LoadingLoadingContractor’s DesktopContractor’s Desktop

ProgramProgram

Program can be installed on a Laptop or PC

using a Diskette or CD provided by

WYDOT.

Program can also be downloaded

and installed from WYDOT’s website

following step-by-step download

instructions.

To install the program from a Diskette, CD or

Website, Double-Click the

‘WYDOT Contractor

Desktop Version 1.0’ and follow these step-by-

step instructions.

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Double-Click desktop icon to open program.

First time the program is

opened, the bidder must complete a

‘Company Profile’ .

Only has to be entered once.

Can be updated if there are changes..

Also on this window, bidders can

complete their current, ‘Status of

Work Under Contract’.

Select, ‘Add Status Record” and fill in

the applicable information.

Highlight a status record and select,

‘Delete Status Record’ when the project has been

completed.Select, ‘Print Report’ to print the status

report.

Status records are saved and can be

updated for the next bid letting.

After completing the ‘Company Profile’, bidders can load

projects and prepare bids.

LoadingLoadingProjects Projects

Click

‘File’

‘Load Project”

Use

‘From File’

To load project(s)

provided by WYDOT on diskette or

CD.

Selecting

‘From Web’

Opens your browser and

provides a list of currently advertised projects.

Click

‘Load this Project’.

For the project(s) you want to bid.

Project loads and you can

start preparing your bid.

‘Bid Status’

appears on all windows to let you know the current status

of your bid.

‘Bid Total’ and ‘Certifications’ will highlight red if they are not complete.

‘DBE Commitment’,

‘Bid Due Date’ ’ and ‘Prequal’

are FYI and do not turn red..

RequestingRequestingSubcontractorSubcontractor

QuotesQuotes

Click

‘Quote Request’.

Selectitems for quotes.

Select‘Print Quote

Request’

EnteringEnteringBid PricesBid Prices

Use

‘Bid Item Detail’

to enter bid item ‘unit prices’.

Click

on another ‘Category’ to

see the items for that category.

Enter

‘Unit Prices’

Click

‘Show Me Incomplete

Items Only’ to see items that

do not have unit prices.

When all unit prices have

been entered, the ‘Bid Total’

and ‘Categories’ turn to ‘Black’.

DocumentingDocumentingDBE/Good Faith EffortsDBE/Good Faith Efforts

Select

‘DBE Commitment /

Good Faith Efforts’.Select

1. Contact Information’ and

‘Add Contact Record’.

Select

From dropdowns,

‘DBE’, ‘Contact Method’, and

‘Contact Results’.

Enter

‘Contact Date’

If the ‘Contact Result’ is

‘Quote Rec’d’, Select from

dropdown, the quote ‘Type’, (Manufacture,

Supplier or Subcontractor).

Enter the total ‘Bid Amount’ quoted by the

DBE.

If you intend to use the quote,

check the ‘Selected’ box.

Enter a brief comment

describing what is being

Supplied, Manufactured or Subcontracted by clicking the

RED icon.

Comment box changes from

RED to BLACK indicating a

comment has been made.

After completing ‘1. Contact

Information’, select ‘2.

Commitment Report’.

‘2. Commitment Report’

documents the bidders DBE Commitment

and Good Faith Efforts.

Example

‘Commitment Report’

submitted with your bid.

ONLY the ‘Awarded

Contractor’ is required to

complete form

‘DBE-2, DBE Notification of

Intent to Sublet’ The form must be submitted to WYDOT before the Contract is

executed.

Select

‘3. Committed Items (Awarded

Contractor Only).

Selectthe committed

DBE indicated in your bid.

Selecteach item

‘Quoted’ and committed to

the DBE.

Select‘Supply Type’

from dropdown, (Manufacture,

Supplier or Subcontractor).

Enter‘Price’

committed for each item.

Total dollar amount must equal amount committed to DBE when bid was submitted.

To View and Print the ‘DBE-2’ form …Select

‘4. DBE-2 Form (Awarded

Contractor Only)

Selecting‘Print’

will print a separate

DBE-2 Form for each

committed DBE and Contractor

to sign.

Example

‘DBE-2 Form’

DocumentingDocumentingCertificationsCertifications

Click applicable responses.

Click applicable response.

Clicking ‘Yes’ opens this

section to enter additional

documentation.

Explain John Smith’s suspension or debarment.

Comment box changes

indicating an explanation has been entered.

Click applicable responses.

AcknowledgingAcknowledgingAddendumsAddendums

Select

‘Addendums’

to acknowledge

ALL

Addendums issued for the

project.Select

‘Add’

Enter

Your

‘Initials’.

Documentation is complete.

Future Enhancement

Ability to view the actual addendum document.

NOTE: You do not have to change the ‘Addendum Date’ to

the actual date of the addendum.

SubmitSubmitBidBid

‘Submit Bid’ is disabled if the

bid is not complete.

Use

‘View’ to view and print a

specific document

before creating the

bid submittal package.

If you updated your ‘Company Profile’, check

the box.

Enteryour electronic

‘Bid Bond Authorization

Code’ or ‘Cashiers Check

#’.

Proposal Guaranty must

be equal to amount

indicated.

When the ‘Bid Status’

indicates all the ‘Bid Prices’ have been

entered and the ‘Certifications’

have been acknowledged..

‘Submit Bid’is enabled.

Before clicking

‘Submit Bid’

Specify where you want to

save the bid file.Bid has to be submitted to WYDOT on a

Diskette or CD.

Clicking

‘Submit Bid’

Saves your bid to the specified diskette or CD

And

Prints the complete bid package for

your signature.

Create Create MoveMoveFileFile

Multiple people can work on different parts of the bid (DBE /Good Faith, Bid Items, Certifications, etc.) and use the ‘Move’ function to move their part(s) to a target computer used to submit the bid.

Select, ‘File’, and ‘Export, Create Move File’.

Check the ‘Move Option(s)’ you want to ‘Move’.

Specify where you want to save the move file and click ‘OK’.

To Import the ‘Move’ file using the target computer…

Select

‘File’

‘Import’

‘Import From Move File’

Select

the directory and folder

where the move file was saved.

Highlight the file and click ‘Open’

The ‘Move’ updates the specified bid

windows.

Export / ImportExport / ImportBid ItemsBid Items

Select

‘File’,

‘Export’

‘Export Bid items’

Specify where you want to save the ‘Export’ file and click ‘OK’.

Project Bid Items can be ‘Exported’ to a spreadsheet or bidding software used to calculate ‘Unit Prices’ and then ‘Imported’ back into the Contractor Desktop application.

‘Export File’ can be opened in a spreadsheet or a software application used to prepare bids.

Formulas used to calculate the ‘unit prices’ can be placed outside the last column.

After calculating the unit prices, the file can be saved and ‘Imported into the WYDOT Contractor Desktop`.

Important

Columns A – J should not be moved.

To import bid items, select

‘File’

‘Import’

‘Import Bid Items’

Select the saved spreadsheet file and click ‘Open’.

Updates:

‘Unit Prices’, ‘Extended Prices’, ‘Subtotals’, and ‘Total Bid’.

LoadingLoadingDBEDBE

DirectoryDirectory

To check for DBE updates automatically,

Select

‘Tools’

‘Settings’

Check box ‘Obtain DBE

Updates Automatically’.

Important

Do Not Change unless

instructed by WYDOT.

DBE’s can also be loaded from a Diskette or CD provided by WYDOT.

List of current DBE’s will be updated automatically.

Select

‘Tools’

‘Load DBE Directory’

DBE File.txt

Select

‘ DBE File.txt’

‘Open’

ONLINEONLINEHELPHELP

Select ‘Help’

To view online help topics.

C:\ebs\flashhelp.htm

Welcome

Welcome to the Wyoming Department of Transportation (WYDOT) Electronic Bid System – Construction Project Bidding Program. Copyright 2006 Wyoming Department of Transportation. Licensing for use of this application must be granted by the State of Wyoming.

June, 2006

Bid PreparationLoading Projects

1. Select ‘File’, and ‘Load Projects’.

2. Options:

a. If you select ‘From File’, use the diskette or CD provided by WYDOT to load the project or projects you want to bid.

b. If you select ‘From Web’ your browser will provide a list of currently advertised WYDOT projects. Click, ‘Load Project’ to load the project you want to bid.

Note: You can only load one project at a time.

ThankThankyou.you.