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Viewing and Download Instructions May 20, 2014 Admin Minnesota Plan Room Website Address: http://www.ipdservices.com/clients/MMD MNDOT Plan Room Website Address: http://www.ipdservices.com/clients/MNDOT Index to Instructions Registration and Initial Access to Website Page 2

How to Navigate the “Plan Room” Page 5 Change Your Bidder Category (Prime Bidder, Subcontractor, etc.) Page 7 How to View the Plans, Specifications, & Addenda Page 8 How to View Email Notifications on the Dashboard Page 9 How to View Closed Bids and Project Results Page 10 How to order an Electronic Download Page 12 How to Make Your Email Address a Safe Sender Page 14 Bidders can View Plans and Specifications at no charge State of Minnesota Personnel Can Download Files at no charge

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Registration and Initial Access to Plan Room Website

1. First, please make the following email address a Safe Sender in your Outlook: info@ipdServices.com This will insure that you do not block emails from the website email server, which are sent to you for project notices and to use to retrieve your password. (See the end of this document for help on making an email address a Safe Sender.)

2. Second, please register yourself as a website user, by going to either website. Once registered, you can access either website. Admin Minnesota Materials Management: http://www.ipdservices.com/clients/MMD MNDOT: http://www.ipdservices.com/clients/MNDOT

When you reach the website, you will see the following screen. To register, click on “Please click here to register”.

You will then see the following screen. Please enter your email address, and create a personal password for yourself, then click Create My Account.

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You will then see the following screen, where you will complete the registration process. The top part of the screen is shown below, and all information must be completed, except for the Fax and the Cell numbers.

The center part of the form, as shown below, is optional. Any information collected will only be used by the State of MN to solicit bids.

The bottom portion of the form is for simply indicating the states in which you do business, and you must select at least one state, Minnesota. Finish the registration, by selecting the Save Account Changes button at the bottom of the page.

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Please Note: Once you have completed the registration, the system will send you an email (from info@ipdServices.com ) to verify that you are using a legitimate email and to verify that you are not blocking emails from the server as mentioned above. With your email address and the personal password that you just created, you can log in, and the Plan Room will automatically be displayed.

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How to Navigate the “Plan Room” (Current Bidding Projects) All projects that are currently bidding are displayed in the “Plan Room”. When you enter the site, as a registered user, the Plan Room will display automatically on the right side of the screen, and your Dashboard will display on the left side of the screen. See Page 9 for information on the Dashboard. If you are entering as a Guest, you will only see the Plan Room.

As a registered user, if you are in the site in something other than the Plan Room, you can return to it by selecting the “Plan Room” button on the Dashboard. You can sort the columns by the Project, Franz ID, Bid Date, or Contracting Agency, by selecting their heading at the top of a column.

You can also search through all the projects by Contracting Agency, Project Name, Franz ID, Project Type, City, or County. (See drop-down below)

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You simple select your search choice from the drop-down menu of the “Search For:”, enter any part of the item name in the “Contains” field, and then hit the “Refresh/Search” button. .

You can view the bid package details by clicking on the Project name or Franz ID of the project, which opens the Information tab for the project, as shown below.

From the above screen select the Plan Holders tab to view the current bidders who have downloaded the electronic files.

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Each bidder selects bid Categories (Prime Bidder, Subcontractor, etc.) when they place their order for the electronic download. In the case of the Annual Subscriber, this Category is designated when they sign up for their annual subscription. This Category can be changed in the Plan Holders List, when you log in as the person who placed the order. A button will exist under your information only, called Change My Categories, as shown below.

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When you click on that button, you will see the following screen, where you can change your Category or Categories. When you are finished, select the Save Categories button to save your changes. Note: You must Refresh you screen by selecting a different tab, like Files or Information to see the results of your changes in the Plan Holders List.

You can View the Plans & Specifications by selecting the Files tab, as shown below. You can view any file at no charge by clicking on the file name, as shown below. The Viewer will automatically open quickly with a low resolution image. If you need a high resolution image you can select the HiRes Java Viewer , but it requires that you have current version of Java software loaded on your computer. However, Franz Reprographics does not provide support to you for the Java software. You must get support from an IT person. When a drawing is open for viewing, it cannot be printed or downloaded. See instructions on Page 12 for how to order electronic download.

Project Plan The Project Plan file or files contain all the bid documents for the project, including the drawings. This file must be downloaded as an electronic file. See instructions below on how to place order for the Project Plan document(s).

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Addenda The Addenda can be downloaded at no cost if you are a Plan Holder for the project, which means that you have previously ordered the Project Plan documents. The addendum file name will be green, and you can select the box next to the Addendum name, and then click the Download Files button. Subcontractor Bid Results If a project has bid results from subcontractors prior to the bid due date of the project, those results will be posted in this section of the Plan Room with the other bid documents. Those file names will be shown in green, which means they can be selected and downloaded by anyone at no cost. When you log into the site, as a registered user, you will see My Dashboard Items on the left side of the screen, as shown below.

In the Notifications button, the addendum email notifications that were sent to you will be listed here for projects on which you are a Plan Holder. Notifications highlighted in red are overdue to be read.

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If you click on the date sent, it will open the following screen with the details of the email. To delete the notification from your list of notifications, click on the Remove From Dashboard button, as shown below. Note: It is your responsibility to delete Notifications that you no longer need, otherwise, this list will continue to grow.

Viewing the Closed Bids & Project Results The format of the Plan Room (Projects that are Currently Bidding) and the format of the Closed Bids & Project Results (Past Bid Due Date) are the same. If you are logged in as a registered user, select the Show Closed Bids & Project Results button to view the projects past the bid due date. If you are a Guest, then see instructions below.

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If you are viewing the Plan Room as a Guest, you will see the following screen, where you must select the “Show Closed Bids & Project Results” button, as shown below.

Once you have selected the “Closed Projects & Project Results”, you will see the screen below. Each Closed Project with project results will have a red Project Results link with the project name as shown below, which you can click on to download or view the project results document.

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How to Order an Electronic Download You can order an electronic download of the Project Plan for a single project at the cost of $7.00, or you can become an Annual Subscriber at an annual subscription fee of $399.00. --------------------------------------------------------------------------------------------------- If you are an Annual Subscriber and you only want to download files, you do not need to place an order, and you can skip the ordering instructions below. For you, all the file names in the project should be green in color allowing you to download them at no charge. You will automatically be added to the Plan Holders List when you download any files. Click on the Get Annual Subscription button under the Quick Links for information on how to sign up as an Annual Subscriber. -------------------------------------------------------------------------------------------------------------------- To place an electronic download of the Project Plan for a single project, check the box next to each file(s). When you select the Project Plan, the boxes next to all the Addenda will also be checked, because you are required to download all the addendums (if they exist) with the Project Plan.

Next, select the Place Order button. You will then see the following screen.

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The customer information will be automatically filled in based on My Account Info that you provided when you registered. You can change that information by selecting the My Account Info button on the Dashboard. Please check one or more boxes next to the bidder categories that apply to you. This will appear with your name in the Plan Holder’s List in the Plan Room. Next,select the Proceed to Payment button. The only choice you will have for payment is with a credit card, so you then will see the screen below.

Once you have completed the credit card information, please select the Submit Payment button. You will be emailed a copy of the credit card receipt.

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Note: Once the credit card is processed, all the files that you ordered will turn green in the project in the Plan Room and you can download them as many times as you like.

Addenda Notifications All plan holders listed in the Plan Holders List will be sent an email anytime a new addendum is issued for the project. These email notifications can also be viewed by clicking on the Notifications bar on your Dashboard. Please Note: To insure that your email software does not block addendum email notifications from the State of MN, please enter the email address of the Plan Room as Safe Sender in your email settings. Please see instructions below for how to make an email address a Safe Sender in Outlook. How to Make an Email Address a Safe Sender For Windows Outlook 2003 & 2007 With the Inbox of Microsoft Outlook open, select the Actions drop-down menu across the top of the Outlook screen. Then select Junk E-mail, and then select Junk E-mail Options. Next select the Safe Senders tab and then select the Add button. You can then type in: info@ipdServices.com and click OK. For Windows Outlook 2010 With the Inbox of Microsoft Outlook open, select the Home tab from across the top. Then, select the Junk drop-down menu, then the Junk E-mail Options, then select the Safe Senders tab, and finally select the Add button to add the address. You can then type in: info@ipdServices.com and then click OK. Need Help? For help with using the website, please contact Franz Reprographics by email or phone:

By email: support@franzrepro.com By phone: 763-503-3401