Version: 1.2 Date Updated: 08/21/2012. Subcontract Entry

Transcription

1 Version: 1.2 Date Updated: 08/21/2012 Subcontract Entry

2 Table of Contents INTRODUCTION 2 LOGS 3 CREATING A SUBCONTRACT 4 ENTER SUBCONTRACT / CHANGE ORDER LAYOUT 5 SUBCONTRACT INFORMATION 5 Contract Numbering 6 SUMMARY 6 GENERAL 7 SCHEDULE OF VALUES 7 DATES 9 TEXT CODES 10 FREE FORM 10 SPECIAL PRICING, INCLUSIONS, AND EXCLUSIONS 12 ORIGINAL PARTICIPATION 12 COMPLIANCE 13 JOINT CHECK 14 PRINTING A SUBCONTRACT 15 POSTING CONTRACTS 16 Version 1.2 Internal Document 1

3 Introduction In this module, we will be reviewing the process for creating a subcontract in CMiC. After users complete this module they will be able to: 1. Create a subcontract 2. Enter the Schedule of Values 3. Enter the text to be used in the articles of a subcontract 4. Save attachments to a subcontract 5. Enter minority participation for the subcontract 6. Manage vendor compliance as it relates to the subcontract 7. Print a contract through DocBuilder Version 1.2 Internal Document 2

4 Logs Logs are utilized to display all currently created records of a specific type. This makes accessing previously created records much easier than having to query within a specific application. The Subcontract log lists all subcontracts that have been created for your default project regardless of their status. The Log contains a variety of columns that displays key information about the record such as vendor, status, key dates, and amounts. The Log will continually update its amounts as transactions (changes, payments, etc) occur for the subcontract. Users can access a record indicated in the log by clicking on the record number, which is highlighted in blue. Logs display records only for designated default Project. Filters are also available for users. Filters are typically used if you want to view a group of records that match certain criteria or you are searching for a specific record in a long list. Filters use an exact match search as the default. This means that the record would have to meet your criteria exactly in order for it to be displayed once the Filter is run. To access the Filter option click the Query by Example icon ( ). You can then enter in criteria for any of the column headers. Once your criteria are entered, hit the Enter key to run the Filter. Version 1.2 Internal Document 3

5 Whenever you perform a Filter in CMiC, you can surround your search criteria with the % sign, which acts as a wildcard. Placing wildcards around your search term provides a contains search. This search looks for your criteria anywhere in the field. This prevents you from having to enter the full name every time you search and leads to searches that are more accurate. Creating a Subcontract Subcontracts are used to assign work to our subcontractors and to create a legaly binding document that describes the obligations of each party. Subcontracts utilize our phase codes structure and scopes of work to detail what the contract entails and the authorized budget to complete that work. Subcontracts are created by utilizing the Enter Subcontract / Change Order application located under the Subcontract Management subfolder in the Project Controls module. Version 1.2 Internal Document 4

6 Enter Subcontract / Change Order Layout The Enter Subcontract / Change Order application contains three blocks: Block Select Company/Project Subcontract Information Tabs Description Your default Project will automatically populate however, the user can select a different Company and/or Project if necessary. The header information for the subcontract is entered. Multiple tabs are utilized to enter additional detail about the subcontract such as schedule of values, contract language and key dates. Subcontract Information The Subcontract Information block is used to enter header, or overview, details about the subcontract. Here users will select the vendor associated with the subcontract and provide a description of what the contract is for. Make sure you follow your projects naming convention when entering a description (i.e. BP 09A General Trades) Version 1.2 Internal Document 5

7 After inserting a new record and entering the vendor and description hit the Save/Refresh button. This will generate a Contract Number and allow you to complete the information required in the tabs of the subcontract. Contract Numbering Subcontracts are numbered sequentially for each individual Project. The subcontract number will be the Project number (not including the sub-job) plus the 5-digit contract number. Subcontract 1 for Project J would be J Subcontract 1 for Project J would be J Summary The Summary tab is used to select the contract type, CDI status, and to enter the scope of work. You are also able to see the total value of the contract on this tab. Contract Types Regular Short Form Purchase Order Consultant Agreement Description All Trade work required for the construction of the project General Conditions (Dumpsters, Toilets, Trailers, Etc ) Material that is furnished Only (NO LABOR involved whatsoever) Used for project consultants but NOT Architects or Engineers. CDI Status indicates whether CDI is being used on this contract Status is not used by Gilbane. The contract will either be Pending or Posted. Version 1.2 Internal Document 6

8 General The General Tab is used to identify the key contacts from the subcontractor for this contract and the address we will utilize for correspondence and documentation. To complete this section: 1. Select the Business Partner Contact that will sign the contract a. If the person you are working with does not display in the dropdown list select Create on the Fly to add a new contact. 2. Select the Address of the office location for the subcontractor a. If the address is not available contact the Business Partner Gatekeeper to have one added 3. Select the Correspondence Address if necessary a. This is the address that items will be mailed to b. If it is the same as the address selected in the Address field then you can leave the Correspondence Address blank 4. Select the Gilbane Signing Authority from the Signature dropdown 5. Select the regional Check Hdl address a. This is the Gilbane Address that will print on correspondence and checks written to the subcontractor Schedule of Values The Schedule of Values tab is where we will enter in the work that will be performed by the subcontractor on a line item basis. The user will associate a phase/category code combination with each line item as well as a dollar amount for the worth of the contract. Description fields also allow the user to enter in additional detail of what is included/expected as part of that line item. Version 1.2 Internal Document 7

9 To complete the Schedule of Values: 1. Select Insert Record 2. Enter the Task Number a. Be sure to use the numbering convention established for your project using the CSI Code WBS (Work Breakdown Structure) i. One best practice is to use a specification number, such as Enter a description for the Task a. For example, Misc Metals Area 1 4. Select the Job that the line item applies to a. For Projects with no sub-jobs only one Job will be available for selection 5. Select the applicable Phase 6. Select the applicable Category. 7. If the line item uses per unit rates complete the following: a. Quantity i. Enter the number of the unit the subcontractor will provide b. Weight Measure i. Select the measurement that will be used 1. i.e. hours, each, square feet, etc c. Rate i. Enter the per unit rate ii. The Amount field will automatically populate with the Quantity multiplied by the rate 8. If the line item is for a lump sum amount complete the following a. Weight Measure i. Select LS for Lump Sum b. Amount i. Enter the total amount for the line item 9. Enter additional details about the work being performed as part the line item in the Long Description text field To avoid errors in committing cost against changes in the future, it is extremely important that you use a particular Phase Code/Category combination only once per contract. Version 1.2 Internal Document 8

10 Dates The Dates section is used to enter the key dates surrounding the contract. Available Dates include: Date Contract Date Original Start Original Completion Issued Date Executed Date Received Date Post Date Description The date the contract is generated. The date the subcontractor will begin work The date the subcontractor will complete work by. The date the contract was issued to the subcontractor The date the subcontractor signed the contract The date when Gilbane countersigns the contract after receipt from the subcontractor Automatically populates with the date the subcontract is posted in CMiC Version 1.2 Internal Document 9

11 Text Codes The Text Codes section is where the user enters the text that will be used in different sections of the printed contract. To complete the text codes section: 1. Select the contract section from the Type field 2. The Code will automatically populate 3. Enter the text that should be displayed in this section It is a best practice to use articles from an existing contract as the basis for your contract. Free Form The Free Form tab is used to enter notes about the contract process. These notes are only seen by the Project team and are not displayed on the generated contract. Click the Insert Record button to display the different notes boxes. Version 1.2 Internal Document 10

12 Attachments The Attachments tab provides a place to store documents related to the PCI. When the button is selected you will be able to view previously saved documents and upload new ones as needed. Previously saved documents will be displayed on the Attachment tab. Selecting the Create Attachment button will launch the Attachment application. To add a new document as an attachment: 1. Select Upload New 2. Select Attachment from the Add drop down 3. Click Browse to bring up the file selection box 4. Select the file(s) you would like to attach and click Open 5. Click Save 6. All documents that are attached to the Contract will be issued with the Contract. Be mindful of adding the correct documents to CMiC. Version 1.2 Internal Document 11

13 Special Pricing, Inclusions, and Exclusions These tabs are not used by Gilbane. Original Participation CMiC assumes a Business Partner has zero percent minority participation regardless of its setup. This is due to differences in state guidelines and certifications for minority participation. When creating a contract in CMiC the user will utilize the Original Participation button to note the minority status of the Business Partner for this job and any 2 nd or 3 rd tier vendors they are subcontracting with. To enter participation: 1. Click the Original Participation button 2. Click Insert Record 3. Select the Business Partner from the 1 st or 2 nd Tier Vendor Field a. If you are entering details for a 2 nd tier vendor that is not setup in CMiC utilize the Create Partner on the Fly button to add them i. This does not create a full Business Partner. The created partner will only be available within this project for tracking purposes only 4. Enter the participation amount a. You can enter this as a percentage of the total contract amount in the Current Participation % b. Or you can enter it as a total dollar amount in the Current Participation amount field 5. Select the minority business type from the Classification Code field Tracking of second-tier vendors is an important new best practice. By analyzing this data in the future, the company can identify new opportunities to qualify these partners as first-tier vendors and work with current first tier vendors to identify minority subcontractors for them. Version 1.2 Internal Document 12

14 Compliance The Compliance Log is used to track a subcontractors contracted compliance items in regards to items such as insurance, bonds, and contract signature. The Compliance Log is accessed by selecting the Compliance button. The Compliance Log is automatically populated with standard compliance items. Users can delete out rows that are not needed for this subcontract by selecting them with their mouse and clicking the Delete Record button. Additional rows can be added as well if you need to track additional compliance items beyond what is loaded automatically Compliance fields include: Date Compl Date Compl Compliance Code/Description Insurance Bonding Company Certificate Number Certificate location Start Date End Date Amount Description If the subcontractor is compliant with this line item a check is placed in this box. If the subcontractor is compliant, but the compliance is date sensitive, a check is placed here. The type of compliance the line item identifies. For Insurance or Bonding line items select the insurance/bonding company. Enter the certificate number certifying compliance if applicable. NOTE: This is an LOV/Text hybrid. After entering text the LOV screen will display, simply click cancel. Enter where the certificate is being stored if applicable. For date sensitive compliance items enter the date the subcontractor became compliant. For date sensitive compliance items enter the date the subcontractor will no longer be compliant unless renewed. Enter the amount for any monetary based compliance items. Version 1.2 Internal Document 13

15 In addition to the fields that are completed for compliance a variety of buttons are available to the user as well. Date Delete History of Updates Save Notes Description Deletes the currently selected compliance row. Each time a compliance row is edited and saved, it is logged in the system. This button show the history of the line item by displaying every state it has been in. Saves the changes made in the Compliance Log. A notes section accessible only by Gilbane employees. In the above example, the Contract Signed row has been updated three times. You can see its state at the time of saving, the date it was saved and the user who saved it. Joint Check Joint Check is used if Gilbane will be issuing checks directly to second tier vendors in addition to the Business Partner associated with the subcontract. After selecting the Joint Check button click the Insert Record button and enter the name of the Joint Check recipient exactly as it should be displayed on the check. Updates to this application are automatically saved when you hit the Close button. Version 1.2 Internal Document 14

16 Printing a Subcontract Once all of the requisite data is entered into CMiC, the Project team can generate the subcontract document. This takes the information stored in CMiC and applies it to Gilbane s subcontract template. To generate the subcontract click the Print SC button. The contract will be generated using the following fields in addition to Gilbane s standard contract language. Contract Field/Section CMiC Field Agreement # Contract (Subcontract Information) Made as of Contract Date (Dates) Vendor # Vendor(Subcontract Information) Description Description (Subcontract Information) Construction Manager Details Company (Select Company/Project) Address (Enter Project /Site Address) Trade Contractor Details General tab Project Name and Details Project (Select Company/Project). Address (Enter Project /Correspondence Address) Owner Name and Details Enter Project / Customer Architect Name and Details Enter Project / Key Players 1.1 Scope of Work 2.1 Text Codes 3.1 Original Contract Value, Original Participation, and Text Code 12.1 Text Code Gilbane Signee Signature Project/Phase/Category/ Schedule of Values Description Attachments Attachments The creation of the Gilbane templates for RFQ s, ATP s, OCO s and SCO s are all created via DocBuilder, a Gilbane developed document program. Additional resource materials outlining DocBuilder s use are available at: uilder/docbuilder.pdf Version 1.2 Internal Document 15

17 Posting Contracts Once a contract is completed and signed, it is Posted in CMiC. This commits the cost to the associated Jobs and Phase/Category codes included in the Schedule of Values. Posting is typically done by the purchasing agent within the region to ensure a check and balance system. If you need to Post a subcontract and have been given access to it you may do so by clicking the Post button and clicking the Proceed button. Version 1.2 Internal Document 16