Frequently Asked Question

MBE and WBE• Question:
How is this form to be completed?

• Answer:
When submitting Minority Participation and Commitments in ECMS for State-Funded Projects:
1. Log onto ECMS
2. On the blue line, select "Construction Projects"
3. Select "Projects" from the drop-down list
4. In the project box on the right, type in "your project number"
5. That will take you to the "Project Information" screen which is the table of contents for the entire project.
6. In the middle column, headed by "Award", select "Minority Solicitations"
7. In the box entitled "General," type in Contact name and Phone number of business partner prime contractor.
8. In the box entitled "Subcontractors" select "New" - this will take you to the "Minority Solicitation" screen.
9. Select the magnifying glass for a drop down menu of a complete list of available MBE/WBE companies on the Commmon Selection-MIN- Minority Solicitation Business Partners screen.
10. Choose company that was solicited for project and fill in the type of company if applicable, type of work, the date of contact, and how much was offered.
11. Save and New will return to blank form for next entry. Save and Exit will return you to the Minority Selections screen. When finished with minority solicitation entry, select "Workflow" and "Submit" the entries to PennDOT.
12. Select "project" next to the project number to go to the project information screen.
13. On project information screen choose Minority Participation and Commitment.
When Submitting Minority Participation Commitments in ECMS for Federally Funded Projects:
1. Log onto ECMS
2. On the blue line, select "Construction Projects"
3. Select "Projects" from the drop down list.
4. In the project box on the right, type in "your project number"
5. That will take you to the "Project Information" screen which is the table of contents for the entire project.
6. In the middle column, headed by "Award", select "Minority Participation and Commitment"
7. In the box entitled "General" type in Contact name and Phone number of the business partner prime contractor.
8. In the box entitled "Review Required/Completed" select "New" - this will take you to the "Common Selection-Minority Participation and Commitment - Subcontractor" screen.
Select a DBE this will automatically take you to the "Minority Participation and Commitment Detail" screen.
9. Fill in the blank for the DBE:
a. DBE Contact information
b. DBE Phone number
c. Answer questions: whether contracted to 2nd tier non-DBE sub contractor and whether the DBE is a sub contractor to the Prime Contractor
d. Agreement amount
e. Mobilization
f. Starting Date
g. Completion Date
h. Business Type (Consultant, Manufacturer, Regular Dealer, Service, Subcontractor, Trucking)
10. In the gray box at the top of the screen choose "Calculate" to figure out:
a. Credit (less 2nd tier Sub) Amount
b. Credit at 60% (ECMS will determine if the business partner type is regular dealer)
11. Next choose the specific items that this DBE will be performing by choosing the "Edit" button to the upper right of the Items box, this will take you to the "Common Selection - Minority Participation and Commitment Items" screen.
12. Select the item the DBE will be performing and click "Apply" on the gray bar.
13. Select "Save" to go back to the Minority Participation and Commitment Detail screen.
14. If the DBE will only be partially performing the item: select the "item number" (i.e., click on the item number)
15. This will take you to the Minority Participation and Commitment Item screen.
16. Scroll down to Partial and in drop down box choose "Yes"
17. Enter a brief description of the partial work the DBE will be performing.
18. On gray line choose "Save & Exit" to go back to the Minority Participation and Commitment Detail screen.
19. On gray line choose "Save" to save the DBE selection.
20. On the gray line choose "Submit for Acknowledgement" to send this DBE selection to the DBE to be acknowledged by the DBE.
21. The status of this DBE commitment changes from "Draft" to "Awaiting Acknowledgement"
Instructions for DBE to Acknowledge Minority Participation and Commitment:
22. The DBE logs into ECMS
23. On blue line choose "Work Queue"
24. In My Work Queue Portal screen choose "Minority Participation and Commitments"
25. On the "My Work Queue Items" choose a "Project Number"
26. Once on the Minority Participation and Commitment Detail screen review the information entered by the Prime Contractor for accuracy.
27. On the gray bar select "Workflow"
28. Choose "Acknowledge" and then "Ok"
29. Status will change to Acknowledged and Workflow box will show submission.
30. Once the DBE acknowledges the commitment, the prime contractor must select "SUBMIT" to send the selection to PennDOT: BEFORE 3PM THE THURSDAY FOLLOWING THE LETTING.
32. PennDOT has received the submission only when the Review Required/Completed status is PennDOT Review.

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Created byLast Modified by
Burns N Sarah/PennDOT
on 05/04/2012 at 02:59:41 PM		Burns N Sarah/PennDOT
on 05/04/2012 at 03:52:49 PM