Massachusetts Bay Transportation Authority

CAPITAL PROGRAMS USER GUIDE:

CONSTRUCTION CONTRACT AWARD AND EXECUTION

Table of Contents
1.0 Policy............................................................................................................................................................... 2

2.0 Purpose ........................................................................................................................................................... 2

3.0 Responsibilities ............................................................................................................................................... 2

4.0 Instructions ..................................................................................................................................................... 2

5.0 Exceptions....................................................................................................................................................... 9

6.0 Document History........................................................................................................................................... 9

7.0 Appendices ................................................................................................................................................... 10

1.0 Policy

MBTA Construction Contracts are awarded in accordance with FTA Circular 4220.1F and M.G.L. Chapter
30, 39 M, and shall strictly adhere to the appropriate levels of delegated authority authorized by the
MBTA’s FMCB, General Manager, and Chief of Capital Programs.

2.0 Purpose

To establish and document standard procedures to award and execute a Construction Contract. This
process is intended to facilitate the timely execution of a Construction Contract.

3.0 Responsibilities

3.1 Contract Services

3.1.1 Issue CN Notice of Award letter

3.1.2 Perform a compliance review to ensure Contractor provides accurate documentation

upon returning Contract document

3.1.3 Route Contract for final approvals

3.1.4 Issue CN Notice to Proceed (NTP) Letter and execute contract

3.1.5 Award Contract in FMIS and CMS

3.2 Project Office

3.2.1 Create the requisition for Construction Contract in FMIS

3.3 Capital Programs Oversight (CPO)

3.3.1 Provide funding information

4.0 Instructions

This process is executed entirely in e-Builder. Please navigate to the PMIS Quick Reference & User
Guides if you need further assistance.

4.1 MBTA Construction Contract Execution (MCCE) Process in e-Builder

4.1.1 Upon notification from the Contractor that documents were submitted, Contract
Services will review to ensure all documents were received and signed off.

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 4.1.2 Upload the following documents to E-Builder to start MCCE process:
 Signed Payment and Performance Bonds
 Insurance Certificates
 Contractor Corporate Vote
 Signed Contract and Bond Form
 Bid Escrow
 Notice of Award
 Executed Staff Summary/3-4

4.2 Notice to Proceed (NTP)

4.2.1 Prepare CN Notice to Proceed (NTP) Letter.

4.2.2 Route the NTP Letter in e-Builder for signature by the Chief of Delivery or
Transformation.

4.2.3 Once signed, the Director of Contracts dates and issues the Notice to Proceed letter to
the Contractor via email.

4.2.4 Contract Services updates the Construction Activity report with the Notice of Award and
NTP dates.

4.2.5 Contract Services updates award information in Central Register.

4.3 Project Office enters Requisition

4.3.1 Contract Services notifies the Project Manager that Notice to Proceed has been issues
and to enter a Requisition for the Base Contract Award.

4.3.2 Contract Services provides a link to www.box.com with the Executed Contract to include
as the attachment to the Requisition.

4.4 Master Shell in FMIS

Once the NTP Letter has been issued, the Director of Construction Contracts enters a Master
Shell in FMIS for all new Construction Contracts:

4.4.1 Click on Add/Update Contract in FMIS

4.4.2 Select Share

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 4.4.3 Enter Contract ID

4.4.4 Look up Supplier (Contractor) ID/Supplier

4.4.5 Add maximum amount in bid contract value tab

4.4.6 Click on “Allow open item reference” under Contract Open Item Reference

4.4.7 Update Details

 Base Contract
 Unit of Measure (UOM)
 Category – Construction Contract

4.4.8 Enter Merchandise Amount (Contract award value)

4.4.9 Hit “Save” at the bottom of the screen

4.4.10 Go to MBTA Details Tab

4.4.11 Enter Contract Description

 Bidder Category – IFB_Low Bid- 100

 Procurement Category – Construction Services-20300

4.4.12 Enter DBE %

4.4.13 Enter Number of Bids Received

4.4.14 Enter Number of Bids sent

4.4.15 Enter Number of Bids received in advance – Always select “0”

4.4.16 Click on P.O. DBE Status

 Click DBE as “not Applicable”

4.4.17 Go to Contracts tab and click on Status drop down and hit Approve

4.4.18 Hit Save

4.4.19 Save a screenshot identifying that the Contract has been approved in FMIS, and email
that screenshot, along with the Notice of Award and NTP Letter, to Capital Programs
Oversight and the Contract Services Staff Assistant/Project Coordinator.

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 4.5 Create Requisition in FMIS

A staff member from the Project Office will log into FMIS to create a requisition.

4.5.1 Click the ‘Create Requisition’ title

4.5.2 Click the ‘Add a New Value’ tab
4.5.3 Select Business Unit
4.5.4 Enter the Requisition ID
4.5.5 Click “Add”
4.5.6 MBTA Description: Enter Requisition ID and a short description
4.5.7 Origin: Enter the Origin code
4.5.8 Copy the Requisition ID and short description you input into the MBTA Description line
and paste it into the Description field below
4.5.9 Enter: Quantity Unit of Measure, Category, Price
4.5.10 Click ‘Contract’ tab and link the Master Shell (Base Contracts Only)
4.5.11 Click ‘Add Comment”
4.5.12 In the comment box, enter the Requisition ID and short description. Enter the name of
the Project Manager for approvers to contact.
4.5.13 Click ‘Attach’ to attach the Notice to Proceed Letter
4.5.14 Click ‘OK’
4.5.15 Click on Requisition defaults, click copy from Requisition to populate Item ID,
Description, Quantity, Unit of Measure, Category, Price
4.5.16 Click ‘Save’ and then click on the Budget Check button (grid with magnify glass)

4.5.17 To Submit the requisition, Click the box with the green check mark

4.6 Create Purchase Order in FMIS

4.6.1 The Project Office staff member forward emails to the Contract Services Project
Coordinator notifying them that the Requisition has been approved.

4.6.2 The Project Coordinator looks up the Supplier ID on FMIS from the approved Requisition
number in email.

4.6.2.1 Enter the Business Unit and Requisition Number and hit ok.

 Business Unit for State Funded: MBTAC

 Business Unit for Federally Funded: MBTAF

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 4.6.2.2 Click on the Requisition number (See Appendices: Requisition Inquiry Screen)

4.6.2.3 After clicking on Requisition number, you will find the Supplier ID on the next
window. (See Appendices: Supplier ID Window)

4.6.2.4 If the Supplier ID is not found, email a New Vendor Form to the Contractor.

4.6.3 The Project Coordinator hits Add/Update PO screen. Type in the Business Unit (MBTAC
for State funded, MBTAF for Federally funded) and hit Add (See Appendices: Business
Unit FMIS)

4.6.4 Enter Buyer, Supplier ID, and Supplier, and click Copy to Requisition. (See Appendices:
Copy Requisition to PO)

4.6.5 Enter Requisition Number, Hit Search and Copy to PO

4.6.5.1 Enter in MBTA PO/DBE Data Tab, Click on Get Requisition Description and Save
to get PO Number

4.6.5.2 Navigate back to PO Form Tab, Hit Budget Check, Approve, and Dispatch PO

4.7 Award Contract in CMS and Conforming Contract

The Senior Manager will file the Awards Contract in CMS and finish Conforming the Contract (all
instructions below). Documents that will be needed for Awarding and finalizing Conformed
Contracts are:

 Notice of Award
 Notice to Proceed
 DBE Concurrence Memo( if federally funded)
 DBE letter of Intent provided by Low Bidder
 Conformed Copy.
 Executed file from the MCCE e-Builder process
 If the Contractor is new then a vendor ID is required. Email the Contractor the New
Vendor Form and follow the submission instructions on the form. Once a new
Vendor ID number has been issued, insert the newly issued Vendor ID into CMS:
o CMS>Construction>Table Maintenance>Performing Party Code

4.7.1 Conforming Contract

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 4.7.1.1 Open Conformed Contract PDF prepared by Consultant

4.7.1.2 Insert the dated NTP after the first page of the Conformed Contract

4.7.1.3 Replace Section 00510 from the Conformed Contract with the file from the e-
Builder MCCE process

4.7.1.4 Date Sections 00510-4, 00510-6, and 00510-8

4.7.1.5 Insert the DBE Memo after Section 00410-22

4.7.1.6 Insert the DBE Letter of Intent after the DBE Memo

4.7.1.7 Save as an Executed Contract and place in the Executed folder.

4.7.1.8 Upload to Box.com for distribution to the Contractor

4.7.2 Change Order Modification

4.7.2.1 In CMS go CO>Contract Modification.

4.7.2.2 Enter the Contract No. and Change Order No. 0 for base award

4.7.2.3 Enter data in the following fields

 Date Added – Date added into CMS

 Liquidated Damages $ - Info can be found in Section 00700 6.2 Prosecution
of work
 Prepared by – Person entering information in CMS
 Executed by – Select from drop down depending on authorization level.

4.7.2.4 Link the Work Order. Enter the Contract amount in Auth/Exec field. If you have
any error message regarding funds, contact Capital Programs Oversight.

4.7.2.5 Click “save” and “next” on the bottom right screen. This will take you to the
Award Contract screen. This screen can also be found by selecting
Construction>Contract>Award Contract.

4.7.3 Award Contract Screen

4.7.3.1 Read the Notice of Award and Notice to Proceed to see if the Contract is going
to include any alternates. Make sure that the Bidder you are about to award the
Contract to is the winning bid.

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 Note: When awarding in CMS, verify the Low Bidder. There are instances where
from the Bid Opening up until Award that the Low Bidder may have been
rejected or the Contractor chose to withdraw their Bid. CMS will default to the
Low Bidder from the Bid Opening. You will have to manually select the 2nd Low
Bidder in these instances.

4.7.3.2 Enter the Notice of Award date.

4.7.3.3 Confirm Award Amount and low bidder

4.7.3.4 Select Executed By

4.7.3.5 Select award on lower left of the screen and click save. If there are any
alternates, a pop up box will appear and you can select the alternates you want
included in the job. If no alternates are going to be selected, do not select any.
Save the record. If there is are any issues, you can go back into this screen and
un-award the contract.

4.7.4 CMS Contract History Screen

4.7.4.1 CMS – Construction> Contract History ()

4.7.4.2 After you have entered the Notice of Award you will need to add the following
to the history window:

 Notice to Proceed
 Start Date – Same day as NTP date
 Sub Completion # of days – Information for number of days can be found in
the Executed Contract, Section 00700 6.2 Prosecution of Work.
 Final Completion # of Days – Information for number of days can be found
in the executed Contract, Section 00700 6.2 Prosecution of Work.

4.7.4.3 Click save

4.7.4.4 Select Next on lower right screen

4.7.5 Subcontractor Information

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 4.7.5.1 If the project is federally funded, the DBE Subcontractors listed on ODCR’s DBE
Memo will be inserted in this screen. If the project is state funded, skip this
screen by selecting next on lower right.

4.7.5.2 Select Add

4.7.5.3 Select contractor (PPC) DBE listed on ODCR’s DBE Memo.

4.7.5.4 Enter Contract Amount

4.7.5.5 Select Work Type

4.7.5.6 Select Business Type 1 – DBE

4.7.5.7 Click save

4.7.5.8 Select Next on the lower right screen.

4.7.6 Contract Signature Assignment Window

4.7.6.1 Locate Contract Number

4.7.6.2 Select signature from appropriate Delivery or Transformation Group

4.7.6.3 If not listed, create a new signature group.

 Construction>Table Maintenance>Signature Department

 Create New three letter acronym
 Add description of new signature group
 Select Save
 Go back to table maintenance and select signature
 From drop down choose newly created group
 Add signature lines (Deputy, PM and Director of Contract Admin)

5.0 Exceptions

No exceptions.

6.0 Document History

Document Owner: Capital Programs Support – Contract Services Group

VERSION / RELEASE DATE

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 V1 / June 30, 2021

7.0 Appendices

7.1 Templates

 CN Notice to Proceed (NTP) Letter

7.2 Reference Documents

 Requisition Guide

 CN Award and Execution Screens

o Requisition Inquiry Screen

o Supplier ID Window

o Business Unit FMIS

o Copy Requisition to PO

o CMS Contract History Screen

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