Subcontractor Prequalification - Subcontractors

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors

Selecting a partner from the Subcontractors log opens the detail in the main context window. The information in this main context window is divided into an upper section with header information and lower section of detailed information, broken up into tabs. These sections are scrollable to display more detail.

For more information about the buttons at the top of this screen, please refer to Additional Information Options.

Subcontractor Prequalification (Header)

The subcontractor and contact information such as address, phone, fax, email, etc. are displayed on the left side of the upper section. On the right, information such as status, project limit amounts, and approval/renewal dates are displayed.

To enroll a subcontractor in the prequalification process, select "Prequal Required" or "Prequal Required on Post" from the Prequal Required field's drop-down menu, which will allow them to log into Self-Service. For more information, please refer to Subcontractor Prequalification - Prequalification Required Indicator.

Prequalification Status

The prequalification status may be selected from the drop down list for a specific subcontractor. This prequalification status may be used to run workflows as well as reports and queries.

Approval Status

Subcontractors may be categorized by assigning an appropriate approval status. These approval statuses are color-coded for easy identification or a quick review. Also, users may use these color-coded statuses for their own ranking system.

Aggregate and Single Project Limits

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors

This main screen may be used to set aggregate and single project limits for a subcontractor.

The Single Project Limit field may be maintained to set the highest estimated cost of a single project that an applicant is capable of undertaking at any given point of time, whereas the Aggregate Project Limit field may be used to set the highest estimated cost of all the projects that the applicant is capable of undertaking concurrently.

Subcontract Entry; standard Treeview path: CMiC Field > Budget & Cost Management > Subcontract

The limits which are maintained in subcontractor prequalification are reflected in the Subcontract Entry screen. The remaining amounts for both limits are also displayed for reference.

Subcontractor Prequalification Metrics

Financial metric fields are available in the header section of the Subcontractor Prequalification screen. Field security may be applied to hide these fields, if required. The calculation amounts are derived from the Financial tab and are automatically calculated and adjusted according to the year selected in the Year Ending field.

Revenue Metric

This field displays the revenue metric, and is calculated as:

Working Capital Metric

This field displays the working capital metric, and is calculated as:

Net Equity Metric

This field displays the net equity metric, and is calculated as:

Project History Totals

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors

Project history totals are displayed at the bottom of the upper section. This presents an overall view on the subcontractor’s current contract, billed to date, and remaining to be billed amounts. Note that the largest contract to date is reported as well.

Joint Check – Checkbox

The ‘Joint Check’ checkbox is used to assign a compliance code to the subcontracts for the purpose of enforcing join-check and hold the payments.

NOTE: By default, field security on the 'Joint Check' checkbox is set to “Hidden” for the “ALL” role. Users must set this value as “Unrestricted” in order to make this box visible. Users may also set the field security at user role levels, if required to be “Hidden”. Field security can be assigned in the Role Maintenance screen (standard Treeview path: Subcontractor Prequalification > Security > Role Maintenance).

The Subcontract Management module’s Control screen has a Compliance Code field for this purpose. Users may enter or select a valid compliance code (non-date sensitive) defined for the joint check compliance.

The ‘Joint Check’ box is not checked by default for all subcontractors. When the ‘Joint Check’ box is checked and the ‘Prequalification Required’ box is also checked, then upon saving, all the subcontractors and open vouchers for the vendor will be inserted/updated with the compliance code and set as non-compliant. Any new subcontracts created for the vendor, will also be assigned with the joint check compliance code. When either one or both fields are set with the value as “N”, then upon commit, the compliance code will be deleted from all subcontracts and open vouchers for the same vendor.

Locations – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Location tab

The Locations tab on the lower section allows selecting the regions of operation for the subcontractor. On the right, address codes and contact information for each location may be maintained.

General – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – General tab

The General tab allows the maintenance of trade information such as CSI numbers, certifying agencies, and license information of a subcontractor.

User Defined Fields – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – User Defined Fields tab

The User Defined Fields tab is used to maintain any additional information that may be required to be entered for the subcontractor. For more information, please see Subcontractor Prequalification - User Defined Fields Tab Setup.

Insurance – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Insurance tab

The Insurance tab is used to manage insurance information of a subcontractor. Users may record the insurance broker’s name, GL expiration date, and other insurance related information.

Safety – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Safety tab

The Safety tab is used to manage safety statistics of a subcontractor. The number of incidents under various categories may be maintained for each year to track the safety history of a subcontractor.

The Incident Rate (IR) field is calculated:  (RIR + LTIR) × 200000 ÷ FWH

• RIR = Recordable incident rate

• LTIR = Lost time incident rate

• FWH = Total hours worked by all employees

Freeze Year – Checkbox

The ‘Freeze Year’ checkbox, when checked, causes fields that were previously editable (mostly the amount fields) to not be available for editing for that particular year that is frozen. 

The ability to see and update the ‘Freeze Year’ checkbox is controlled by a prequalification (VPQ) collaboration privilege: ‘Freeze Year (on Financial and Safety tabs)’, and applies to Self Service and SC Prequalification screens. By default the privilege is unchecked.

Financial – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Financial tab

The Financials tab is used to manage the financial information of a subcontractor, and to review the financial stability for prequalification. New financial year information may be created by clicking on the icon. Users may elect to copy the previous year’s information as well.

The View Companies link opens a pop-up window to enter/edit any previous companies or subsidiary company information. Also, users may view financial contacts and banking information by opening the pop-up window (not shown in the above screen).

Freeze Year – Checkbox

The ‘Freeze Year’ checkbox, when checked, causes fields that were previously editable (mostly the amount fields) to not be available for editing for that particular year that is frozen.

The ability to see and update this checkbox is controlled by a prequalification (VPQ) collaboration privilege: 'Freeze Year (on Financial and Safety tabs)', and applies to Self Service and SC Prequalification screens. By default, the privilege is unchecked.

Surety – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Surety tab

The Surety tab is for maintaining the bonding information of a subcontractor which may be used as protection against subcontractor defaults. Also, the surety status such as approved, unapproved, etc., may be set by selecting from the drop down list. Additional information on this tab may also be entered in the comments section.

Litigation – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Litigation tab

The Litigation tab is used to track past and present litigation against the subcontractor. Litigation status may be updated from the available drop down list as required and comments may be entered to record any detailed information.

Approvals – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Approvals tab

The Approvals tab is used to assign and track one or more approvers by the approval types to facilitate the applicable workflows.

Submissions Log – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Submissions Log tab

The Submission Log tab is used to keep a log of all transmissions when electronically sent to the subcontractor such as changed password notifications and workflow notifications.

Call Log – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Call Log tab

The Call Log tab is used to maintain a log of all communications to and from the subcontractor.

Project History – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Project History tab

The Project History tab includes company, project, contract code, and the amounts which the subcontractor is associated with. This is useful to view historical contract data in a log with the ability to critique and rate via a predefined questionnaire pop-up window.

Rate It

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Rate It tab

The Rate It pop-up window is used to rate the work performed by the subcontractor, as well as add comments. These ratings are defined using the Subcontractor Rating Setup screen. 

References – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – References tab

The References tab is used for the entry of all references associated with the subcontractor.

Contacts – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Contacts tab

The Contacts tab is used to maintain all relevant subcontractor contacts. Selecting a contact opens the PM JSP Contact Maintenance screen and all relevant information may be entered/edited.

Attachments – Tab

Subcontractors; standard Treeview path: Subcontractor Prequalification > Subcontractors – Attachments tab

The Attachments tab is for the attaching of applicable subcontractor documentation. Throughout the process of subcontractor prequalification, there will be a good number of documents required from the subcontractor. A subcontractor may attach an unlimited number of documents through subcontractor self-service.