Summary of contract processing for PbM contracts

Last updated: 2023-02-24

This is a summary of the process a PbM contract goes through from start to finish. It is meant to assist the user in understanding how a PbM project is created, transitioned and activated for contract administration in AASHTOWare Project. It also provides details about the payment estimate creation and electronic approval process.

1. Contract Initiation: An agreement is signed by the County Highway Commissioner, Region Director, and a representative from the Bureau of Highway Maintenance (BHM). The total agreement amount is based on a quote broken down by unit price for specific work items.
   
   
2. Contract Set-Up: The agreement is entered into WisDOT’s AASHTOWare Project Preconstruction (AWP Preconstruction) system by the BHM Highway Maintenance Engineer. Concurrently, the funds are encumbered by BHM.
   
   
3. Contract Letting: The PbM project is processed through AWP Preconstruction by Bureau of Project Development (BPD) on specified dates. The PbM project is transitioned to AASHTOWare Project Construction (AWP Construction).
   
   
4. Contract Preparation and Initialization: The BHM Highway Maintenance Engineer prepares the contract in AWP Construction by entering some key data including the Notice to Proceed (NTP) date and the Execution Date. Once this is complete, the contract is activated for contract administration. A system notification email message will be sent to the Area Maintenance Coordinator and the Region Maintenance Engineer upon contract activation.
   
   
5. Work Progress and Payment: The Area Maintenance Coordinator will start time on the contract (main contract site time record) and the County will do the assigned work. The County does not submit an invoice to WisDOT for work done on PBM contracts. The Area Maintenance Coordinators will use the county daily work report forms to record the item quantities for work performed on Daily Work Reports (DWRs) in AWP Construction. Upon approval of the DWR, the Area Maintenance Coordinator creates a payment estimate.
   

   Info: An AWP Construction Daily Work Report (DWR) is similar to the former Inspector Daily Report (IDR) in FieldManager. The AWP Construction Daily Work Report is not the same as the County Daily Work Report which is completed separately by the county.

   
   There are three types of payment estimates that can be created using AWP Construction:
   
   
   • Intermediate-PbM - This is a progress payment. It is used for longer duration projects. Most PbM contracts will not have an intermediate estimate as the project duration is too short. Examples of when an intermediate estimate may be required:
     • Project duration longer than 2 weeks.
     • Project started and then delayed due to weather.
       
       
• SemiFinal-PbM - This payment is submitted to document final quantities for all work items used on the contract. All quantities are measured, documented and verified prior to submittal. All required documentation (including materials test reports, if required) are to be received and accepted prior to sending a semi-final estimate to the county. For most PbM projects, this will be the first payment estimate created. The payment estimate is electronically approved by the Area Maintenance Coordinator, the County Highway Commissioner (or designee), and the Maintenance Supervisor (in this order). If errors are found, the payment estimate should be rejected and corrected. If the payment estimate is approved as is, a revised semi-final voucher can be created. The timeframe for semi final payment estimate processing is generally as follows:
  • The Area Maintenance Coordinator starts time on the contract (main contract site time record) .
  • The Area Maintenance Coordinator enter items quantities on a Daily Work Report (DWR).
  • The Area Maintenance Coordinator approves the DWR.
  • The Area Maintenance Coordinator creates and reviews the semi-final payment estimate.
  • The Area Maintenance Coordinator electronically approves the semi-final payment estimate.
  • The County Highway Commissioner (or designee) reviews the semi-final payment estimate to ensure accuracy of item quantities.
  • The County Highway Commissioner (or designee) electronically approves the semi-final payment estimate.
  • The Maintenance Supervisor reviews and electronically approves the semi-final payment estimate.
  • The payment estimate is initiated in PeopleSoft (same day supervisor approves payment estimate).
  • The payment estimate is processed in PeopleSoft (2-5 days, but can take up to 10).
  • Check is mailed (check is dated and mailed 2 days after being processed in PeopleSoft).
    
    
• Final-PbM - This payment estimate is created and processed once the semi-final voucher has been reviewed and electronically approved by all parties. This process triggers closing the contract. NO CHANGES can be made to the contract once the final payment estimate is approved electronically. The timeframe for final payment estimate processing is generally as follows:
  • The Area Maintenance Coordinator stops time on the main contract site time record.
  • If required, the Area Maintenance Coordinator enters any missing items quantities on an DWR.
  • If required, the Area Maintenance Coordinator approves the DWR.
  • The Area Maintenance Coordinator creates and reviews the final payment estimate.
  • The Area Maintenance Coordinator electronically approves the final payment estimate.
  • The Maintenance Supervisor reviews and electronically approves the final payment estimate.
  • The payment estimate is initiated in PeopleSoft (same day supervisor approves payment estimate).
  • The payment estimate is processed in PeopleSoft (2-5 days, but can take up to 10).
  • Check is mailed (check is dated and mailed 2 days after being processed in PeopleSoft.
    
    
6. Contract Closed: The contract will be closed in AWP Construction.