How to view and add subcontractors

1. Log into AASHTOWare Project
   
   
2. Select the Compliance Specialist role (home button action arrow and select ComplianceSpecialist).
   
   
   
3. From the dashboard, select the Contracts hyperlink under the CRL component.
   
   
   
4. Select the contract under Contract Administration Overview by searching for the Contract ID, controlling project ID, region, county or contractor in the search box.

   Tip:
   Go to How to Search for the Contract ID by Project ID if only an associated project ID is known.

   
   
5. Click on the contract ID hyperlink for the project you are working on.
   
   
   
6. Click the Subcontracts quick link located at the top of the screen.
   
   

The Subcontract Overview component will open and display information about the subcontractors performing work for the prime contractor on this contract. The top portion of the component displays financial statistics for prime and the subcontracts. The lower portion of the component provides the ability to review details for each subcontractor on this contract.

1. If necessary, expand the Subcontract section.
   
   
2. Select the Subcontract Number (Sub Num) hyperlink.
   
   
   
3. On the Subcontract Summary component, review the information entered under both the Detail and Items tabs.

Detail tab

The Project Engineer creates each Tier 1 subcontractor record that has a Request to Sublet form. The Compliance Specialist creates each Tier 1 subcontractor without a Request To Sublet form and all Tier 2 or 3 subcontractors. Data entry is based on the guidelines noted in the table below.

Field	Required	Description
Subcontract Number	System generated	System generated field that cannot be changed.
Parent Subcontract Number	Yes, if this is a Tier 2 or 3 subcontractor	This field identifies the parent subcontractor for this lower tier subcontractor. It is selected from the drop down list when entering lower tier subcontractors.
Vendor	Yes	The vendor ID and name from the drop down list.
Subcontract Type	Yes	The Subcontract Type from the drop down list. CNSL - Consulting- Survey, Engineering, Testing CNST - Construction SPMN - Supplier / Manufacturer TRCK - Trucking This field can be updated at any time during construction.
Work Classification - Name	Yes	The Work Classification from the drop down list. Staff should refer to the Class field on the counter sheet for the work classification. If a work classification match cannot be found, select the dominant (first letter) classification shown (e.g. counter sheet = FHK, use work classification F - Structure or use A – General Construction).
Ready for Review Date	Yes	Date the Tier 1 subcontractor record was created by the Project Engineer in the system. If this is a Tier 2 or 3 subcontractor records, this is the date the record was created by the Compliance Specialist.
Consent Date	Yes	Date approved by region Labor Compliance office (see the Request to Sublet forms). This field is required to enter item postings for a subcontractor.
Trucker	No	If the Trucker checkbox is selected for a trucking firm, the Trucker Amount field will appear. Staff will enter the contracted amount for trucker services if there are no items assigned to this subcontractor.
Supplier	No	If the Supplier checkbox is selected for a supplier, the Supplier Amount field will appear. Staff will enter the contracted amount for supplier services if there are no items assigned to this subcontractor.
Comments	No	If this is a supplier, trucking firm, or DBE subcontractor, note this in the comments. Note any portion of a standard bid item that the subcontractor may be performing. Example - Sweeping for a rumble strip item.

Items tab

Items that are listed on the Request to Sublet forms for Tier 1 and DBE subcontractors are entered by the Project Engineer on this tab. Default fields are quantity and unit of measure. The Project Engineer enters the Sublet Unit Price from the Request to Sublet forms. Expand an item row for more details.

1. Under the Subcontract subsection, select the Components Actions Menu | Add.
   
   
   
2. On the Add Subcontract subcomponent, enter the following required fields based on the table below for each Tier 1 subcontractor not listed on a Request to Sublet form AND all Tier 2 and 3 subcontractors, including trucking firms and suppliers. Click <Save> when complete.
   

Field	Required	Description
Vendor	Yes	Search for the vendor by entering the vendor ID or all or a portion of the vendor name. If multiple vendors with the same name but different vendor IDs appear, refer to the Civil Rights and Compliance System (CRCS) to determine which vendor is the correct one to choose. If both vendor IDs appear in CRCS, contact an AWP System Administrator for assistance at AWPSupport@dot.wi.gov.
Subcontract Type	Yes	Select Subcontract Type from the drop down list. CNSL - Consulting- Survey, Engineering, Testing CNST - Construction SPMN - Supplier / Manufacturer TRCK - Trucking If not specified, select CNST - Construction. This field can be updated at any time during construction.
Parent Subcontract Number	Yes, if this is a Tier 2 or 3 subcontractor	Search for the upper tier subcontractor that the subcontractor works for from the drop-down list. The upper tier subcontractor must be added to the contract prior to adding the lower tier subcontractor. Examples: - If entering a Tier 2 subcontractor, select the prime contractor or the Tier 1 subcontractor as the parent subcontractor. - If entering a Tier 3 subcontractor, select the Tier 2 subcontractor as the parent subcontractor.
Work Classification - Name	Yes	Select the Work Classification from the drop down list. Refer to the Class field on the counter sheet for the work classification. If a work classification match cannot be found, select the dominant (first letter) classification shown (e.g. counter sheet = FHK, use work classification F - Structure or use A – General Construction).
Ready for Review Date	Yes	Date this subcontractor record is created by the Project Engineer in the system.
Consent Date	Yes	Date approved by region Labor Compliance office (see the Request to Sublet forms). This field is required to enter item postings for a subcontractor.
Trucker	No	Select the Trucker checkbox if entering a Tier 1 trucking firm. The Trucker Amount field will appear. Enter the contracted amount for trucker services if there are no items assigned to this subcontractor.
Supplier	No	Select the Supplier checkbox if entering a Tier 1 supplier. The Supplier Amount field will appear. Enter the contracted amount for supplier services if there are no items assigned to this subcontractor.
Comments	No	If this is a supplier, trucking firm, or DBE subcontractor, note this in the comments. Note any portion of a standard bid item that the subcontractor may be performing. Example - Sweeping for a rumble strip item.

Occasionally a subcontractor may need to be deleted from a contract. Complete these steps to delete a Tier 2 or 3 subcontractor.

Info: A subcontractor cannot be deleted if it is a parent subcontractor to another subcontractor. The lower tier subcontractors would need to be reassigned to a different parent subcontactor first.

1. From the Contract Administration Overview component, search for and select the contract.
   OR
2. From the Contract Administration Summary component, select the Subcontracts quick link located at the top of the screen.
   
   
   
3. On the Subcontract component, click on the Sub Num hyperlink to open a subcontractor record.
   
   
   
4. On the Subcontract Summary component, click the Items tab.
   
   1. If items exist, click on the Row Actions menu | Delete for each item to mark them for deletion.
   2. Once all items are marked for deletion, click <Save> to delete the items.
      
      
      
      
5. Click on the Subcontracts quick link at the top of the page.
6. Click on the Row Actions Menu | Delete for the subcontractor to be marked for deletion.
   
   
7. Click <Save> to delete the subcontractor.