Subcontractors

1. Log into AASHTOWare Project.
   

2. Select the Project Engineer role (click the Expand Home action arrow | ProjectEngineer).
   
   

3. Select the contract under Contract Administration Overview by searching for the Contract ID, controlling project ID, region, county or contractor in the search box.
   
   Tips:
   Go to How to Search for the Contract ID by Project ID if only an associated project ID is known.
   
   
4. Click on the contract ID hyperlink for the contract you are working on.
   
   
5. Click the Subcontracts quick link located at the top of the screen.
   
   
6. Under the Subcontract subsection, expand the Components Actions Menu | Add
   
   
7. On the Add Subcontract subcomponent, enter the following required fields based on the table below for each Tier 1 subcontractor and all DBE subcontractors identified on a Request to Sublet form. Click <Save> when complete. Repeat steps 6 and 7 for each subcontractor to be added to the contract.
   

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, contact the region Compliance Specialist listed on the Contract Authority tab for assistance.
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.
Work Classification - Name	Yes	Select the Work Classification from the drop-down list that best describes the work that the subcontractor is performing on the contract. If a work classification match cannot be found for all types of work that the subcontractor is performing, select the classification type that represents the most work being done by the subcontractor.
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 subcontractor or a DBE 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 subcontractor or a DBE 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.

Tips:
Here are two examples of a subcontractor providing incidental work or a service on a Request to Sublet form. In these situations, project staff would enter the items on the Items tab or Items Worksheet; however, for the incidental work, project staff should identity that the subcontractor is a supplier with a supplier dollar amount.

1. In this first scenario, the subcontractor is providing the Base Aggregate Dense 1 1/4-Inch item plus there is a line item for crushing the base aggregate. Project staff would identify this subcontractor as a supplier with a supplier amount of $6,900. In addition, they would add a quantity of 15,639 tons at $5.90 per ton on the Items tab or Items Worksheet.


2. In the second scenario, the subcontractor is providing a service only. The subcontractor is a televising company that will video four different sanitary main bid items with a single entry on their Request to Sublet form. Project staff would identify this subcontractor as a supplier with a supplier amount of $20,339.61.


Refer to the table and the detailed images below for entering construction subcontractors and identifying a subcontractor as a trucker or supplier. Contact the region Contract Specialist or an AASHTOWare Project System Administrator at the AWP Support mailbox for further assistance.

Adding a Tier 1 or DBE subcontractor

Adding a Tier 1 trucking or supplier subcontractor

Project Engineers will enter the items for all Tier 1 and all DBE subcontractors. If there are no items (e.g. trucking firms and suppliers) listed on the Request to Sublet forms, enter the total dollar amount under Trucker Amount or Supplier Amount on the Add Subcontract component. This will take place at the beginning and during the life of the contract.

1. Upon the completion of adding a subcontractor to the contract and saving the record, the Subcontract Summary component will appear. Go to step 4.
   OR
2. From the Contract Administration Overview component or the Contract Progress 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. To add new items, click <Select Items>.
      1. On the Select Items window, search for select one or more items to add to the subcontractor.
      2. Click <Add to Subcontract>.
         
         
   2. On the Subcontract Summary component | Items tab, click <Save> to save the new items to the subcontractor.
      
      
   3. Click the Expand/Collapse arrow to expand an item.
   4. Enter a Quantity (if required - go to item entry examples for details)
   5. Enter the Sublet Unit Price for the subcontractor from the approved Request to Sublet form.
      
   6. Click <Save>.
      

   
   

   Examples:

   #1 How to enter items when there is a difference between contract unit price and subcontractor unit price.

   • Item 590.1500 Concrete Surface Repair
   • Total Quantity = 917 SF
   • Contract Unit Price = $250 / SF
   • Subcontractor #1 data entry for prep work
     • Quantity = 225 SF
     • Sublet Unit Price = $120 / SF
   • Subcontract #2 data entry for prep work and pouring concrete
     • Quantity = 692 SF
     • Sublet Unit Price = $250 / SF

    

   #2 How to split mobilization or other items across several subcontractors.

   • Item 619.1000 Mobilization
   • Total Quantity = 1
   • Contract Unit Bid Price = $575,000
   • Subcontractor #1
     • Quantity = 1
     • Sublet Unit Price = $25,000
   • Subcontractor #2
     • Quantity = 1
     • Sublet Unit Price = $22,500
   • Subcontractor #3
     • Quantity = 1
     • Sublet Unit Price = $11,650
   • Prime Contractor automatically assumes the balance of $515,850

   
   

5. Once all the subcontractors have been added, review the Subcontract Overview comparing the values on the upper portion of the component to the Request to Sublet forms.
   1. Compare the Total Calculated Subcontract Amount (non-specialty) to Total Allowable Maximum Subcontract Amount (non-specialty).
   2. Compare Total Towards Maximum Subcontract Percent (non-specialty) to the Total Allowable Maximum Subcontract Percent (non-specialty) of 70%.
   3. If item entry has exceeded the Total Calculated Subcontract Amount (non-specialty) or the Total Towards Maximum Subcontract Percent (non-specialty) of 70%, the Project Engineer must review their items. The assumption is there are specialty items that need to be marked in the item table. Specialty items cannot be included in the subcontract amount or percentage. Complete the steps below to mark items as specialty items on the contract.
      
      

The Subcontract Item Worksheet lists all the subcontract items in the subcontract and provides an additional way to enter and change item information.

1. Upon the completion of adding a subcontractor to the contract and saving the record, the Subcontract Summary component will appear. Go to step 4.
   
   OR
2. From the Contract Administration Overview component or the Contract Progress 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 Item Worksheet tab
   1. To add new items, click <Select Items>.
      1. On the Select Items window, search for select one or more items to add to the subcontractor.
      2. Click <Add to Subcontract>.
         
         
   2. On the Subcontract Summary component | Items worksheet tab, update each item added to the subcontractor.
      1. Enter a Quantity (if required, go to item entry examples for details)
      2. Enter the Sublet Unit Price for the subcontractor from the approved Request to Sublet form.
      3. Click <Save>.
         
         

Project Engineers must mark specialty items on the contract item list to avoid exceeding the Total Calculated Subcontract Amount (non-specialty) or the Total Towards Maximum Subcontract Percent (non-specialty) of 70%. Specialty items cannot be included in the subcontract amount or percentage. Complete the steps below to mark items as specialty items on the contract.

1. On the Contract Administration Summary component, select the Items quick link.
   
   
2. On the Contract Items General tab
   1. Search for each specialty item. Work with the Project Manager and the Bureau of Proposal Management to obtain a copy of the WS1081 form. Refer to both the WS1081 completed by the prime contractor and the Standard Spec 108.1.2 Prime Contractor Participation for a list of specialty items.
   2. Expand the item.
   3. Check the Specialty Item field.
   4. Click <Save>.
      
      
3. Repeat for each specialty item.
4. Go back to the Subcontract Overview component and verify that the Total Calculated Subcontract Amount (non-specialty) is less than the Total Allowable Maximum Subcontract Amount (non-specialty) and the Total Towards Maximum Subcontract Percent (non-specialty) is 70% or less.

Occasionally an item is added to a subcontractor by accident OR a subcontractor may need to be deleted from a contract. Complete these steps to delete items or prep a Tier 1 subcontractor to be deleted from the contract.

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. Click the Items tab.
   2. Click Open Row Actions menu | Delete for each item to mark the item for deletion.
   3. Once all items are marked for deletion, click <Save> to delete the items.
      
      
      
      
      OR
      
      
   4. Click the Items Worksheet tab.
   5. Click the Item Row Actions button | Mark for Deletion (trashcan image) for each item to mark for deletion.
   6. Once all items are marked for deletion, click <Save> to delete the items.
      
      
      
      

Occasionally a subcontractor may need to be deleted from a contract. Complete these steps to delete a Tier 1 subcontractor.

Info: A Tier 1 subcontractor cannot be deleted if it is a parent subcontractor to a Tier 2 or 3 subcontractor. The lower tier subcontractors would need to be reassigned to a different parent subcontactor first. Work with your Compliance Specialist and the AASHTOWare Project Administrators if this issue arises.

1. Go to How to delete items from a subcontracor and complete the steps to delete items from the subcontractor first.
2. From the Contract Administration Overview component, search for and select the contract.
   OR
3. From the Contract Administration Summary component, select the Subcontracts quick link located at the top of the screen.
   
   
   
4. Select Open Row Actions Menu | Delete for the subcontractor to be marked for deletion.
   
   
5. Click <Save> to delete the subcontractor.
   

1. From the Subcontract Overview component, click the Contracts quick link to open the Contract Administration Overview component.
   
   
   
2. On the Contract Administration Overview component, open Components Action Menu | Reports | Subcontract Listing.
   
   
   
3. On the Generate Report tab, click <Execute>.
   
   
   
4. The report will open in a new browser window. The report can be viewed, printed or saved in PDF format.
   
   
5. Compare subcontract percent, item quantities, unit prices and units to the Request to Sublet form. If mistakes are identified, complete the steps above and edit values entered for items under the subcontractors.