PB System™ Contract Compliance Vendor User Guide

I. Logging In

A. Enter Username

B. Enter Password

• • • Click on the eye to see keystrokes
    • If password is unknown, click on Need Password Help?  to reset your password

II. Home

     Home contains the different modules offered by PlanetBids.  Modules utilized by the                     Agency are blue. Modules not used by the Agency are beige. 

      A. Vendor Registration/Vendor Profile

             Create a new vendor record and update profile 

      B. Bid Opportunities

            Search and participate in bid opportunities and view past bid opportunities and award                  information. 

      C. My Contracts

            Vendor will record monthly compliance payments to subcontractors.  The list of                                contracts is specific to the individual vendor profile.  

      D. Certified Vendors

            Vendors/Public can search for Agency certified vendors. 

      E. Contracts

            Vendor/Public can search Agency released contracts.   

      F. My Insurance

           Vendor can track and manage insurance requested by the Agency.  Requests are specific               to the individual vendor profile.  

III. My Contracts       

      Log in is required to Access My Contracts. 

      Search awarded contracts to view and report subcontractor payments monthly.   

      A. Searching for Contracts

           PB System™ has default fields to search for Contracts.  

      B. Reporting on a Contract

• • Select the contract.
  • Carefully read the Important Message and select OK. 
  • Review all data carefully.  Depending on Agency Configuration there will be one or two tabs at the top left: Contract Information and Subcontractors.

      C. Contract Information

             Displays the Contract Numer, Amount, Approved Amount to Date, Vendor Name,                            Contact Person, Phone/Fax and Email.  To correct Vendor information return to Vendor                Profile to make updates.  

• • Depending upon the Agency configuration Vendor will need to complete the following fields: 
    • Project Status (percent complete): contact the Agency to understand their definition of complete.   
    • Number of employees on project: contact the Agency to understand their definition of number of employees. 
    • Notes: any notes to the Agency regarding the contract information for the Month. 
    • Purchase Orders:  if enabled, displays all purchase order numbers and their date, amount and attachments (if added by the Agency) associated with the contract. 
    • Invoices: If enabled, Vendor may submit invoices to the Agency and track status.  
      • Select ADD.
      • Enter Invoice Number.
      • Enter PO Number or select from Agency drop down list. 
      • Enter Amount.
      •  Enter requested Due Date.
      • Attach invoice document. 
      • Done.  Don’t forget to select Submit when finished making all changes.  
    • Payments: if enabled, displays all payments issued by the Agency on the contract by Check Number, Check Date, Amount.  Agency can include Invoice Number and Invoice Date.   

      D. Subcontractors

            Displays participation goals by Type Projected amounts and Actual based if required by                 the Agency.

• • Type: Classification (SBE, DVBE, etc.) type Agency is tracking. 
  • Participation:  Classification participation goal to be reached at the end of the contract. 
  • Projected: Amount that will be reached based on the projected amounts entered for each Subcontractor listed.  
  • Actual:  percentage of goal reached based on actual payments to the Subcontractors listed.  

      E. Adding a Subcontractor

          Add all subcontractors on a project.

• • Select Add. 
    • Select Name and type in at least 3 characters of the Subcontractor's name to search Agency vendor list.   
      • If the Subcontractor does not have a profile, select Create Vendor, complete all mandatory fields at a minimum and select Submit.  Subcontractor will receive an email notifying them of their profile creation.  Subcontractor will be able to edit and maintain their profile.  
    • Enter Amount of potential dollars you expect to do with the Subcontractor by the end of the contract. 
    • Enter Description of work the Subcontractor will do on the project. 
    • Select Classification to identify how the Subcontractor became a part of the contract. 
    • Select Type of Sub to track Subcontractor type, if applicable.
    • Authorized by will default to Prime when adding a Subcontractor.  Agency will switch this designation to Admin to record they have reviewed and accepts the Subcontractor.  
    • Select X to delete an unsaved subcontractor record.   
  • Expand All: expands all Subcontractor details 
  • Collapse All: collapses all Subcontractor details 

      F. Monthly Reporting

          Contractor will be required to report all subcontractor payments by the Date/Time set by            the Agency.  Agency will receive a monthly report showing if contractor reported.                           Subcontractors may receive notice after the monthly reporting deadline asking for                         confirmation of paid amount.  

• • Enter the amount paid for each subcontractor.  Enter 0 if no payments were made for the month.  

      G. Report

            Select Report to run a Subcontractor Compliance Payment Report detailing each                              Subcontractor, Projected Amount, Authorization and the amount reported by                                   Month/Year.  

      H. Submit

• • Carefully read the Submit Compliance Report message and select Ok. 
  • Log off or select Home to continue working within the system.

Note: Until the monthly reporting period has closed, contractor may make updates.