Adding a Contract

A contract is the written agreement between the transportation agency and the successful bidder that sets forth the obligations of both parties, including performance of work, furnishing of labor and materials, and basis of payment. The system creates a contract from a proposal when you let and award the proposal. A contract contains all the proposal information needed to manage construction and pay for construction work, but it can be modified as work progresses.

To manually add a contract to the system, select Add from the Actions menu on the Contract Administration Overview component header. The system takes you to the General tab of the Add Contract component, where you can add header information for the new contract. You can also add information about administrative offices, DBE, labor, and funding by clicking additional tabs on the left side of the component.

To create a contract, you must enter information in these fields:

Contract ID
Description
Prime Contractor ID (populated automatically when a proposal in Preconstruction is transitioned to a contract in Construction & Materials)
Spec Book

It is not required, but you can view or enter information in these fields on the General tab to record additional information about the contract:

Contract Status
Contract Type (necessary if your agency uses change order approval rules)
Unit System
Highway/Route
Location
Agency Project Engineer Name
Agency Delivery Engineer Name
Managing Office
Comments
Long Description
Proposal ID
Federal Project Number
State Project Number
Federal Oversight
Local Oversight
Local Project Engineer Name
Consultant Project Engineer Name
Project Engineer
Local Agency Office
DBE Certification Status
Record Source

Click in a field, and add information as required. When you are finished adding information, click the Save button to apply your changes to the system. The system displays a message to confirm that your changes were saved in the database.

The system automatically populates the DBE Certification Status and Record Source fields and these cannot be changed.

If you want to add more than one contract, select Add New from the Actions menu on the component header. The system clears all the fields, allowing you to enter information for a new contract. Follow the same steps to continue adding as many contracts as required.

To add additional information for the contract, click one of the following tabs:

Additional Information	Click this tab to add more general information to the contract (see Adding General Information to the Contract).
Administrative Offices	Click this tab to add administrative offices to the contract (see Adding an Administrative Office to the Contract).
DBE	Click this tab to add DBE information to the contract (see Adding DBE Information to the Contract).
Labor	Click this tab to add Labor information to the contract (see Adding Labor Information to the Contract).
Funding	Click this tab to add funding information to the contract (see Adding Funding Information to the Contract).