Managing Contract Items

The Contract Items component provides information about all the items associated with the contract, including general items and contract project items. To access the Contract Items component, select Items from the Actions menu on the appropriate contract row in the Contract Administration Overview.

The Contract Items component opens on the General tab, which contains an accordion list of all of the awarded vendor's low cost items for the contract and any items that were added or modified by change orders. Each row displays an Actions button and current values for the Line Num, Bid Qty, Current Extended Amount, Item Complete, Item, and Suppl Descr fields.

To maintain a contract item, click anywhere in the row to expand it and display all the available information. You can view or change information in these fields:

• Contract Item Line Number

• Item Description

• Unit

• Item Complete

• Bid Quantity

• Current Quantity

• Spec Book

• Section ID

• Quantity Posted to Date

• Change Order Number

• Pending Change Order Quantity

• Subcontract to Date Quantity

• Item Source

• Item Reason

• Comments

• Pay Plan Quantity

• Item ID

• Supplemental Description

• Contract Item Unit Price

• Attention

• Bid Extended Amount

• Current Extended Amount

• Sample Count

• Quantity Paid to Date

• Quantity Paid to Date Extended Amount

• Net Change Order Quantity

• Pending Change Order Amount

• Subcontract to Date Amount

• DBE Interest Required

• DBE Percent to Apply

• Record Source

• Major Item

• Specialty Item

• Administrative

• Quantity Posted to Date Appr DWRs

• Reference Attributes
  (Click the Expand/Collapse button to view the following additional information about the item.)

• Short Description

• Supplemental Description Required

• Common Unit of Measure

• Lump Sum

• Bid as Lump Sum

• Price

• Percentage of Schedule Item

• Automatically Paid Percentage of Schedule

• Change Order Approval Required

• Exempt from Retainage

• Alternate Item ID

• Pay Plan Quantity

• Specialty Item

• Exempt from MAA

• Item Type

• Item Classification

• Contract Classification

• Combine With Like Items

• Bid Requirement Code

• Non-Bid

• Conversion Factor to Common Units

• DBE Interest Required

• DBE Percent to Apply

• Record Source

• Obsolete Date

• Regression Inclusion

• Major Item

• Administrative

The system will roll up items to the same Contract Item Line Number if the contract project items in the contract have the same Contract Item Line Number, Reference Item ID, Supplemental Description, and Unit Price.

To delete a contract item, select Delete from the Actions menu on the contract item row. To reverse the delete action, click the Undo button.

When you are finished making changes to contract items, click the Save button to apply your changes. The system displays a message to confirm that your changes were saved in the database.

To import associations between the reference items used in this contract and DWR agency views, select Import DWR Agency View Reference Item Associations from the Actions menu on the component header.

To view or maintain the associations between a contract item and DWR agency views, select DWR Agency View Contract Item Association from the Actions menu on the contract item row. For more information, see Maintaining DWR Agency Views for Contract Items.

To maintain additional item information for the contract, click the following tabs:

Contract Project Items	Click this tab to review all the contract project items for this contract (see Managing Contract Project Items).
Contractor Items	Click this tab to review the contract items associated with each contractor on the project (see Working with Contractor Items).

Marking Contract Items Complete

A contract item is marked Complete when the contractor has been paid for the full quantity of that item on the contract (that is, included on payment estimates). Items for which quantities have been posted on a DWR but not yet included on a payment estimate should not be marked Complete.

To mark a single contract item Complete, select Mark Item Complete from the Actions menu on the contract item row. To mark a single contract item Not Complete, select Mark Item Not Complete from the Actions menu on the contract item row.

To mark multiple contract items Complete, follow these steps:

1. Select Mark Items Complete from the Actions menu on the component header.
   
   The system displays a modal window for selecting items in this contract that have not yet been marked Complete.

2. Locate the contract items you want to mark Complete by typing criteria in the Quick Find search box or by clicking Show first 10.
   
   The system lists all the items that meet your search criteria.

3. Click the row for each contract item you want to mark Complete.
   
   The system adds a check mark beside each item you select and shades the row. To cancel a selection, click the selected row again.

4. Click the Mark Items Complete button.
   
   The system closes the modal window and sets the Item Complete indicator to Yes for each selected item in the list.

To mark multiple contract items Not Complete, select Mark Items Not Complete from the Actions menu on the component header and follow the same steps in the modal window.

Adding an Unattached Item to the Contract

• Note: This functionality is not available unless the Allow Unattached Items agency option is selected and the contract status is Active.

Follow these steps to add an unattached item to the contract:

1. On the Contract Items component, click the Select Unattached Items button.
   
   The system displays a modal window that allows you to select the unattached item and designate the projects and categories in the contract to which it should be added.

2. In the Item ID box, select the item you want to designate as unattached in the contract.

3. Locate the projects and categories to which you want to add the unattached item by typing criteria in the Quick Find search box or clicking Show first 10.
   
   The system lists all the projects and categories that meet your search criteria in the modal window.

4. Click the row for each project/category to which you want to add the unattached item.
   
   The system adds a check mark beside each row you select and shades the row. To cancel a selection, click the selected row again.

5. In the Supplemental Description field, enter additional information about the item.

6. Click the Save button.
   
   The system closes the modal window and takes you to the Contract Items component. The new unattached item is added to the list with a Record Source value of Unattached and a line number assigned according to your agency's line number settings.
   
   If materials and acceptance actions have already been generated for the contract, the system automatically updates the contract materials and acceptance as needed for the new unattached item (see Generating Contract Materials and Acceptance Actions).

Using Attention Flags on Contract Items

Attention flags allow you to place a temporary reminder or comment on a contract item (much as you would use a sticky note on a paper document). When an attention flag is recorded for an item, the system displays a flag icon in the item row.

Follow these steps to place an attention flag on an item:

1. On the Contract Items component, if a flag icon is displayed on the item row, click the icon. If the row does not display an icon, select Contract Item Attention Flags from the Actions menu on the contract item row.
   
   The system displays a Contract Item Attention Flags modal window. All of the attention flags currently recorded for the item are listed in the window.

2. If no attention flags are currently listed for the item, click in the Comments field and type the reminder or comment for the flag. If one or more comments already exist, click the New button to display a new blank row, and enter the text for the flag in the Comments field.

3. Click Save.
   
   The system displays a message to confirm that the attention flag was saved in the database.

4. Close the modal window.
   
   The system now displays an attention flag icon on the contract item row.

To change the comments in an attention flag, open the Contract Item Attention Flags window for the item, click in the Comments field and add, change, or delete information as needed.

To delete an attention flag, open the Contract Item Attention Flags window for the item and select Delete from the Actions menu on the attention flag row. To reverse the delete action, click the Undo button.

To save your changes, click the Save button. The system displays a message to confirm that your changes were saved.

To see or maintain all the attention flags recorded for the contract, select All Attention Flags from the Actions menu on the component header. For more information, see Using Attention Flags.

Related topics:

Managing Contracts

Item Posting by Item