Section 2: Submitting a Utilization Plan in DMS
The following steps describe how to submit a Utilization Plan in DMS:
Step 1: TxDOT CIV - Releases UP to Prime Contractor
CIV will release the UP with the basic contract information, including contract total and DBE goal, to the apparent low bidder. The prime contractor will be notified by the following e-mail:
Step 2: Prime Contractor - Add Subcontractor(s) to the UP
Please refer to the B2Gnow manual, titled Utilization Plans and follow the steps for completing and submitting a utilization plan.
When there is a waiver request, the prime contractor must attach the Contractors Certification of Good Faith Effort Form 2603 and supporting documentation.
The prime contractor is responsible for entering all subcontractors and suppliers who contribute to the DBE goal credit, including second and third tier subcontractors.
When adding a DBE subcontractor commitment to the UP, provide a detailed description of work that this subcontractor will be completing. Use the comments section if more space is required.
Select the NAICS code applicable to the kind of work the DBE will be performing in the contract.
The TUCP database is managed by DMS, so all certified DBEs will already have a vendor record. However, in the event a non DBE subcontractor does not have a vendor record in DMS, the prime contractor will create a vendor record in DMS.
Step 3: DBE Subcontractor - Confirm Participation
This step is required by TxDOT as an enhancement to the standard function of the DMS system, therefore it is not covered in the B2Gnow Utilization Plans user manual, or in the standard training webinars.
Once the prime contractor has saved each commitment, the DBE subcontractor will receive the following e-mail notice from DMS.
The links in this e-mail will prompt the DBE subcontractor to log in to DMS and navigate to the page shown below, Utilization Plans: Confirm Participation. On this screen the DBE subcontractor is required to confirm the commitment.
The prime contractor can monitor the status of this confirmation process as illustrated below. If the DBE subcontractor has not confirmed the commitment, the prime contractor has the option to send a reminder.
Figure 8-1. Prime contractor view - Confirm Participation – Pending
Figure 8-2. Prime contractor view - Confirm Participation – Confirmed
Step 4: TxDOT CIV Compliance - Review the UP
CIV will review the UP prior to contract execution to ensure DBE requirements are satisfied in accordance with the DBE Special Provision. If the UP includes a GFE, there will be an additional review process concerning the GFE documentation.
Below is a list that a CIV specialist will review for each commitment, depending on the participation type:
- Anchor: #NLWIXECW
- Prime contractor met the contract goal Anchor: #AFPPFGAP
- DBEs are certified for the type of work they are performing per NAICS codes Anchor: #LJXRCNXN
- Dollar amount listed for the work the DBE is to perform corresponds to appropriate goal credit Anchor: #OMIYXQIX
- Information related to material suppliers Anchor: #BSELDLER
- DBE subcontractor confirmation Anchor: #PGYGTIXN
- Prime contractor’s GFE, if applicable
The prime contractor may be contacted during this review process, and asked to submit further information to support its commitments.
Once CIV has reviewed and approved each commitment, CIV will approve the UP and notify the Construction Division.