Welcome to the
Electronic Contract Management System (eCMS)
The purpose of the electronic Contract Management System (eCMS) is to provide efficient and easily accessible tools to help firms more effectively submit and view needed information to successfully conduct business with the Engineering Consultants Section (ECS) of the Arizona Department of Transportation (ADOT).
Guidelines
for Online SOQ Proposal Submittal
In these guidelines, the term “firm” is defined as the consultant or company submitting the Statement of Qualifications (SOQ) proposal, whereas, the term “user” is defined as the firm’s employee submitting an online SOQ proposal on behalf of the firm.
Effective October 1, 2009, firms are required to electronically submit (SOQ)
proposals for ALL consultant engineering contracts advertised by ECS.
Hard copies of SOQ proposals will
no longer be accepted after that date.
Firms must
be Pre-Qualified through ECS before they can submit online SOQ proposals through
eCMS. Therefore,
effective October, 1, 2009, firms will no longer be able to submit a Pre-Qualification
Application with SOQ proposals.
Please note that this is a change in ECS
procedure. Firms not prequalified
through
ECS should give themselves sufficient time (at least 7-10 business days) to submit
and have their Pre-Qualification Application reviewed and approved prior to the
time they want to submit an online SOQ proposal through eCMS.
System Requirements
Firms without ECS contracts will access eCMS via the internet at
http://www.azdot.gov/Highways/ECS. eCMS has been developed to work best with Microsoft Internet Explorer, version 6 or higher.
Many consultants have also successfully submitted proposals using the Mozilla Firefox browser version 3 or higher.
ADOT cannot guarantee successful submissions from firms using other browsers and will not be responsible for the non-receipt of any SOQ proposals.
File size
of uploaded SOQ PDF documents must not exceed 15 megabytes (MB).
Proposals exceeding 15MB will be rejected.
Response Due Date
SOQ proposals
must be submitted on or before the due date and time stated in the SOQ Package.
ECS encourages firms not to wait until the last minute to submit the SOQ proposal as
the server is busiest the last two hours before an SOQ deadline and firms may be
more likely to experience technical problems during that time.
Due dates and time for online SOQ submittals
is usually Monday thru Thursday, 2:00
pm
Arizona
time. SOQ Proposal, Amendments or
any documents submitted after the due date and specified time will automatically
be rejected.
Submissions
that do not follow instructions outlined in these guidelines, as well as instructions
outlined in the SOQ Package will be rejected.
Note: ECS will retrieve proposals from eCMS after the due date; therefore, ECS will not notify
firms of any missing information or errors related to their SOQ proposals before
the due date. Furthermore, ECS
staff is not permitted to delete pages or alter the contents of submitted proposals
for any reason.
Normally, the SOQ due date
will only be extended if the ADOT server is not operating from
12:00 noon to 2:00 pm,
Arizona
time, on the due date.
If a firm encounters technical problems submitting a proposal during this timeframe,
contact ECS so we are aware of the problem.
If ECS confirms that the server is
down during that time period, the SOQ due date will be extended to 12:00 noon on
the following business day. Please note
that only firms that
Registered/Requested Copy
of an SOQ Package from the ECS website Current
Advertisements page will be notified of the extension via
email.
This due date extension is not classified
as an SOQ Amendment and does not have to be included
in the SOQ proposal.
System Problems
If users
have problems submitting SOQ proposals, complete the following steps:
1.
Be sure
you are using Microsoft Internet Explorer, version 6.0 or higher.
2.
Be sure not to click on the “Back” or “Refresh” button in the browser at anytime during the SOQ Submittal Process as this may cause the proposal not to load successfully.
3.
If that’s
not the problem, call the ADOT
Support Desk
at (602) 712-7249 to determine if the ADOT Internet server is down.
4.
If the
ADOT Internet Server is down, the problem is likely being addressed and the system
will be back online usually within one to two hours unless a much more serious system problem has occurred. Check often to see if the problem has been resolved.
5.
If the ADOT Internet Server is not down, there is likely a problem with the submitter’s system.
Check your firm’s system, settings and firewall to determine if they are preventing uploads to eCMS.
If you have gone through these steps and are still encountering problems, receiving error messages
or need further assistance, please contact the ECS
Front Desk at (602) 712-7525.
Online SOQ
Proposal Submittal Instructions for Firms with No ECS Contracts
Before
getting started with the online submittal process, be sure that:
1.
The
firm is prequalified with ECS (visit the ECS website, http://www.azdot.gov/Highways/ECS to
learn how
to become prequalified). Allow at least
7-10 business days for processing and approval of Prequalification Application before
the firm can submit SOQ proposals.
2.
All subconsultants to be used on the project
are listed in the eCMS database by clicking on the “Add Subconsultants” link of
the Consultant Information Page and browsing the Subconsultant dropdown list. If a subconsultant’s name is
not in the eCMS database, please contact ECS at (602)712-7525, and allow
two business days to have the subconsultant added to the system.
To submit the SOQ proposal in eCMS, follow all the
steps and complete all required fields.
Once submitted, the proposal can no longer be edited. Incomplete submission (not clicking the Submit
SOQ button) will cause the SOQ proposal not to be considered for review by the Selection
Panel. Below is a brief
summary of the different screens in the online SOQ submittal process and their functions.
Opening Screen
Access eCMS from the ECS website
location:
http://www.azdot.gov/Highways/ECS. Select the
Current Advertisements menu button.
Be sure to download the SOQ Package
that corresponds to the advertisement for which you wish to respond, by clicking
on that link.
It is also important to
Register/Request Copy for the same corresponding
advertisement by clicking on the link and completing the form. Be
sure to include an email address.
This allows ECS to notify firms of any changes related to the specific advertisement,
including any amendments or due date extensions.
When the user is ready to
complete the online SOQ, click the Submit SOQ
Online link for the advertisement
for which you wish to respond.
Acknowledgment Page
eCMS
will request that users acknowledge they have read the Guidelines & Instructions
for Submitting
Online SOQs located on the ECS website, as well as in the Acknowledgement Page
itself. Users must check the box at
the bottom of the page to continue to the submittal pages.
Failure to read the Acknowledgement Page and click the “I have fully read and
understand…” box will prevent the user from proceeding with
the submittal.
Consultant Information Page
Select the firm name (and appropriate location/address from which the contract will be administered) from the
Consultant Company dropdown list.
If the firm is prequalified, the firm’s contact person, address and phone number
on file with ECS will automatically populate in the appropriate fields.
If the information in the
Contact Person, Email Address, Telephone Number and
Fax Number fields are incorrect, be sure to update them with the correct
information. If the address is incorrect,
check the Consultant Firm dropdown list
and select the correct address.
If a firm’s address is
incorrect or needs updating, please contact ECS at (602)712-7525,
and allow two business days for the information to be changed in eCMS.
If the firm name is
not listed in the Consultant Firm dropdown
list, the firm is not currently pre-qualified with ECS and needs to do so before
submitting an SOQ proposal. Also be
sure to check the ADOT Certified DBE Firm
box if your firm is a certified Disadvantaged Business Enterprise (DBE).
Adding Subconsultants
Add each
subconsultant that will be part of the Project Team by clicking on Add New Sub-Consultant
link and completing the requested information.
Select subconsultants from the drop down list.
Be sure to add all and
only those subconsultants which are expected to work on the project in
the subconsultants’ portion of the online SOQ submittal.
Select the
Type of Work subconsultants will be performing from the drop down list. Also
when adding subconsultants, be sure to check the
ADOT Certified DBE Firm box if
the firm is a certified Disadvantaged Business Enterprise (DBE) and type in the firm’s DBE Certification number.
If a subconsultant’s name is not in the eCMS database,
contact ECS at (602) 712-7525, and allow two business days to have the subconsultant
added to the system.
The Subconsultant
information can be edited or deleted by the user at any time until the proposal
is submitted.
SOQ Proposal Format
Complete
the SOQ proposal in a standard word processing program or other application adhering
to the guidelines stated below:
1.
Format – Follow the exact format outlined
in the SOQ Package for the selected advertisement in preparing the SOQ proposal. Formats for each advertisement/SOQ Package
may vary.
2.
Number of Pages – Number of pages
must not exceed the page limit specified in the SOQ Package.
Be sure to number the pages of the proposal beginning with the Introductory
Letter/cover page and ending with the final page.
3.
Page Parameters – A page is defined
as an 8½ by 11 inch sheet, blank or printed on one side only.
All proposal pages are counted from the front cover to the back cover to
arrive at the maximum allowable page limit stated in the SOQ Package.
All pages including covers (front and back), clear report covers, table of
contents, tables, figures, maps, divider pages, etc. are counted as pages.
Photographs, emblems, seals, symbols, stickers, etc. affixed to blank pages should not be included because they will be counted toward the page
limit. Foldout pages are not allowable.
4.
Print and Font Size – ECS strongly suggests that firms use a 10-point font
or larger for the body of the proposal.
The use of standard basic fonts, such as Arial and Times New Roman,
found in all Microsoft software and print drivers is highly encouraged in order
to avoid any formatting issues which could cause the SOQ proposal to increase the
page count after it is received online by
ECS. The goal is to make the document
clear and legible. Proposal scores
will be adversely affected if SOQs are not legible or the font size is too small
to read if printed by Selection Panel members.
5.
Video or Multimedia Applications
– Do not
include video clips or other multimedia applications.
Including these media will cause the proposal to be rejected.
6.
Amendments – Any
amendments issued as part of an SOQ must be copied, signed and included in the SOQ
as required, but will not be counted towards the page limit. Amendments should be included at the end of the proposal and do not require
page numbers. Copy any amendments from the Current Advertisements
page of the ECS website for the relevant
project, sign the amendment acknowledging that it was received and append it to
the end of the SOQ proposal before uploading the completed document.
7.
Attachments – The
SOQ may require attachments such as resumes but they will not be included in the
page count. Extra divider sheets separating
the main proposal from the attachments should not be included as this will be counted
as a page.
Preparing SOQ Proposal Document for Uploading
Completed SOQ proposal, including
the cover letter, amendments and any other required documents stated in the SOQ
Package, must be converted to one PDF file (color or black/white)
before uploading into eCMS.
Reminder:
File size of uploaded SOQ PDF documents must not exceed 15 megabytes (MB). Proposals exceeding 15MB will be rejected.
Firms are
encouraged to review and print the PDF document prior to uploading to ensure that
the PDF SOQ
proposal document meets all SOQ format requirements and instructions
and that it is completely legible if printed in black and white or color by Selection
Panel members.
Selection
Panel members will review and score SOQ proposal documents online.
To help facilitate this review, firms are asked to enable the comment feature
in the PDF SOQ proposal document before saving and uploading the file for submission
to ECS. Follow the instructions below
on how to enable the comment feature in the PDF document.
Uploading SOQ Proposal for Submittal
The PDF file containing the SOQ proposal must be uploaded into the system by clicking
on the Add PDF SOQ Proposal Document link. Browse to locate the completed SOQ proposal on your system and click the Upload PDF SOQ Document button.
For Supplemental Services contracts, firms can submit more than one SOQ proposal for the same advertisement. In this case only,
firms may upload multiple PDF files (one per person) for the same contract advertisement. All other advertisements should have
just one submittal per firm.
Note:
Firms are not
able to edit or correct information in their submittal once the Submit SOQ button is clicked and the SOQ proposal has been submitted. If a firm wishes to correct a proposal,
it will need to resubmit another proposal before the response due date.
In that case, ECS will forward the
last SOQ proposal submitted to the Selection Panel.
Submitting Final SOQ
Proposal
To successfully
submit the online SOQ proposal, the user must click on the Submit SOQ button.
Incomplete submission (not clicking
the Submit SOQ button)
will cause the SOQ proposal not to be considered for review by the Selection Panel.
eCMS will also provide a warning
if required information is missing from the submission.
Required information includes: Contact
Person, Email Address,
Consultant Name, Address (all fields), Telephone Number, Fax Number
and the SOQ Proposal Document.
When the
SOQ proposal has been successfully submitted through eCMS, a confirmation screen
will appear with a submittal number. It is recommended that the firm/user print this screen for its records by using
the screen print feature on their computer or by simply using the File - Print
menu option.
A confirmation email will also be sent to the firm’s email address that will include
the submittal number along with the time and date of the submittal. If the confirmation
screen does not appear or an error message is received after clicking the Submit SOQ
button, contact ECS at (602)712-7525.
eCMS Remote Access
Once firms have been awarded a contract,
they must apply for remote access to eCMS via the Citrix Access Gateway in order
to complete the cost proposal and other required transactions vital to the successful
management of the contract. Prequalified firms with no ECS contracts may also submit online SOQ proposals through the Citrix
Access Gateway by purchasing a remote access CRYPTOCard for a one-time fee of $165.00 for each user.
This allows firms more flexibility
to edit and/or view current and past SOQ proposals submitted on ECS advertised contracts. In
the future, firms will also be able to view debriefing information for contracts
submitted using the CRYPTOCard.
Forms to request remote access
to eCMS via the Citrix Access Gateway are available on the ECS website:
www.azdot.gov/Highways/ECS, or call the ECS office at (602) 712-7525.
