System Modules and Descriptions

Baseline Vendor Management

Bid Posting

This module is designed to provide time-saving functionality for posting and sending bid solicitations. The mechanics of the process are based on detailed input and feedback from multiple organizations across the country and from different industries. The module's capabilities are focused on helping facilitate and manage the immense communications burden associated with every solicitation, whether identifying and sourcing suitable firms, responding to bidder questions, or other administration actions.

The module allows an organization to send alerts, reminders, and custom communications to selected groups of vendors, post amendments/addenda, alert selected groups of vendors, and require vendors to register before being able to view/download detailed information and documentation.

Bidding Module

This module is an add-on module for organizations using the Bid Posting module that would also like to receive bids and proposals online. The design philosophy was to keep the process as simple as possible, focusing on putting key information in front of bidders, collecting proposals online, maintaining the security of the process, and posting information for bidders to reduce calls and emails to buyers asking for status. Key features include Q & A facilitation where vendors can post questions, staff can answer, and all can view details online; dynamic document requirements for each solicitation; online submission of bid/proposal documents; ability to require amendment/addendum acknowledgment; secure opening of bids with marking of responsive and award status; and optional bid tabulation/award publication.

Bid Tracking

This module allows users to evaluate the information received on paper bids—both the prime bid information and their subcontractor utilization plan.

Certification Management Suite

Certification Management

Authorized staff can create and edit certification records, evaluate approval checklists/audits, manage certification application dispositions, automate certification expiries/renewals, and publish directory entries (if applicable).

Online Certified Directories

When an authorized certification organization reviews, verifies and approves a certification application, the firm is immediately listed as a certified firm in the online Certified Directory within the B2Gnow system. B2Gnow maintains hundreds of certified directories. Organizations can subscribe to the specific directories they have approved for tracking purposes. This eliminates the need to ask vendors for their certifications and certificates.

Online Application

Firms are provided with an electronic workflow that guides them through the end-to-end process. The online forms eliminate paper submissions and allow organizations to eliminate hardcopy supporting documentation. This efficiency reduces staff review time and ensures only complete applications are received. The module also reduces the time, effort, and expense required to apply for certification, maintain active status, and keep their public directory profile information current.

PNW Module

The Personal Net Worth Statement module is an add-on module for organizations using the Online Application module for DBE and ACDBE certification. It is designed to fully digitize PNW statement forms per the official U.S. Department of Transportation version.

Goal Setting

Based on the U.S. DOT standard defined in 49 CFR Part 26 for DBE goal setting, the module provides an industry-standard methodology for setting contract/project-specific goals.

Utilization Plans

This module allows the prime bidder to build their subcontractor plan in the system, assigning subcontractors based on real-time certification status and work categories. After submission, a staff person reviews, approves, returns, or denies the plan.

Contract Compliance (“Tier X” Reporting)

This module allows organizations to manage the financial aspects of their diversity management programs, including monitoring actual participation versus contract goals and capturing lower-tier awards and utilization (up to ten (10) tiers deep). The system will automatically audit active contracts monthly or quarterly.

Spend Analysis

The module facilitates the reporting of M/W/D/SBE (and many other certification types – over 100) utilization on all Tier 1 expenditures such as credit cards, purchase orders, and discretionary spend (sometimes called “tail spend”). Some clients utilize Spend Analysis for all spend tracking to start their diversity tracking program and better understand additional efforts needed to improve participation.

Projects

The Projects module allows an organization to monitor and analyze projects comprised of multiple contracts, creating a unified and aggregating view of full project participation.

Reviews / CUF Reviews

A simple but powerful system form allows your organization to track and digitize virtually any ongoing vendor or contract review requirement (e.g., CUF review, Site Visit, Performance evaluation), insurance certificate collection, or vendor information needs. The Reviews functions attach to other system modules (such as contract compliance) to enable greater vendor tracking mechanisms.

Labor Compliance (eComply)

The system enables primes and subcontractors to electronically submit certified payroll data for validation against applicable prevailing or living wage rates and other labor validations for the contract. Contractors can upload certified payroll data from their accounting system, utilize a standard spreadsheet template, or enter directly into a web form. They can track workforce utilization, generate internal and public reports, and ensure compliance with federal Davis-Bacon, state, and local wage rates and rules. Reporting and tracking of EEO, residency, and apprentice requirements are also included.

Workforce

The Workforce module allows users to track summary workforce utilization information weekly/monthly/quarterly. The module offers flexible options regarding the level of detail, such as trades/categories versus employee-specific. The contractor enters all information directly into the system, and is accessible through the same contract record.

1391/1392

This module satisfies the Federal mandate for DOTs to gather EEO information the last week of July and produce the 1392 report in the exact FHWA format. It allows the firm to identify if work has been performed for the specific work period as sub, prime, or both and then provide the requisite workforce information if required. It also allows for a “not required” submission to make it easy for organizations to track who has submitted their 1391 and who has not.

Hire Module (Section 3)

This module provides a hiring platform for contractors to post open positions and receive applications, leveling the playing field for smaller and/or certified contractors to find and hire qualified workers while complying with Section 3 program requirements. Staff users oversee the entire hiring process, monitoring hiring plans and ensuring compliance with the hiring goals (if established) on all applicable contracts. Applicants build their own profiles and manage their job search, applying for opportunities with the click of a button. Contractors and staff users create and advertise job postings publicly. Online job postings allow applicants easy access and transparency to hiring opportunities driven by government contracts, while an applicant dashboard provides real-time updates on all jobs where the applicant has applied or is pre-qualified.

OJT Module

The OJT module has been developed to meet the requirements of the FHWA On-The-Job Training (OJT) Program, as established in 23 CFR Part 230.111. OJT tracks trainee progress by recording training hours and graduation from training programs. The OJT module is intended to be used alongside and requires the Contract Compliance Module. The OJT module includes several standard reports to aid in monitoring OJT efforts. The module facilitates all aspects of an organization’s OJT program, including setting contract or contractor-specific goals, online submission of training plans, tracking trainees by classification, tracking trainee hours by payroll period and overall progress, including graduation.

OJT – SS Module

The OJT Supportive Services module is an add-on module for organizations using the On the Job Training module. It allows them to track and manage the supportive services programs they have developed and the individual and vendor participants in their programs.

Airport Concessions Management

Concession/Revenue contract management: Staff can add, manage, and close out concessions. Staff will be able to manage each concession and add new concessions as needed. A concession will be established for each revenue contract. A concession account may include multiple locations and multiple owners/partners. Various tools are available, including location and supplier lists, extensions, suspensions, cancellations, change orders, closeouts, and deletions. Concession compliance: The system will automatically audit the concession monthly/quarterly.

Online Vendor Registration

This module facilitates online vendor registration to support any process requiring your vendors to provide information to you.

Outreach and Event Management

Outreach and Event Management allows users to create “campaigns” to email blast crafted messages to a customized list of any vendor (certified, primes, sub, local, etc.). The module also facilitates event management for online attendee registration, RSVP, and attendance tracking.

Dashboards & Economic Impact Reporting

This module allows for the presentation of information to the public. This is accomplished through two optional mechanisms: 1) Public Dashboards: Similarly to how the user dashboard presents high-level summary information to a staff user, organizations can share this information with their vendors through the public portal. 2) Economic Impact Reporting: Your data can be analyzed against industry-standard statistics to provide a report of the impact of your program.

Recipient Reporting Suite

Goal Plan Management Module

The Goal Plan module allows sub organizations to submit program information, including projected goals, a detailed breakdown of the anticipated budget, any exemptions or exclusions, and program information explaining how they intend to meet their goals. Agencies and Authorities manage their own Goal Plans, including uploading supporting documentation. The oversight organization reviews and approves submitted Goal Plans. Plans can also be “returned” with instructions for update and resubmission. Upon acceptance of the Goal Plan, templated approval letters are available for generating official approval correspondence.

Utilization Reporting Module

Utilization Reporting allows sub organizations to “report up” to the governing organization detailed and summary data regarding total expenditures and expenditures with certified firms according to pre-defined policies and rules. Agencies and Authorities manage their own Utilization Reports, including correcting any records that are not valid according to the policy before submission. The oversight organization reviews and approves submitted Utilization Reports. Reports can also be “returned” with instructions for update and resubmission. Upon acceptance of the report, templated approval letters are available for generating official approval correspondence. The module allows agencies to report via bulk load import, manual entry, or data transfer from other system modules.

Advanced Organizational Management Module

This module provides a sophisticated organization management layer to handle complex, multi-entity systems while minimizing configuration complexity. All accounts have connectivity for data sharing and user access but digital separation for security, configuration isolation, and entity-specific process adjustments. Module architecture provides a substructure to support oversight management and roll-up reporting for Contract Compliance, Utilization Reporting, and Goal Plan Management modules.

Program Management

Program Management allows users to create a “program” and attach relevant documents, comments, alerts, and other information. The module is a shared drive in the system for storage and rapid access to program documents such as rules, policies, procedures, and program goals. Access program information from anywhere Internet access is available. Since it is all stored within the system, unlimited staff can access program information from the web-based, secure log-in.

Insurance Management

This module facilitates an organization’s need to manage the insurance requirements of its vendors.

Sales Reporting

This facilitates the online submission of vendor sales reports to the organization, including detailed data regarding sales according to predefined policies and rules. With this module, vendors manage their own sales reports, including correcting any records that are not valid according to the policy prior to submission. The organization reviews and approves submitted sales reports. Reports can also be “returned” with instructions for update and resubmission. Upon acceptance or return of the report, alert notices are sent to the vendor contact. The module allows vendors to submit sales data via bulk load import or manual entry. The module can also facilitate issuing and collecting administrative fee invoice payments.