CDOT B2G USER MANUAL

FOR PRIME CONTRATORS

FEBRUARY 2017

TABLE OF CONTENTS

I. ACCOUNT INFORMATION......................................................................................................pg. 1 II. UTILIZATION PLAN …............................................................................................................ pg. 3 III. REPORTING PAYMENTS: THE “AUDIT” PROCESS….…............................................................. pg. 8 IV. TRACKING PARTICIPATION………………………………….…............................................................. pg. 13 V. IMPORTANT CONTACTS…..………………………………….…............................................................. pg. 13

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I. ACCOUNT INFORMATION

CDOT has set up a vendor account for all prequalified firms. Some firms have multiple vendor accounts, which can cause

problems in the system. If your firm has multiple accounts, please have a representative from your company contact

B2G at info@b2gnow.com to merge the accounts.

Each vendor account allows you to use multiple addresses, or “contacts”, so that your staff can have personal access to

the system. CDOT will enter the email and contact information provided in the Form 1414 under your firm’s vendor

account to create this personal access. You may also create personal access for your staff by adding a contact to the

vendor account.

If you know your username and password, you can log in to B2G at https://cdot.dbesystem.com.

If you do not know your account information, follow the steps below to access your vendor account. Do not create a

new vendor account for different offices.

Please note, the home page is currently undergoing revisions, so it will not look exactly like the screen below. If you

have technical log-in questions, you can contact B2G at info@b2gnow.com.

Finding Account Information:

Click ‘Account Lookup’

https://cdot.dbesystem.com

Search for your business using your business name or tax ID

number. It is recommended that you use your company’s tax ID

number to streamline the search. Some companies have

multiple accounts. If your company has multiple accounts, you

must contact B2G to merge the accounts.

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Locate your vendor account information by clicking ‘Username/Password Reminder.’ An email will

be sent to the address listed to help you access the account information. If the address is not

current, click ‘Change Info.’

To add personal access for staff in your office who

are not listed under your company’s vendor account,

click ‘Request New User’

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II. UTILIZATION PLAN:

When you log-in to B2G, your dashboard will show your company’s activity. Items requiring your response are flagged in

red font. The Utilization Plan is only sent to the contract compliance contact provided on the Form 1414. If that person

is out of the office, anyone from the firm can log-in to the account to create the Utilization Plan. If you need the Utilization

Plan reassigned to a different person in your firm, you must contact CDOT Civil Rights.

To Access Your Utilization Plans:

Utilization Plans awaiting submission can

be completed by clicking here.

Click ‘Submit’ on the Utilization Plan you

wish to complete.

Submit Form 1414

with Bid

Selected as Apparent

Low Bidder

CRBRC Initiaties a Utilization

Plan in B2G Now

Contractor has five

days from Selection to

submit Utilization

Plan

Utilization Plan

Reviewed by CRBRC

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To Complete Your Utilization Plan:

Step 1: Provide Utilization Plan Information

Step 2: Provide Subcontractor Information:

Add your DBE commitments to the

system by clicking ‘Add

Subcontractor.’

Click ‘Fill in Utilization Plan Details’

Add your bid amount here

then click ‘Save’ to return

to the previous screen.

Click ‘Get Subcontractor’ to search

and add a DBE from the vendor

database.

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Once you’ve selected the firm, it will return you to this page:

Step 3: If you have not met the goal then you will also need to Provide Waiver Request Details:

Select the type of participation and add a work description.

Click ‘Save’ when done.

Under ‘Proposed Amount & Percent’, select ‘By Amount’ and

enter the DBE commitment amount. If the DBE is subbing

out work, only enter the DBE participation amount. Select

‘Yes’ and ‘DBE Goal’ under the ‘Count Towards Goal’ section.

Attach a Form 1415 here.

Select the firm through which the DBE is subcontracting. If

you have a middle tier firm, you will need to add it to the

contract before adding the DBE firm.

When you add a DBE, its work codes will appear. You will

need to select the applicable work codes for the work being

performed. You will then need to click ‘Assign Selected

Work Codes’

To find a firm, enter their Business Name. To find a

firm more quickly, you can add additional data,

such as certification type, if known.

Choose the correct compliance person and address from the

drop down.

Click ‘Save Waiver Details’ when done.

Write a brief

summary of your

waiver request.

Attach Form

1416 and all

supporting

documentation.

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Step 4: Submit Utilization Plan:

Resubmitting a Utilization Plan:

CDOT may return a Utilization Plan if it was completed incorrectly. Please follow the directions below to resubmit your

Utilization Plan.

Click ‘Submit Utilization Plan’ and complete

the red ‘Sign & Submit This Utilization Plan’

box pictured below. Click ‘Submit Utilization

Plan’ to finish your submission.

Utilization plans returned from CDOT will

show up in red.

Click ‘Resubmit’ to

see the reason for

the return.

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Comments/instructions

from CDOT will show up

here.

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III. REPORTING PAYMENTS: THE “AUDIT” PROCESS:

Contract Module Overview:

Under your contract terms, you are required to pay subcontractors 7 days after payment. The prompt pay mechanism in

the B2G system is automatic and will be sent to the contact noted on the Form 1414 (e-mail your CDOT civil rights officer

if you would like to change the compliance contact). You will be prompted to submit prompt pay data by the 15th of each

month. Once you have reported the data, the subcontractors will have 15 days to confirm payment. Subcontractor

confirmation is required to complete the audit. You will receive an alert in your e-mail and in your B2G account if there

is a prompt pay discrepancy.

Make sure to take note of the reporting period of the audit to ensure you are submitting payment data for the correct

period. Each audit is delayed by one month (i.e. a June audit will be received in July).

Visual of the Process:

Step 1: Access Audit

You may complete your audit by responding to an e-mail prompt or through your home screen in the B2G system. The

two ways are detailed in sub-steps 1.1 and 1.2 below.

CRBRC creates the contract in B2G and transfers subs from the Utilization Plan

Audit created monthly/Subs added as 205 and/or 1425s

submitted

Prime enters payment data

Sub confirms payment data

Prime marks Final Audit on last payment

from CDOT

CDOT closes out contract in B2G

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1.1: Accessing Link through E-Mail:

1.2: Accessing through Home Screen

Step 2:

Step 3: Reporting Payments to the Prime

Click to view audits.

Select the audit you want to complete by

clicking on the associated ‘Incomplete’ link.

An audit reminder is sent by e-mail monthly for each reporting period. The email includes a link, which will take you directly to the report that is due once you enter your username and password.

Click to report

payments from

CDOT to you (Prime)

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Step 4: Reporting Payments to Subcontractors

Submit all payment information for the month noted on the audit. For example, the audit below pertains to payments for the month of May 2016. Click ‘Save’ when done.

To report all sub payments, click the

‘Submit ALL Incomplete Records’

button.

To report for a particular sub, click

the ‘Submit Response’ link under the

applicable sub.

You must confirm that

you paid the sub within

seven days of payment

from CDOT.

Optional fields:

Payment detail is public

but comments are

private to CDOT. We

suggest noting date

payment received from

CDOT in the payment

detail so that sub can

see it. Also note any

issue or delays.

You can enter zero for all subs if no

payments were made.

Click to report

payments from

CDOT to you (Prime)

Only select if this is the last payment

CDOT owes you, including retainage.

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Resolving Audit Discrepancies:

Click to ‘Resolve discrepancy’

Select the contract to see the

discrepancy.

Audit Discrepancies will be

highlighted in red on your

dashboard. Click on the

number to resolve.

Click ‘Resolve

Discrepancy’ to see

more detail.

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When you click on resolve

discrepancy, this box will

appear. You will be able to

review the details provided by

the sub and provide a response.

Then you must save. The

response will go to the sub.

Marking the audit as final should

be done when you have

received your last payment from

CDOT. This will notify the

engineer to close out the

contract in the system.

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IV. TRACKING PARTICIPATION:

One of the many benefits of the B2G system is that it is a free tool to assist you in tracking compliance on your contract.

Make sure you are tracking DBE participation with deductions.

To View Participation on the Contract:

You can view participation on a contract by selecting the contract and clicking on the ‘Compliance Audit Summary’

tab.

Step 1:

Step 2:

V. IMPORTANT CONTACTS:

If you need help, please use the following resources:

B2G Technical Support: cdot@dbesystem.com

Pre-Award Questions:

o Darrell Wells -303-757-9215 or Darrell.Wells@state.co.us

B2G Process Questions:

o Megan Coontz McAllister - 303-512-4147 or Megan.McAllister@state.co.us

o Katherine Williams - 303-757-9162 or Katherine.Williams@state.co.us

User manuals & instructional videos available

Click ‘My Contracts’ under the ‘View’ tab

Find the applicable contract under the contract from a list of your

contracts.

After selecting your desired contract, click the

‘Compliance Audit Summary’ tab for a snapshot of

compliance on the contract.