The APOST Flash - November 2022

Oregon Department of Transportation sent this bulletin at 10/31/2022 03:55 PM PDT

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November 2022

Look Ahead: AWP for Contractors
OregonBuys and AWP
Why are we changing to AWP?
What’s in AWP for Contractors?
Visit APOST Online

Look Ahead: AWP for Contractors

AASHTOWare Project One Source of Truth, otherwise known as APOST,
continues toward our scheduled
going live goal October 2023.
What happens next?

Pilot Project
January-March 2023

Overall goal: Ensure that ODOT staff and the contracting community can complete the work satisfactorily with AASHTOWare Project (AWP), to include

Validating and fine-tuning new processes.
Completing a test run of the "life of the contract" from Estimation through Contract Closeout.
Testing a substantial range of AWP functionality.
Have prime and subcontractors participate in the pilot.

What will the pilot project be?

We will select two projects that are recent, but substantially complete.
Projects will contain a representative variety of items (and materials), and at least two change orders.

What will happen?

The vendor (Infotech) will lead workgroups of participants to input data by role.
Testing is planned to begin on January 16, 2023.
The primes and subcontractors that agree to participate will only be needed a few hours. Dates and times will be scheduled in advance.

What data will prime contractors and subcontractors enter in AWP?

ATAR
TPAR
Certified Payrolls
Subcontracts
Daily Source Reports (DSR)
Updating production QTY
Managing testing labs testers
Sample Records

Hey, what’s in it for me (WIIFM)?

If the project selected is your project, you’ll have the chance to get into AWP and be an early adopter.
You’ll get to see what works and suggest what needs to be tweaked to make this tool more usable for ODOT’s external partners.

OregonBuys and AWP

What is OregonBuys?

OregonBuys is a new web-based eProcurement system. It will automate the State of Oregon’s procurement process. The ODOT Procurement Office uses OregonBuys eProcurement System for public advertisement of contracting opportunities. (Highway and bridge construction projects are an exception as they are advertised on the eBids system.) OregonBuys is also used by other state agencies and some local agencies in Oregon.

Why will my company need to register in OregonBuys?

eBids will continue to be the procurement system for highway and bridge construction projects, but all vendors that want to do business with the State of Oregon will need to register in OregonBuys.

When does my company need to register?

ODOT will be hosting an informative town hall about the system and registration in January 2023. You can learn where to go and how to register in OregonBuys. Session details will be sent out closer to the meeting date. Watch for the email. If you are unable to attend, this meeting will also be recorded and posted online.

What does this have to do with AASHTOWare?

After October 2023, if you are awarded a highway or bridge project with ODOT, you’ll be working in AASHTOWare Project, which is replacing several aging project systems within ODOT. OregonBuys provides information to a system that AASHTOWare Project is replacing. That data is needed to finalize the letting and awarding of a project in AASHTOWare. We’ll have more information for you as the systems are implemented. We’re excited to have this modernization for our consultants and staff working on our important transportation projects.

Why are we changing to AWP?

Currently, we’re all pressed by change. To quote the 90’s band The Cranberries: “Oh, my life is changing every day in every possible way.” Nothing feels the same. And now change is coming to you from ODOT with AASHTOWare Project. It will affect everyone working on our Construction projects.

You may be thinking, “Wouldn’t it just be easier to keep doing everything the same way?” So, why are we making the change to AWP?

Well, did you know that several internal audits have been conducted by ODOT Audit Services and Oregon Secretary of State’s office that published similar findings? According to the multiple reports, there are things we need to address to improve how we do business.

As a solution, AASHTOWare Project gives us an answer to these issues by providing one source of truth. We can use data immediately while interfacing with other systems in our Agency including OregonBuys and Cobid as well as with federal programs such as BOLI. AWP also provides a growing repository of data to create accurate and specific reports today, and to utilize the history of our projects for future sustainability.

These process updates will impact everyone who works on ODOT Construction projects statewide, providing easier access and more extensive data. Though it’s true that change can be tough, the results can be positive and beneficial.

What’s in AWP for Contractors?

We’re always finding new ways where AWP will make positive impacts regarding how we do business. Here’s some more examples of how AWP will make a difference for you and your work.

Civil Rights – We will greatly reduce the number of forms needed for OCR compliance. That means less paperwork for your office.
Mix Design – The designer will input data directly. There will be less confusion regarding mix design submittals. You will have a preliminary review done automatically as part of the system. You won’t have to decipher details anymore.
Force Accounts – It will be easier to keep things in order when tracking work for a force account. The inspector will have pre-loaded menus from the Prime’s workforce and equipment that detail what’s on the project.
Change Orders - AWP will display a warning message if pay items or information is not selected correctly. That means reduced errors and delays when processing CCOs!
Contract Payments – With AWP, contractor payments are documented and verified in a neutral site. They will be processed inside of AWP rather than between the prime and subcontractor.

Contractors, keep looking in upcoming editions for more benefits in AWP for you on ODOT projects!

Visit APOST Online

Our APOST site is now live on the Internet! You can access it at the link below. Internal and external users can discover what is happening in APOST.

We have included the AASHTOWare Project basics and links about the different modules offered at ODOT. Primarily, this site focuses on what we have to offer through APOST for C&M and CRL. Share it with your coworkers and customers. Come back often and learn about the program as we move through the implementation process.