Bidding Workflow
Welcome to the Bidding Workflow SOP Template Library for New Construction (Commercial) Roofing. Access free, expertly crafted Standard Operating Procedures designed to streamline the bidding process for commercial roofing projects. Our templates cover every step from initial bid preparation to final submission, ensuring thoroughness and competitiveness. Download our templates today to enhance your bidding process and increase your chances of winning commercial projects.
Make initial contact with potential client (phone call or email)
Step 1: Gather Client Information
- Obtain the client’s name contact information (phone number and email) and initial project details
- Confirm the source of the lead and record any pertinent referral details in the CRM
Step 2: Prepare Introduction
- Draft a professional and friendly script or email template to introduce yourself and your company highlighting key services related to residential roof replacement
- Ensure the message sets expectations for the initial communication
Step 3: Verify Contact Method
- Check whether the client has a preferred contact method (phone call text or email) and adjust your communication approach accordingly
- Make note of the client’s preferred contact time if mentioned
Step 4: Make Contact
- Call or email the client using the prepared script or template Confirm that the client is interested in proceeding with an initial consultation or discovery meeting If leaving a voicemail state your name company and reason for calling clearly
Step 5: Schedule Follow-Up
- If the client does not respond within 48 hours plan to follow up with another call or email
- For follow-up use a slightly revised script or message expressing a willingness to answer any questions they might have
Step 6: Record Contact Outcome
- Update your CRM with the details of the attempted contact including the time date and method used
- Make a note of any specific requests or concerns expressed by the client during the conversation
Step 7: Send Confirmation
- If the client confirms interest send an email summarizing the conversation including any agreed follow-up actions and the next steps for the project
Schedule discovery meeting
Step 1: Propose Meeting Times
- Contact the GC via phone or email to suggest three potential dates and times for the meeting.
- Ensure the proposed times are within normal business hours.
Step 2: Confirm Availability
- Wait for the GC’s response and confirm a mutually convenient time.
- If the initial suggestions don’t work propose alternative dates.
Step 3: Send Confirmation
- Send a calendar invitation to the GC with the confirmed date time and location (or virtual meeting link).
- Include a brief agenda outlining the purpose of the meeting.
Step 4: Prepare Agenda
- Draft an agenda covering key discussion points such as project scope budget timeline and any specific requirements from the GC.
- Share the agenda with the GC ahead of the meeting.
Step 5: Gather Necessary Documents
- Collect any relevant materials or documents needed for the meeting (e.g. brochures past project examples note-taking tools).
Step 6: Prepare Internal Team
- Inform any team members who need to attend the meeting.
- Brief them on their roles and the key points to discuss.
Step 7: Confirm Meeting Details
- Follow up with the GC a day before the meeting to confirm attendance and address any last-minute changes.
- Ensure that the meeting room (if in-person) or virtual meeting setup is ready.
Step 8: Record in CRM
- Record all observations measurements and GC feedback in your notepad or digital device.
- Ensure that all critical information is captured accurately and comprehensively.
Conduct client discovery meeting
Step 1: Prepare for the Meeting
- Review any preliminary information gathered about the clients project requirements
- Bring any necessary forms checklists or documents to the meeting
Step 2: Start the Meeting
- Introduce yourself and any team members present
- Explain the purpose and structure of the meeting
Step 3: Gather Information
- Ask targeted questions to understand the client’s needs preferences and project scope
- Take detailed notes throughout the meeting
Step 4: Address Client Questions
- Allow the client to ask any questions they have regarding the project timeline materials or budget
- Provide clear concise answers and take note of any special requests
Step 5: Conclude the Meeting
- Summarize the key points discussed and the next steps
- Thank the client for their time and express enthusiasm for the project
Step 6: Document Meeting
- Record meeting notes in your CRM and share them with relevant team members
- Assign follow-up tasks as needed to address any questions or action items identified during the meeting
Step 7: Send Meeting Summary
- Send an email to the client summarizing the meeting discussion and agreed next steps
- Include any requested documents or additional information
Qualify client based on project scope, budget, and timeline
Step 1: Review Client Information from Discovery Meeting
- Review the clients information recorded during the discovery meeting
- Focus on the project scope, budget, and timeline details provided by the client
Step 2: Assess Project Alignment with Company Capabilities
- Evaluate whether the clients project aligns with your companys capabilities, resources, and experience
- Consider whether your company can realistically meet the clients requirements
Step 3: Determine Financial Feasibility
- Assess the clients estimated budget against the projected costs for the project
- Identify any gaps or areas of concern related to financial feasibility
Step 4: Evaluate Timeline Requirements
- Determine if the clients preferred timeline aligns with your companys current workload and availability
- Consider potential scheduling conflicts or resource constraints
Step 5: Identify Potential Risks
- Identify any potential risks associated with the clients project, such as budget limitations, tight timelines, or complex requirements
- Document these risks for future reference
Step 6: Decide Whether to Proceed or Decline
- Based on the information gathered, decide whether to proceed with the client or decline the opportunity
- If declining, prepare a courteous explanation for the client
Step 7: Communicate Decision to Client
- If proceeding, communicate the decision to the client and outline the next steps
- If declining, thank the client for their interest and provide a clear explanation
Record client information and project details in CRM
Step 1: Access CRM System
- Log into your company’s CRM system using your authorized credentials
Step 2: Create New Client Record
- Navigate to the section for creating a new client record
- Select the appropriate project type Roof Replacement – Residential
Step 3: Input Project Details
- Enter the clients basic information including name contact details and project scope
- Include additional notes gathered during initial contact or the discovery meeting
Step 4: Review and Verify Information
- Double-check all entered information for accuracy
- Cross-reference with any physical documents or email confirmations from the client
Step 5: Save and Update Status
- Save the client and project records in the CRM
- Update the project status to In Progress or a similar status based on company policies
Step 6: Notify Team Members
- Inform relevant team members that the client information is now available in the CRM
- Assign any necessary follow-up tasks or schedule internal meetings if needed
Step 7: Regularly Update CRM
- Set up reminders to regularly update the CRM with new client communications and project progress
- Ensure that all team members have access to the most recent information
Schedule site visit with the client
Step 1: Review Clients Schedule and Project Timeline
- Review the clients preferred time slots and the project timeline to determine the best date and time for a site visit
- Ensure the proposed times align with the availability of key team members
Step 2: Contact Client to Propose Site Visit Schedule
- Reach out to the client via their preferred communication method (phone or email) to propose two or three options for the site visit
- Confirm the site visit location and estimated duration with the client
Step 3: Confirm and Finalize Site Visit Details
- Wait for the clients response to finalize the date, time, and location for the site visit
- Adjust the schedule as needed and confirm the finalized details
Step 4: Create Site Visit Entry in CRM
- Log into the CRM and create an entry for the scheduled site visit, including the clients information, date, time, and location
- Attach any preliminary notes or documents relevant to the visit
Step 5: Send Site Visit Confirmation Email
- Send a confirmation email to the client with all site visit details, including date, time, location, and agenda
- Include any instructions for accessing the site or meeting point
Step 6: Notify Relevant Team Members of the Site Visit
- Send internal notifications to key team members about the scheduled site visit, including relevant details and agenda
- Share any preparatory points or documents
Step 7: Set Reminders and Prepare for Site Visit
- Set automated reminders in your calendar and CRM for the site visit
- Prepare and review documents, plans, and equipment required for the visit
Conduct site visit to assess project requirements and site conditions
Step 1: Prepare for the Visit
- Review the project details and any specific GC requirements documented in the CRM.
- Gather necessary tools and equipment (e.g. measuring tape camera notepad safety gear).
Step 2: Travel to the Site
- Ensure you have the correct address and directions to the site.
- Plan to arrive at least 15 minutes early to account for any unforeseen delays.
Step 3: Meet with the GC
- Greet the GC upon arrival and introduce any team members present.
- Briefly review the agenda and purpose of the site visit with the GC.
Step 4: Conduct a Walkthrough
- Walk through the entire site with the GC to get an overall sense of the project area.
- Take detailed notes and photographs of key areas and any existing conditions that might affect the project.
Step 5: Assess Site Conditions
- Evaluate the current state of the site including accessibility existing structures and any potential hazards.
- Note any environmental factors (e.g. weather conditions soil type vegetation) that may impact the project.
Step 6: Discuss Project Requirements
- Engage the GC in a detailed discussion about their specific needs and expectations for the project.
- Clarify any uncertainties and ensure all GC requirements are thoroughly understood.
Step 7: Identify Potential Challenges
- Identify any site-specific challenges that could impact the project (e.g. limited access utility lines zoning restrictions).
- Discuss possible solutions or approaches to address these challenges with the GC.
Step 8: Document Findings
- Identify potential risks that could impact project costs or timelines.
- Include contingency amounts in your cost estimate to account for these uncertainties.
Step 9: Review Next Steps
- Identify which quotes are most favorable and prepare for any necessary negotiations.
- Develop a strategy for negotiating better terms or pricing with the preferred vendors.
Step 10: Update CRM
- Based on the reviews and team consultations finalize your recommendations for which subcontractors and suppliers to engage.
- Prepare to present your recommendations to the decision-makers for final approval.
Take detailed notes and photos of the site
Step 1: Prepare Equipment
- Ensure your camera or smartphone is fully charged.
- Bring a notepad and pen or a digital device for taking notes.
- Have a measuring tape or other measurement tools ready if needed.
Step 2: Start with Wide Shots
- Begin by taking wide-angle photos of the entire site to capture the overall context and layout.
- Make sure to include significant landmarks or reference points in these photos.
Step 3: Focus on Key Areas
- Take detailed photos of specific areas that are crucial to the project (e.g. potential work zones existing structures access points).
- Ensure these photos clearly show any relevant features or conditions.
Step 4: Document Existing Conditions
- Photograph any existing conditions that could affect the project (e.g. damage obstacles utilities).
- Take multiple photos from different angles to provide a comprehensive view.
Step 5: Capture Measurements and Details
- If measurements are needed take photos showing measurement tools in place for reference.
- Record the measurements in your notes ensuring they are accurate and clear.
Step 6: Take Sequential Notes
- As you take photos write corresponding notes that describe what each photo depicts and why it is important.
- Include observations about the condition dimensions and any relevant GC comments.
Step 7: Identify and Label Key Features
- In your notes identify and label key features of the site referencing the corresponding photos.
- Use clear and concise descriptions to avoid confusion later.
Step 8: Ensure Completeness
- Summarize your findings and evaluations in a report.
- Include the comparison table and any notes on quality reliability and value for money.
Step 9: Organize Documentation
- Record the compliance verification process noting any changes made and confirming that all requirements have been met.
- Keep this documentation for future reference.
Step 10: Upload to CRM
- Document the comprehensive project timeline in a clear and accessible format.
- Distribute the timeline to the GC and all relevant team members.
Discuss client needs, preferences, and expectations during site visit
Step 1: Prepare Discussion Points Based on Client Information
- Review the clients needs, preferences, and expectations from prior meetings or communications
- Prepare a list of discussion points relevant to the site visit
Step 2: Initiate Conversation with the Client
- Begin by asking open-ended questions to confirm the clients expectations for the site visit
- Clarify the purpose of the visit and address any initial questions
Step 3: Discuss Specific Requirements and Preferences
- Go through the project requirements, focusing on key areas or elements that are important to the client
- Take notes on specific preferences or requests
Step 4: Address Feasibility and Potential Concerns
- Discuss the feasibility of the clients requests based on the current site conditions
- Highlight any potential challenges and suggest alternative solutions if needed
Step 5: Confirm Clients Key Priorities
- Ask the client to confirm their top priorities for the project and specific areas they want to focus on
- Take detailed notes to reflect their key priorities
Step 6: Review and Summarize the Discussion
- Summarize the discussion with the client, highlighting key takeaways and next steps
- Confirm any action items or follow-up meetings needed
Step 7: Document Client Feedback and Preferences
- Document the clients feedback, preferences, and any new requests in the CRM
- Update the project records to reflect the latest client requirements
Answer any initial questions from the client
Step 1: Open the Floor for Questions
- Invite the client to ask any initial questions they may have after the inspection Encourage them to express any specific concerns about the project
Step 2: Provide Clear Responses
- Answer each question thoroughly and ensure the client understands your responses Avoid technical jargon and use simple language when possible
Step 3: Take Notes on Client Concerns
- Record any additional concerns raised by the client that were not previously identified
- Add these to the project file for future reference
Step 4: Confirm Understanding
- Ask the client if they have any remaining questions or if they need clarification on any points Reiterate key takeaways from the discussion
Step 5: Follow-Up with Written Summary
- Send a brief written summary of the Q&A session to the client
- Include links to any resources or documents that may help answer further questions
Step 6: Verify Client Satisfaction
- Ask the client if they feel comfortable with the information provided and address any last-minute concerns
- Confirm next steps with the client
Step 7: Update Client File
- Update the clients file with notes from the Q&A session and any follow-up actions required
Gather and review bid documents and requirements from the client
Step 1: Request Bid Documents from the Client
- Reach out to the client to formally request all bid-related documents and requirements
- Confirm the delivery method and expected timeline for receiving these documents
Step 2: Organize and Categorize Received Documents
- Once received, categorize the bid documents by type (e.g., specifications, drawings, terms)
- Create a digital folder or file structure to organize these documents for easy access
Step 3: Verify Completeness of Bid Documents
- Cross-check the received bid documents with the clients provided list to ensure completeness
- Contact the client if any documents or information appear to be missing or unclear
Step 4: Review Bid Instructions and Submission Guidelines
- Carefully review the bid instructions to understand the submission requirements and deadlines
- Note any special instructions regarding the format, delivery, or content of the bid
Step 5: Identify Critical Requirements and Specifications
- Identify critical requirements or specifications mentioned in the bid documents
- Highlight these key requirements in a summary document or checklist for easy reference
Step 6: Communicate Bid Document Review to Project Team
- Share the reviewed bid documents and key requirements with the relevant project team members
- Set up a meeting to discuss initial findings and areas that require further analysis
Step 7: Store and Secure Bid Documents
- Save the bid documents in a secure, backed-up location, such as your companys server or cloud storage
- Ensure that access to these documents is restricted to authorized team members
Perform a thorough analysis of bid specifications and requirements
Step 1: Gather Bid Documents
- Collect all relevant bid documents from the GC including specifications requirements and any additional materials.
Step 2: Review Bid Documents
- Carefully read through all provided documents to understand the project scope requirements and specifications.
- Highlight key points and sections that need further attention.
Step 3: Identify Key Requirements
- Extract and list the critical project requirements such as materials timelines quality standards and specific deliverables.
- Note any mandatory compliance and regulatory requirements.
Step 4: Create a Checklist
- Develop a comprehensive checklist based on the bid specifications and requirements.
- Ensure the checklist includes all critical elements that must be addressed in your bid.
Step 5: Assess Feasibility
- Evaluate the feasibility of meeting each requirement within the given timeframe and budget.
- Identify any potential challenges or constraints and consider possible solutions.
Step 6: Consult with Team Members
- Share the bid documents and checklist with relevant team members (e.g. project managers estimators subcontractors).
- Gather input and feedback from the team to ensure all aspects are covered.
Step 7: Analyze Cost Implications
- Assess the cost implications of meeting the bid requirements.
- Calculate the estimated costs for materials labor equipment and other necessary resources.
Step 8: Evaluate Risks and Mitigations
Step 9: Document Findings
Step 10: Review and Approve
Identify key stakeholders and decision-makers in the client's organization
Step 1: Review Client Organization Structure
- Gather information on the clients organizational structure from bid documents, online research, or previous communications
- Identify key departments or divisions related to the project
Step 2: Identify Decision-Makers Based on Project Scope
- Identify individuals or roles likely responsible for approving the project or major decisions
- Focus on stakeholders involved in finance, operations, or project management
Step 3: Verify and Confirm Key Contacts with the Client
- Confirm key contacts and decision-makers with the client during follow-up communications
- Document their contact details, roles, and responsibilities in your project records
Step 4: Map Out Stakeholder Interests and Influence
- Create a stakeholder map indicating each key individuals interest in the project and level of influence
- Note any stakeholders with the authority to veto decisions or demand changes
Step 5: Communicate Stakeholder Information to Team
- Share the identified key stakeholders and their roles with your project team
- Emphasize the need to tailor communications based on each stakeholders interest and influence
Step 6: Establish Communication Protocols with Stakeholders
- Set up communication protocols and preferred contact methods for each stakeholder
- Schedule regular check-ins or meetings with critical decision-makers as needed
Step 7: Document Stakeholder List in CRM or Project Records
- Document the final list of key stakeholders and decision-makers in the CRM or project records
- Regularly update this list as new information or contacts become available
Develop a comprehensive bid strategy and timeline
Step 1: Gather Project Information
- Review all gathered project details including scope budget GC requirements and key stakeholders.
- Ensure you have a clear understanding of the GC’s expectations and the project’s unique aspects.
Step 2: Conduct Market Research
- Analyze current market conditions and trends related to the project.
- Identify potential competitors and their strengths and weaknesses.
Step 3: Define Bid Objectives
- Establish clear objectives for the bid such as winning the contract maximizing profit or establishing a long-term relationship with the GC.
- Ensure these objectives align with your company’s strategic goals.
Step 4: Identify Key Deliverables
- List all the deliverables required for the bid submission including technical proposals cost estimates timelines and compliance documents.
- Ensure you understand all submission requirements and deadlines.
Step 5: Allocate Resources
- Assign responsibilities to team members for each aspect of the bid preparation.
- Ensure that each task has a designated owner and sufficient resources for completion.
Step 6: Develop Cost Estimates
- Prepare detailed cost estimates including materials labor equipment and overheads.
- Include potential contingencies and ensure all estimates are realistic and competitive.
Step 7: Create a Bid Timeline
- Outline all key milestones and deadlines for the bid preparation and submission.
- Include internal review stages GC meetings and final submission dates.
Step 8: Draft the Bid Strategy Document
Step 9: Review and Revise
Step 10: Communicate the Strategy
Prepare preliminary project proposal based on initial consultation
Step 1: Define Project Scope
- Clearly outline the scope of the project including all tasks and deliverables.
- Ensure the scope aligns with the GC’s expectations and initial consultation details.
Step 2: Develop Preliminary Budget
- Prepare a rough estimate of the project costs including materials labor equipment and overheads.
- Include potential contingencies and ensure the budget reflects realistic costs.
Step 3: Draft Preliminary Timeline
- Create a preliminary project timeline that outlines key milestones and deadlines.
- Ensure the timeline is feasible and aligns with the GC’s required completion date.
Step 4: Identify Key Personnel
- List the key team members who will be involved in the project including their roles and responsibilities.
- Highlight any relevant experience or expertise that adds value to the project.
Step 5: Outline Project Methodology
- Describe the approach and methodology that will be used to complete the project.
- Include details on project management processes quality control measures and communication plans.
Step 6: Highlight Benefits and Value
- Emphasize the benefits and value your company brings to the project.
- Include any unique selling points past successes or GC testimonials that support your proposal.
Step 7: Compile Supporting Documents
- Gather any supporting documents such as preliminary drawings project plans or case studies.
- Ensure these documents reinforce the information provided in the proposal.
Step 8: Draft the Proposal Document
Step 9: Review and Edit
Step 10: Prepare for GC Presentation
Develop rough estimate of project costs and timeline
Step 1: Gather Initial Project Information
- Review all initial project information including scope GC requirements and any preliminary notes from consultations.
- Ensure you have a clear understanding of the project’s main components and objectives.
Step 2: Identify Key Project Components
- Break down the project into key components and tasks.
- List all major activities materials and resources required for the project.
Step 3: Research Costs for Materials and Labor
- Collect up-to-date cost data for all materials needed for the project.
- Consult with suppliers and subcontractors to get current pricing for labor and services.
Step 4: Estimate Labor Costs
- Calculate the labor costs based on the number of hours required for each task and the hourly rates of your team members.
- Include any additional labor-related expenses such as overtime or specialized skills.
Step 5: Estimate Material Costs
- Sum the costs of all materials required for the project.
- Include potential contingencies for price fluctuations or unforeseen material needs.
Step 6: Calculate Equipment and Overhead Costs
- Estimate the costs for any equipment rental or usage required for the project.
- Include overhead costs such as project management administrative expenses and utilities.
Step 7: Develop Preliminary Timeline
- Outline a rough timeline for the project identifying key milestones and deadlines.
- Estimate the duration of each task and ensure the timeline aligns with GC expectations.
Step 8: Consider Potential Risks and Contingencies
Step 9: Compile the Rough Estimate
Step 10: Review and Validate the Estimate
Identify and contact potential subcontractors and suppliers for quotes
Step 1: Compile a List of Requirements
- Review the project scope and identify all the subcontracting and material needs.
- Create a detailed list of services and materials that will require quotes.
Step 2: Research Potential Subcontractors and Suppliers
- Identify reputable subcontractors and suppliers who can provide the required services and materials.
- Use industry contacts online directories and recommendations from colleagues to compile a list of potential vendors.
Step 3: Verify Credentials and Experience
- Check the credentials licenses and experience of the potential subcontractors and suppliers.
- Look for reviews references and past project examples to ensure they meet your quality standards.
Step 4: Prepare Request for Quotes (RFQs)
- Draft a comprehensive RFQ document that includes detailed specifications quantities timelines and any special requirements.
- Ensure the RFQ is clear and precise to avoid misunderstandings.
Step 5: Contact Potential Vendors
- Reach out to the identified subcontractors and suppliers via email or phone.
- Introduce yourself and your company explain the project and request their participation in the quoting process.
- Send the RFQ document to the potential subcontractors and suppliers.
- Include a deadline for submission and any additional instructions for the quoting process.
Step 6: Follow Up
- After a few days follow up with the vendors to confirm they received the RFQ and to address any questions they may have.
- Reiterate the submission deadline and provide any necessary clarifications.
Step 7: Track Responses
- Maintain a log of all RFQs sent and track responses received.
- Ensure all responses are recorded for easy reference.
Collect and review subcontractor and supplier quotes
Step 1: Collect Quotes
- Ensure all subcontractors and suppliers have submitted their quotes by the specified deadline.
- Organize and compile all received quotes in a designated folder or system for easy access.
Step 2: Initial Review for Completeness
- Check each quote to ensure it includes all requested information such as pricing terms and any specified requirements.
- Contact vendors if any quotes are missing information or need clarification.
Step 3: Compare Quotes
- Create a comparison table to evaluate the quotes side by side.
- Include key factors such as price delivery timelines quality of materials and terms of service.
Step 4: Assess Quality and Reliability
- Evaluate the quality and reliability of each subcontractor and supplier based on their past performance references and credentials.
- Consider factors such as their experience reputation and ability to meet deadlines.
Step 5: Identify Any Discrepancies
- Look for any significant discrepancies between quotes and investigate the reasons behind them.
- Ensure that all quotes are based on the same project specifications and requirements.
Step 6: Evaluate Value for Money
- Consider the overall value for money each quote offers not just the lowest price.
- Take into account the quality of materials workmanship and the vendor’s reliability.
Step 7: Consult with Team Members
- Share the quotes and your initial assessments with relevant team members.
- Gather their input and feedback to ensure all perspectives are considered.
Step 8: Document Findings
Step 9: Prepare for Negotiation
Step 10: Finalize Recommendations
Integrate subcontractor and supplier quotes into the project estimate
Step 1: Gather All Quotes
- Ensure all subcontractor and supplier quotes have been collected and reviewed.
- Organize the quotes in a way that makes them easily accessible.
Step 2: Match Quotes to Project Components
- Align each quote with the corresponding components of the project.
- Ensure each aspect of the project is covered by the received quotes.
Step 3: Update Cost Estimates
- Replace preliminary cost estimates with the actual quotes from subcontractors and suppliers.
- Ensure all costs are updated accurately in the project estimate.
Step 4: Add Markups and Contingencies
- Include any necessary markups for overhead and profit.
- Add contingencies to cover potential unforeseen costs.
Step 5: Verify Totals
- Check the updated project estimate to ensure all figures add up correctly.
- Review the totals to ensure they reflect the integrated quotes accurately.
Step 6: Document Changes
- Record all changes made to the project estimate based on the integrated quotes.
- Ensure all updates are well-documented for transparency and future reference.
Step 7: Review with Team
- Share the updated project estimate with relevant team members for review.
- Ensure there are no discrepancies or omissions before finalizing.
Step 8: Finalize the Estimate
Review preliminary proposal with internal team for accuracy
Step 1: Schedule Review Meeting
- Organize a meeting with key team members involved in the project.
- Ensure all relevant participants are available and informed about the purpose of the meeting.
Step 2: Distribute Proposal in Advance
- Send the preliminary proposal to all team members ahead of the meeting.
- Allow sufficient time for them to review the document individually.
Step 3: Prepare for the Meeting
- Highlight key sections of the proposal that require particular attention.
- Prepare any supporting documents or data that may be needed during the review.
Step 4: Conduct the Review Meeting
- Begin the meeting by outlining the agenda and goals.
- Go through the proposal section by section checking for accuracy in project scope cost estimates timelines and deliverables.
Step 5: Identify Errors and Omissions
- Encourage team members to point out any inaccuracies missing information or inconsistencies.
- Take detailed notes on all identified issues for correction.
Step 6: Gather Feedback
- Collect feedback on the proposal’s clarity comprehensiveness and alignment with project goals.
- Note any suggestions for improvement or additional information needed.
Step 7: Assign Corrections
- Delegate specific tasks for correcting identified issues to appropriate team members.
- Set deadlines for making the necessary revisions.
Ensure compliance with all bid requirements and regulations
Step 1: Review Bid Documents
- Carefully review the bid documents provided by the GC.
- Identify all specified requirements standards and regulations that must be met.
Step 2: Create a Compliance Checklist
- Develop a checklist based on the bid requirements and applicable local regulations.
- Include items such as required certifications documentation technical specifications and any other criteria specified in the bid documents.
Step 3: Compare Proposal to Checklist
- Compare the completed proposal against the compliance checklist.
- Ensure each item on the checklist is addressed in the proposal.
Step 4: Verify Documentation
- Check that all required documentation such as licenses certifications and insurance is included and up-to-date.
- Ensure these documents meet the specific requirements outlined in the bid documents.
Step 5: Check Technical Specifications
- Review the technical specifications in the proposal to ensure they align with the bid requirements.
- Confirm that all proposed solutions and materials meet the required standards.
Step 6: Confirm Regulatory Compliance
- Verify that the proposal complies with any relevant local state or federal regulations.
- Ensure all necessary permits and legal requirements are addressed.
Step 7: Identify and Resolve Issues
- Note any discrepancies or areas where the proposal does not fully comply with the bid requirements.
- Make necessary adjustments to address these issues.
Step 8: Conduct Final Review
Step 9: Document Compliance Verification
Schedule meeting with client to present preliminary proposal
Step 1: Confirm Clients Availability
- Contact the client to confirm their availability for a proposal presentation meeting offering multiple date and time options
Step 2: Send Meeting Confirmation
- Send a confirmation email to the client including the agreed date time and meeting agenda
Step 3: Prepare Meeting Materials
- Organize and print copies of the preliminary proposal and any supporting documents
- Prepare a presentation outline to guide the discussion with the client
Step 4: Set Up Meeting Location
- Confirm the meeting location or virtual meeting setup
- Test any necessary equipment or presentation software in advance
Step 5: Review Proposal with Internal Team
- Hold a brief internal meeting to review key points of the proposal and client expectations
- Assign roles for the meeting such as who will present and who will address specific questions
Step 6: Communicate Meeting Details to Client
- Send a reminder email to the client a day before the meeting
- Include any pre-meeting instructions or documents the client should review
Step 7: Update Project Management System
- Record the scheduled meeting details in the project management system and assign follow-up tasks if necessary
Present preliminary project proposal to client
Step 1: Start with a Brief Introduction
- Introduce yourself and any team members present at the meeting
- Briefly explain the purpose of the meeting and the agenda
Step 2: Outline Key Sections of the Proposal
- Present key sections of the proposal such as project scope timeline and estimated costs
- Use clear language and avoid technical jargon where possible
Step 3: Highlight Unique Client Requirements
- Emphasize sections of the proposal that reflect the clients unique requirements or preferences
- Offer explanations or context for key decisions in the proposal
Step 4: Address Client Questions
- Allow the client to ask questions after each section of the presentation
- Take notes on any areas of concern or additional requests
Step 5: Discuss Potential Adjustments
- Discuss potential adjustments to the proposal based on the clients feedback
- Offer alternative solutions or approaches where needed
Step 6: Confirm Next Steps
- Confirm the next steps with the client including any follow-up meetings or proposal revisions
- Set a tentative timeline for finalizing the proposal
Step 7: Document Meeting Outcome
- Record the outcome of the meeting in your project management system
- Include key points of discussion client feedback and agreed next steps
Discuss project scope, budget, and timeline in detail
Step 1: Review Proposal and Key Discussion Points with the Team
- Review the project proposal and key discussion points with the internal team before meeting with the client
- Confirm that all team members are prepared to address specific aspects of the scope, budget, and timeline
Step 2: Schedule and Confirm a Client Meeting
- Schedule a meeting with the client to discuss the project scope, budget, and timeline in detail
- Confirm the date, time, and location with the client, and send a calendar invitation
Step 3: Begin the Meeting with Introductions and Agenda Review
- Begin the meeting with introductions, and review the meeting agenda with the client
- Establish a professional tone and set clear expectations for the discussion
Step 4: Present the Detailed Project Scope
- Present the detailed project scope to the client, highlighting the key deliverables, milestones, and critical activities
- Use visuals or diagrams if needed to illustrate key aspects
Step 5: Discuss the Preliminary Budget and Cost Breakdown
- Discuss the preliminary budget and provide a breakdown of key costs, including labor, materials, and any additional expenses
- Emphasize any cost-saving measures or options available
Step 6: Review and Explain the Proposed Timeline
- Review and explain the proposed timeline, including key milestones and expected completion dates
- Address any potential scheduling conflicts or risks identified during planning
Step 7: Encourage Client to Ask Questions and Provide Feedback
- Encourage the client to ask questions or provide feedback about the project scope, budget, or timeline
- Take notes on any client concerns or requests for adjustments
Gather feedback from client and address any concerns or questions
Step 1: Listen Actively to Client Feedback
- Listen actively to the clients feedback, noting their concerns, preferences, and questions
- Show empathy and understanding for their perspective
Step 2: Clarify and Address Any Specific Client Concerns
- Clarify and address any specific concerns raised by the client regarding the scope, budget, or timeline
- Provide detailed explanations or solutions as needed
Step 3: Discuss Potential Adjustments with Client
- Discuss potential adjustments to the proposal based on the clients feedback
- Offer options or alternatives that align with the clients goals and constraints
Step 4: Confirm Clients Priorities and Preferences
- Confirm the clients priorities and preferences for the project, such as specific materials, features, or completion deadlines
- Take detailed notes to ensure accurate adjustments
Step 5: Reiterate Next Steps for Refining the Proposal
- Reiterate the next steps for refining the proposal, explaining any actions you will take to address the clients feedback
- Confirm the timeline for presenting the revised proposal
Step 6: Thank the Client for Their Input
- Thank the client for their input and reassure them that their feedback is valued
- Confirm that all concerns and questions have been addressed to their satisfaction
Step 7: Document Client Feedback and Adjustments in CRM
- Document the clients feedback and any agreed-upon adjustments in the CRM
- Update the project status to reflect the feedback and revision phase
Make adjustments to the proposal as needed based on client feedback
Step 1: Review Client Feedback and Meeting Notes
- Review the clients feedback and meeting notes, focusing on the key adjustments requested
- Confirm that all client concerns and preferences are clearly understood
Step 2: Identify Specific Changes to Project Scope or Details
- Identify specific changes needed to the project scope, budget, timeline, or other proposal details
- Determine how these changes impact the overall project plan
Step 3: Revise Project Scope and Key Deliverables
- Revise the project scope and key deliverables based on the clients feedback
- Ensure that the revised scope aligns with the clients expectations and priorities
Step 4: Update Budget and Cost Estimates
- Update the budget and cost estimates to reflect any changes made to the project scope, materials, or labor requirements
- Confirm that the revised estimates remain within the clients budget constraints
Step 5: Adjust Project Timeline and Milestones
- Adjust the project timeline and milestones as needed to accommodate any changes in scope or resources
- Communicate any scheduling changes to the project team
Step 6: Review the Revised Proposal for Accuracy
- Review the revised proposal for accuracy and completeness, ensuring that all changes are correctly implemented
- Double-check calculations and timelines to avoid discrepancies
Step 7: Prepare the Revised Proposal Document
- Prepare the revised proposal document, clearly highlighting the changes made based on the clients feedback
- Include a summary of adjustments for easy reference
Refine project proposal based on client feedback
Step 1: Evaluate Client Feedback
- Assess the feedback received during client discussions
- Identify key areas where refinement is needed
Step 2: Make Revisions to Key Sections
- Update key sections such as project scope budget and timeline based on the feedback
- Ensure that changes are aligned with client expectations
Step 3: Recalculate Costs and Timeline
- Recalculate the budget and timeline if changes impact project costs or duration
- Highlight any major deviations from the original proposal
Step 4: Review the Refined Proposal with Stakeholders
- Conduct an internal review with stakeholders to verify that all feedback has been addressed
- Make final adjustments as needed
Step 5: Communicate Changes to the Client
- Summarize the refinements made to the proposal in a follow-up meeting or email
- Highlight key changes and their implications
Step 6: Confirm Client Satisfaction
- Ask for final confirmation or approval from the client on the refined proposal
- Address any last-minute concerns or questions
Step 7: Finalize and Save the Refined Proposal
- Save the refined proposal in the project management system
- Share the updated version with the client and internal team
Develop detailed project estimate, including labor, materials, and other costs
Step 1: Review Client Requirements and Scope
- Review the clients requirements and project scope based on the information gathered during the discovery meeting and inspection
- Confirm any specific client preferences or constraints
Step 2: Assess Labor Requirements
- Determine the labor required to complete the project, considering the scope and complexity
- Estimate the number of hours needed and the types of workers involved
Step 3: Calculate Material Costs
- Identify all materials required for the project, including roofing materials, underlayment, flashing, and safety equipment
- Obtain current pricing from suppliers or the companys material database
Step 4: Include Additional Costs
- Account for additional costs such as permits, equipment rentals, disposal fees, and travel expenses
- Consider contingencies for unforeseen expenses
Step 5: Create a Detailed Cost Breakdown
- Create a detailed breakdown of all estimated costs, including labor, materials, and additional expenses
- Separate costs by categories for clarity and transparency
Step 6: Review and Adjust the Estimate
- Review the detailed estimate for accuracy and completeness
- Adjust the estimate based on current rates, potential discounts, or negotiated prices
Step 7: Document the Estimate in the Proposal
- Document the final estimate in the proposal, including the breakdown of costs
- Ensure that the estimate aligns with the clients budget and expectations
Create a comprehensive project timeline
Step 1: Review Project Scope and Requirements
- Examine the project scope deliverables and GC requirements.
- Ensure you have a clear understanding of all tasks and milestones.
Step 2: Identify Key Phases and Milestones
- Break the project into key phases and milestones.
- List all significant events deliverables and deadlines.
Step 3: Define Tasks and Dependencies
- Detail all tasks required to complete each phase.
- Identify dependencies between tasks and determine the sequence of activities.
Step 4: Estimate Task Durations
- Estimate the time required to complete each task.
- Use past project data and team input to ensure accuracy.
Step 5: Allocate Resources
- Assign team members subcontractors and equipment to each task.
- Ensure resources are available and properly allocated.
Step 6: Develop Timeline Draft
- Create a draft timeline using project management software or tools.
- Plot tasks durations and dependencies to visualize the project flow.
Step 7: Review and Adjust
- Share the draft timeline with the project team for feedback.
- Adjust the timeline based on input and resolve any scheduling conflicts.
Step 8: Incorporate Buffer Time
Step 9: Finalize the Timeline
Step 10: Document and Share
Compile all proposal documents, including scope of work, estimate, timeline, and terms and conditions
Step 1: Gather Key Proposal Documents
- Collect all necessary documents including cost estimates project plans material lists and client correspondence
- Ensure that each document is up-to-date and approved
Step 2: Organize Documents by Sections
- Organize the proposal into clear sections such as project overview budget breakdown timeline and client-specific requirements
- Label each section for easy navigation
Step 3: Review and Verify Cost Estimates
- Cross-check cost estimates to ensure consistency with project requirements and client preferences
- Confirm that all calculations are accurate
Step 4: Create a Table of Contents
- Develop a table of contents to provide a quick overview of the proposal sections
- Include page numbers and hyperlinks for digital documents
Step 5: Review Proposal for Completeness
- Conduct a final review of the compiled proposal documents for accuracy and completeness
- Verify that all necessary materials such as sample images or product brochures are included
Step 6: Obtain Internal Approval
- Submit the compiled proposal to relevant stakeholders or supervisors for final approval
- Address any additional comments or changes
Step 7: Save and Secure Proposal Documents
- Save the proposal documents in a secure location such as a project management system or cloud storage
- Ensure that only authorized personnel have access
Develop and include value engineering options and alternatives
Step 1: Identify Key Areas for Potential Cost Savings
- Review the project scope and specifications to identify areas where value engineering options can be applied
- Focus on elements such as materials, design modifications, and construction methods
Step 2: Consult with Design and Engineering Teams for Input
- Collaborate with the design and engineering teams to explore viable alternatives and improvements
- Confirm that all proposed options maintain quality standards and meet client requirements
Step 3: Evaluate the Cost-Benefit Impact of Each Alternative
- Analyze the cost-benefit impact of each value engineering option, including potential savings and any trade-offs
- Ensure that all options align with the client’s priorities and project goals
Step 4: Present Value Engineering Options to Internal Team for Approval
- Share the proposed alternatives with key internal stakeholders for their feedback and approval
- Address any concerns or additional suggestions raised by team members
Step 5: Incorporate Approved Alternatives into the Proposal
- Update the project proposal to include the approved value engineering options and their associated costs
- Clearly outline each alternative in the proposal, highlighting its benefits and savings
Step 6: Prepare Supporting Documentation for Value Engineering Options
- Create detailed supporting documentation for each value engineering alternative, including technical specifications and cost comparisons
- Attach this documentation to the proposal for the clients review
Step 7: Communicate Value Engineering Options to the Client
- Present the value engineering options to the client, explaining the potential cost savings and benefits
- Confirm which alternatives the client prefers and update the proposal accordingly
Prepare a detailed bid package, including all required documentation
Step 1: Gather All Required Bid Documents and Attachments
- Review the clients bid requirements to identify all necessary documents, such as forms, certifications, and financial statements
- Gather and organize these documents for inclusion in the bid package
Step 2: Review and Finalize the Project Proposal
- Finalize the project proposal, ensuring that all client-approved changes and value engineering options are included
- Confirm that the proposal aligns with the clients requirements and objectives
Step 3: Compile Technical Specifications and Drawings
- Collect and review all technical specifications, drawings, and other supporting documents needed for the bid package
- Ensure that these documents are accurate, up-to-date, and formatted correctly
Step 4: Prepare the Cost Estimate and Financial Documentation
- Finalize the cost estimate based on the latest project scope and client-approved changes
- Include any necessary financial documentation, such as pricing breakdowns and payment schedules
Step 5: Include a Cover Letter and Executive Summary
- Write a cover letter to introduce the bid package and summarize its key points
- Prepare an executive summary highlighting the project scope, key deliverables, and estimated costs
Step 6: Check for Completeness and Compliance
- Cross-check the entire bid package to confirm that all required documents and forms are included
- Verify that the package complies with the clients bid submission guidelines and formatting requirements
Step 7: Organize and Bind the Bid Package for Submission
- Organize the bid package in a logical sequence, including a table of contents if necessary
- Bind or compile the documents professionally, ensuring they are easy to navigate for the client
Submit the bid package to the client by the specified deadline
Step 1: Confirm Submission Deadline and Instructions with the Client
- Review the clients instructions to confirm the exact submission deadline and delivery method
- Double-check any specific requirements, such as digital or physical submissions
Step 2: Prepare the Bid Package for Submission
- Prepare the final bid package for submission, ensuring all documents are organized and securely bound
- Verify that all pages are included and that the package is professionally presented
Step 3: Submit the Bid Package as Per Client Instructions
- Submit the bid package according to the clients specified method, such as by email, postal service, or online portal
- Follow any specific submission guidelines, such as naming conventions or file formats
Step 4: Obtain Confirmation of Submission from the Client
- Confirm receipt of the bid package with the client, either through an automated receipt or by direct communication
- Request confirmation that all submitted documents have been received and are complete
Step 5: Document Submission Details in Project Records
- Record the details of the bid submission in the project records, including the date, time, and delivery method
- Save any confirmation receipts or emails as proof of submission
Step 6: Notify Relevant Team Members of the Submission
- Inform the project team that the bid package has been successfully submitted
- Provide a summary of the submission and any key points discussed with the client
Step 7: Set a Reminder for Follow-Up Actions After Submission
- Set a reminder in your calendar or CRM for any necessary follow-up actions or communications after the submission deadline
- Plan for post-submission meetings or updates based on the clients feedback timeline
Construction SOPs Your Employees Will Actually Use!
Subtrak’s game-changing SOP software helps contractors effortlessly document their processes and automatically delegate tasks to their entire project team, making sure everyone knows exactly what to do and when.
Schedule a demo today to see how Subtrak can save you time, money, and headaches!
Download Our Free eBook
Get Blueprint for Success, our free guide to scaling and systemizing your specialty trade construction business.