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 Contact Information

• Obtain the client’s full name, company name, and primary contact details from project records or lead sheets
• Confirm if there is a preferred method of communication listed for the client (phone or email)

Step 2: Prepare Contact Script or Email Draft

• Write a brief, professional script or email template, including an introduction, your role, and key project details
• Prepare the company’s elevator pitch for potential questions

Step 3: Set Up for a Phone Call

• Ensure your phone line and connection are clear
• Open project documents on your computer for quick reference

Step 4: Compose and Review the Email (if applicable)

• Draft a concise and professional email with a clear subject line
• Introduce yourself and the project context in the email body

Step 5: Make the Initial Phone Call

• Dial the client’s primary phone number and introduce yourself following the prepared script
• Confirm the client’s identity and explain the purpose of the call

Step 6: Leave a Voicemail or Follow-Up (if no direct contact)

• If the client doesn’t answer, leave a voicemail with your introduction, purpose, and callback information
• Schedule a follow-up call if needed and set a reminder

Step 7: Log the Interaction in CRM

• Record details of the call or email in your company’s CRM system, noting key points or follow-up actions

Schedule discovery meeting

Step 1: Identify Available Time Slots

• Check your calendar for available time slots in the next week or two
• Ensure these time slots align with the project team’s availability

Step 2: Contact the Client to Propose Meeting Times

• Reach out using the client’s preferred communication method (phone or email)
• Provide two or three meeting options and confirm the format (in-person or virtual)

Step 3: Confirm Meeting Time and Format

• Wait for the client’s response to confirm the meeting time and format
• Adjust the meeting schedule as necessary and finalize details

Step 4: Create Meeting Entry in CRM

• Log into your CRM and create a meeting entry with the finalized details
• Include date, time, format, and agenda in the meeting entry

Step 5: Send a Meeting Confirmation Email

• Send a confirmation email to the client with all meeting details, including the agenda, date, and time
• Provide access instructions for virtual meetings or location details for in-person meetings

Step 6: Notify Relevant Team Members

• Notify key team members about the scheduled meeting with relevant details
• Share the meeting agenda and preparatory points

Step 7: Set Reminders and Prepare for the Meeting

• Set automated reminders in your calendar and in the CRM
• Prepare necessary documents and review the client’s background information

Conduct client discovery meeting

Step 1: Prepare for the Meeting in Advance

• Review pre-meeting notes, client information, and project documents
• Create an agenda with key discussion points and questions

Step 2: Start the Meeting with Introductions

• Introduce yourself and your team members to the client
• Confirm the meeting agenda and purpose

Step 3: Discuss Client Needs and Project Requirements

• Ask open-ended questions to understand the client’s needs and expectations
• Take detailed notes on key points, budget constraints, and timelines

Step 4: Address Client Questions and Concerns

• Listen attentively to the client’s concerns and provide clear answers
• Clarify any ambiguities regarding the project scope or deliverables

Step 5: Present Relevant Solutions and Service Offerings

• Present your company’s relevant services tailored to the client’s goals
• Highlight how your offerings can meet the client’s project needs

Step 6: Confirm Next Steps and Timeline

• Summarize key takeaways and confirm the next steps with the client
• Discuss a preliminary timeline for project milestones

Step 7: Close the Meeting and Express Gratitude

• Thank the client for their time and interest in the project
• Reiterate any follow-up actions or additional meetings needed

Qualify client based on project scope, budget, and timeline

Step 1: Review Discovery Meeting Notes and Documents

• Analyze notes from the client discovery meeting and key documents
• Identify critical project scope, budget, and timeline details

Step 2: Assess Project Requirements Against Company Capacity

• Compare the project requirements with your company’s resources and current workload
• Evaluate the feasibility of the client’s budget and timeline

Step 3: Conduct Internal Team Discussion

• Hold an internal meeting to discuss the client’s project requirements
• Highlight any potential risks or challenges

Step 4: Determine Project Fit and Alignment

• Decide if the project aligns with company objectives and capacity
• List specific criteria that must be met for the project to move forward

Step 5: Document Qualification Results

• Record the qualification results and key factors in the CRM
• Include any special considerations or requirements

Step 6: Communicate with the Client

• Contact the client to inform them of the decision
• Discuss the next steps if the project fits, or provide a clear explanation if it doesn’t

Step 7: Update Project Status in CRM

• Update the project status in your CRM based on the decision
• Notify relevant team members of the outcome and implications

Record client information and project details in CRM

Step 1: Access the CRM System

• Log into your company’s CRM system with your authorized credentials
• Verify your permissions to create or update client records

Step 2: Create a New Client Record

• Navigate to the section for creating a new client record
• Input the client’s name, company information, and primary contact details

Step 3: Enter Project Information

• Input all relevant project details, including scope, budget, and timeline
• Attach any additional documents, such as meeting notes or proposals

Step 4: Review Data for Accuracy and Completeness

• Double-check all entered information for accuracy
• Cross-reference details with meeting notes and other documents

Step 5: Save and Update Client Status

• Save the newly created client record in the CRM
• Update the client’s status based on the project phase

Step 6: Notify Internal Teams

• Send internal notifications to relevant team members with updated client information
• Include key points that need immediate attention

Step 7: Monitor and Maintain the Client Record

• Set reminders to review and update the client’s record regularly
• Track changes or new developments related to the project

Schedule site visit with the client

Step 1: Review Client’s Schedule and Project Timeline

• Review the client’s 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 client’s 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 client’s 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: Review Project Plans and Client Requirements

• Review the project plans, client requirements, and any existing site information
• Prepare a checklist or agenda for the site visit to cover all critical points

Step 2: Arrive at the Site and Confirm Access

• Arrive at the site on time and ensure you have access to all necessary areas
• Verify any security or safety protocols required for the site

Step 3: Conduct a Preliminary Walkthrough of the Site

• Walk through the site to get a general overview of the conditions and layout
• Take note of any obvious issues or areas that need further attention

Step 4: Assess Specific Project Requirements

• Use your checklist to assess the site in relation to the client’s project requirements
• Identify and document any potential challenges or limitations

Step 5: Identify Safety or Compliance Issues

• Look for safety hazards, regulatory concerns, or access issues that could impact the project
• Take photos and detailed notes of any compliance-related matters

Step 6: Document Site Conditions Thoroughly

• Use notes and photos to thoroughly document the existing site conditions
• Include key measurements, materials, and access points in your documentation

Step 7: Conclude the Site Visit and Review Findings

• At the end of the visit, review your findings and confirm that all key areas were assessed
• Make a plan for any follow-up actions or additional site visits needed

Take detailed notes and photos of the site

Step 1: Prepare Your Note-Taking and Photography Equipment

• Ensure that your camera or mobile device is fully charged and has enough storage space
• Carry a notebook, pen, or digital note-taking device to document observations

Step 2: Take Photos of Key Areas and Features

• Take clear photos of key areas, site features, and any areas needing work
• Label photos or make notes to match them with corresponding areas or observations

Step 3: Record Site Dimensions and Measurements

• Use measuring tools to record key site dimensions and elevations
• Note specific measurements, such as length, width, height, and spacing

Step 4: Document Site Conditions and Materials

• Take detailed notes on site conditions, including existing materials, terrain, and access points
• Record observations of any wear, damage, or areas of concern

Step 5: Verify and Cross-Check Your Notes and Photos

• Review your notes and photos to confirm accuracy and completeness
• Make sure all key areas are adequately documented

Step 6: Organize and Label Your Photos and Notes

• Organize your photos and notes by area or feature, labeling them clearly
• Create a folder or document to store and reference your notes and photos

Step 7: Save and Backup Your Documentation

• Save your notes and photos in the designated project folder
• Create a backup of your documentation in the company’s cloud storage or server

Discuss client needs, preferences, and expectations during site visit

Step 1: Prepare Discussion Points Based on Client Information

• Review the client’s 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 client’s 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 client’s requests based on the current site conditions
• Highlight any potential challenges and suggest alternative solutions if needed

Step 5: Confirm Client’s 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 client’s 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: Prepare for Client Questions

• Anticipate common client questions and prepare responses based on project information
• Review previous communications to identify any pending questions or concerns

Step 2: Establish Open Communication with the Client

• During the site visit, encourage the client to ask questions and express any concerns
• Confirm that you are available to answer all questions throughout the visit

Step 3: Answer Technical Questions Accurately

• Provide clear and accurate answers to technical questions about the project, site conditions, or construction methods
• If unsure about an answer, commit to following up promptly

Step 4: Address Concerns about Site Conditions

• Listen to the client’s concerns about site conditions and provide relevant information or solutions
• Offer alternative approaches if needed and get the client’s feedback

Step 5: Explain Project Plans and Next Steps

• Clearly explain the project plans, schedule, and next steps to the client
• Confirm that the client understands and agrees with the project timeline and scope

Step 6: Clarify Client Responsibilities or Involvement

• Outline any responsibilities or involvement expected from the client during the project
• Confirm that the client is aware of key decisions or milestones requiring their input

Step 7: Document Client Questions and Responses

• Record the client’s questions and your responses in the project records
• Include any follow-up actions or additional information requests from the client

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 client’s 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 company’s 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: Review Technical Specifications in Detail

• Go through the technical specifications section-by-section, taking notes on critical requirements
• Pay special attention to areas related to project scope, quality standards, and material specifications

Step 2: Analyze Drawings and Site Plans

• Review the provided drawings and site plans to understand the project layout and dimensions
• Identify any discrepancies between the drawings and specifications

Step 3: Assess Client’s Budget and Timeline Requirements

• Evaluate the client’s budget and timeline requirements stated in the bid documents
• Note any constraints or conditions that may impact your project approach

Step 4: Identify Risks and Challenges

• Conduct a risk assessment based on the bid specifications and project details
• Identify potential challenges related to site conditions, resource availability, or regulatory requirements

Step 5: Consult with Internal Teams for Input

• Share the bid specifications with your internal teams (e.g., design, procurement) to gather their input
• Confirm their capacity to meet the specifications within the proposed budget and timeline

Step 6: Summarize Key Findings and Recommendations

• Create a summary of key findings and recommendations based on the bid analysis
• Highlight areas of concern, opportunities for differentiation, and any recommended changes to the bid approach

Step 7: Document the Analysis and Share with Leadership

• Document the complete analysis in a report and save it in the project folder
• Share the analysis report with leadership or decision-makers for their review and feedback

Identify key stakeholders and decision-makers in the client's organization

Step 1: Review Client Organization Structure

• Gather information on the client’s 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 individual’s 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 stakeholder’s 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: Define Key Objectives for the Bid

• Establish the primary objectives for the bid, such as winning criteria, client preferences, and competitive advantages
• Align the objectives with your company’s strengths and past successes

Step 2: Create a Bid Timeline with Key Milestones

• Create a bid timeline that includes all critical milestones, such as document submission, internal reviews, and client presentations
• Include key dates and responsibilities for each milestone

Step 3: Assign Responsibilities to Project Team Members

• Assign specific responsibilities to project team members for each task within the bid strategy
• Confirm that team members are aware of their roles and deadlines

Step 4: Develop a Pricing Strategy Based on Analysis

• Develop a pricing strategy that balances competitiveness with profitability, based on the bid analysis
• Include considerations for contingencies, value-adds, and potential discounts

Step 5: Create a Communication Plan for Bid Submission

• Establish a communication plan for engaging with the client throughout the bid process
• Include key messages, frequency of updates, and communication channels

Step 6: Prepare a Risk Management Plan

• Identify potential risks to the bid submission, such as technical issues or changing client requirements
• Develop contingency plans for addressing these risks

Step 7: Document and Approve the Bid Strategy and Timeline

• Document the finalized bid strategy and timeline in a clear report
• Present the strategy for approval by leadership or the project manager before moving forward

Prepare preliminary project proposal based on initial consultation

Step 1: Review Notes from Initial Consultation with the Client

• Go over the notes and information gathered from the initial consultation meeting
• Identify key requirements, preferences, and expectations expressed by the client

Step 2: Draft an Outline for the Preliminary Proposal

• Create an outline for the preliminary project proposal, including sections like project overview, objectives, approach, and scope of work
• Confirm the structure aligns with client expectations and bid requirements

Step 3: Prepare a Detailed Project Scope and Deliverables

• Define the project scope, listing all deliverables and their specifications in detail
• Ensure that the scope covers all aspects discussed during the initial consultation

Step 4: Develop Preliminary Pricing and Budget Estimates

• Prepare preliminary pricing and budget estimates based on the defined project scope
• Include a breakdown of costs, such as materials, labor, and additional expenses

Step 5: Outline the Project Timeline and Milestones

• Create a timeline with key project milestones, based on the client’s expected completion date
• Highlight any critical paths or dependencies that could impact the project schedule

Step 6: Review Proposal Draft with Key Team Members

• Share the preliminary proposal draft with relevant team members for their review and input
• Confirm that the proposal meets technical, financial, and client requirements

Step 7: Finalize and Prepare the Preliminary Proposal

• Incorporate all feedback and finalize the preliminary proposal
• Format the proposal professionally and ensure all information is clear and concise

Develop rough estimate of project costs and timeline

Step 1: Gather Initial Project Information and Requirements

• Collect all initial project information, including client requirements, scope, and specifications
• Identify key project milestones and any critical deadlines

Step 2: Create a Preliminary Cost Breakdown

• Develop a cost breakdown for major project components, including materials, labor, equipment, and overhead
• Use historical data and current market rates to estimate each component

Step 3: Estimate Labor and Material Costs

• Determine estimated labor hours based on the project scope and specifications
• Calculate material costs using standard material takeoffs and supplier rates

Step 4: Establish a Preliminary Project Timeline

• Create a rough project timeline, identifying key phases and their estimated duration
• Ensure the timeline aligns with client expectations and key project milestones

Step 5: Include Contingencies and Allowances

• Add contingencies and allowances to cover potential risks or unforeseen expenses
• Consider factors such as weather, site conditions, and client changes

Step 6: Document and Save the Rough Estimate

• Document the rough estimate of project costs and timeline in a clear report
• Save the report in the project folder for further refinement

Step 7: Review Rough Estimate with Project Manager

• Review the rough estimate with the project manager to confirm alignment with client requirements and company objectives
• Make any necessary adjustments based on feedback

Identify and contact potential subcontractors and suppliers for quotes

Step 1: Research Potential Subcontractors and Suppliers

• Conduct research to identify potential subcontractors and suppliers with the capabilities to meet project requirements
• Use company databases, industry contacts, and online resources for research

Step 2: Prepare a List of Qualified Subcontractors and Suppliers

• Create a list of subcontractors and suppliers based on qualifications, experience, and reliability
• Include key information such as contact details and areas of expertise

Step 3: Develop a Standardized Quote Request Template

• Create a standardized template for requesting quotes from subcontractors and suppliers
• Include project specifications, quantities, and submission guidelines

Step 4: Contact Subcontractors and Suppliers with Quote Requests

• Reach out to the identified subcontractors and suppliers using the prepared template
• Provide clear instructions and deadlines for submitting quotes

Step 5: Track and Record Quote Requests in CRM

• Log each quote request in the CRM, including the contact details, date, and submission deadline
• Monitor and follow up with subcontractors and suppliers as needed

Step 6: Confirm Receipt of Quote Requests

• Confirm with each subcontractor and supplier that they have received the quote request
• Clarify any questions or additional information they may need

Step 7: Set Follow-Up Reminders for Quotes

• Set follow-up reminders in your calendar or CRM to check on the status of pending quotes
• Reach out to subcontractors and suppliers before the submission deadline

Collect and review subcontractor and supplier quotes

Step 1: Collect Submitted Quotes from Subcontractors and Suppliers

• Gather all submitted quotes from subcontractors and suppliers by the specified deadline
• Ensure that quotes are submitted in the correct format and include all requested details

Step 2: Organize and Categorize Quotes by Project Component

• Organize the collected quotes by project component, such as materials, labor, and specialized services
• Create a digital folder or file structure to store and access the quotes easily

Step 3: Review Quotes for Completeness and Accuracy

• Review each submitted quote to confirm that all quantities, prices, and terms match the project requirements
• Identify any discrepancies or missing information that need clarification

Step 4: Compare Quotes to Identify the Most Competitive Options

• Compare the collected quotes based on price, quality, and reliability of the subcontractors and suppliers
• Highlight the most competitive options for each project component

Step 5: Clarify and Negotiate with Subcontractors and Suppliers

• Reach out to subcontractors and suppliers to clarify any discrepancies or missing details
• Negotiate terms or pricing as necessary to align with the project budget

Step 6: Document and Summarize Collected Quotes

• Create a summary report of the collected quotes, highlighting key details such as pricing, terms, and recommendations
• Save the report in the project folder for integration into the project estimate

Step 7: Share Collected Quotes with the Project Manager

• Share the summarized quotes with the project manager for their review and approval
• Discuss any recommended adjustments or changes based on the collected quotes

Integrate subcontractor and supplier quotes into the project estimate

Step 1: Update Project Cost Breakdown with Collected Quotes

• Update the preliminary cost breakdown to include the finalized quotes from subcontractors and suppliers
• Make sure all components reflect the most accurate pricing and terms

Step 2: Adjust Material and Labor Costs Based on Quotes

• Adjust material and labor costs in the project estimate to align with the collected quotes
• Consider any negotiated discounts or special terms offered by subcontractors and suppliers

Step 3: Recalculate Overall Project Costs and Contingencies

• Recalculate the overall project costs, including updated material, labor, and subcontractor expenses
• Review and adjust contingencies and allowances based on revised pricing

Step 4: Refine the Project Timeline Based on Subcontractor Availability

• Review the availability of key subcontractors and adjust the project timeline as necessary
• Confirm that the updated timeline aligns with both the client’s and subcontractors’ schedules

Step 5: Check for Alignment with Project Budget

• Compare the updated project estimate with the client’s budget and financial constraints
• Identify areas where costs may need to be adjusted or reduced

Step 6: Review and Approve Updated Project Estimate

• Present the updated project estimate to the project manager for review and approval
• Make any necessary adjustments based on feedback and final decisions

Step 7: Document and Save the Finalized Project Estimate

• Document the finalized project estimate in a detailed report and save it in the project folder
• Update the CRM or project management software with the final estimate details

Review preliminary proposal with internal team for accuracy

Step 1: Schedule an Internal Proposal Review Meeting

• Schedule a meeting with key internal team members to review the preliminary project proposal
• Confirm the meeting date, time, and agenda with all participants

Step 2: Prepare and Distribute Proposal Documents in Advance

• Prepare copies of the preliminary proposal and distribute them to all meeting participants in advance
• Include any relevant supporting documents, such as cost estimates and timelines

Step 3: Conduct a Section-by-Section Review of the Proposal

• During the meeting, review the proposal section-by-section to confirm accuracy and completeness
• Encourage team members to provide feedback and identify any discrepancies

Step 4: Verify Alignment with Client Requirements and Objectives

• Check that the proposal aligns with the client’s stated requirements, preferences, and objectives
• Note any areas where the proposal needs adjustments or additional information

Step 5: Discuss and Resolve Identified Issues or Discrepancies

• Discuss any issues or discrepancies identified during the review and reach a consensus on necessary changes
• Assign action items to team members responsible for making adjustments

Step 6: Confirm Technical and Financial Accuracy

• Verify the technical details and financial calculations in the proposal for accuracy and consistency
• Ensure that all figures match the project estimate and collected quotes

Step 7: Document Meeting Minutes and Agreed Changes

• Document the meeting minutes, including key decisions, agreed changes, and assigned action items
• Save the meeting notes in the project folder and distribute them to the team

Ensure compliance with all bid requirements and regulations

Step 1: Review Bid Submission Requirements Checklist

• Create or review a checklist of all bid submission requirements as outlined in the bid documents
• Ensure that all items, including forms, attachments, and certifications, are accounted for

Step 2: Verify Compliance with Legal and Regulatory Standards

• Cross-check the bid documents and proposal against all relevant legal and regulatory standards
• Confirm that the proposal includes all necessary licenses, permits, and certifications

Step 3: Check for Completeness of Required Attachments and Documents

• Verify that all required attachments, such as drawings, financial statements, and insurance documents, are complete and properly formatted
• Ensure that all documents are signed and authorized where necessary

Step 4: Ensure Adherence to Bid Formatting and Submission Guidelines

• Review the formatting and presentation of the bid documents to ensure they adhere to the client’s guidelines
• Confirm that submission instructions, such as file types and labeling, are followed precisely

Step 5: Review and Approve Compliance with Internal Stakeholders

• Share the completed bid package with internal stakeholders, such as legal and finance teams, for final approval
• Address any compliance issues or concerns raised during internal reviews

Step 6: Document the Compliance Review Process

• Document the compliance review process, including key checklists and review notes
• Save the documentation in the project folder for future reference

Step 7: Confirm Submission Deadlines and Procedures

• Double-check the submission deadlines and procedures to avoid late or incomplete submissions
• Plan for submission well in advance to allow for unexpected delays

Schedule meeting with client to present preliminary proposal

Step 1: Determine Client Availability and Preferred Meeting Format

• Reach out to the client to confirm their availability and preferred meeting format (in-person or virtual)
• Suggest two or three possible meeting times that align with the client’s schedule

Step 2: Coordinate with Internal Team for Meeting Preparation

• Confirm the availability of key internal team members who will be attending the meeting
• Brief the internal team on the agenda and objectives for the meeting

Step 3: Schedule and Confirm Meeting Details with Client

• Schedule the meeting with the client based on their confirmed availability
• Send a meeting invite that includes the date, time, location, and agenda

Step 4: Prepare and Distribute Meeting Agenda and Proposal Documents

• Prepare the meeting agenda and a copy of the preliminary proposal to be presented
• Send the agenda and documents to the client and internal team members in advance

Step 5: Confirm Meeting Logistics and Presentation Setup

• Confirm meeting logistics, such as presentation setup, conference room availability, or virtual meeting platform
• Test all necessary equipment and materials before the meeting

Step 6: Send Final Meeting Reminder to Client and Team

• Send a final meeting reminder to the client and internal team members with key details and documents
• Include instructions for accessing the meeting, if virtual

Step 7: Set Follow-Up Reminders for Post-Meeting Actions

• Set follow-up reminders in your calendar or CRM to track key actions or decisions made during the meeting
• Ensure that all meeting participants are aware of their follow-up responsibilities

Present preliminary project proposal to client

Step 1: Prepare Presentation Materials and Key Talking Points

• Create presentation materials, such as slides or handouts, to effectively communicate the proposal
• Outline key talking points to guide the presentation and keep it focused

Step 2: Begin the Meeting with Introductions and Objectives

• Start the meeting by introducing all team members and their roles in the project
• Clearly state the objectives of the meeting and the desired outcomes

Step 3: Present the Project Overview and Key Proposal Elements

• Present an overview of the project, including scope, timeline, and key deliverables
• Highlight critical proposal elements, such as pricing, schedule, and special considerations

Step 4: Address Technical and Financial Aspects of the Proposal

• Explain the technical details of the project, including methodologies, materials, and compliance standards
• Discuss the financial aspects, including cost breakdowns and payment schedules

Step 5: Encourage Client Questions and Feedback During the Presentation

• Invite the client to ask questions or provide feedback at key points in the presentation
• Ensure that all client questions are addressed promptly and thoroughly

Step 6: Summarize Key Takeaways and Next Steps

• Summarize the key takeaways from the presentation, including confirmed details and next steps
• Clarify any follow-up actions or meetings that need to be scheduled

Step 7: Provide Copies of the Proposal and Supporting Documents

• Provide the client with copies of the preliminary proposal and any supporting documents
• Confirm that the client has all necessary information for further review

Discuss project scope, budget, and timeline in detail

Step 1: Review the Project Scope with Client for Confirmation

• Go through the project scope in detail with the client, confirming each element and addressing any questions
• Note any requested changes or clarifications to the project scope

Step 2: Discuss Budget Breakdown and Payment Schedule

• Present a detailed breakdown of the project budget, including all costs, allowances, and contingencies
• Confirm the payment schedule with the client and address any financial concerns

Step 3: Explain Key Project Milestones and Timeline

• Explain the project timeline, highlighting key milestones and dependencies
• Confirm that the timeline aligns with the client’s expectations and priorities

Step 4: Identify Potential Risks and Mitigation Strategies

• Discuss potential risks to the project and present mitigation strategies to address them
• Confirm with the client that they are comfortable with the proposed risk management plan

Step 5: Address Client Concerns or Special Requests

• Ask the client if they have any specific concerns or special requests related to the project scope, budget, or timeline
• Document and confirm any agreed changes or accommodations

Step 6: Summarize Finalized Project Details for Client Confirmation

• Summarize the finalized project scope, budget, and timeline based on the discussion
• Confirm with the client that they are satisfied with the agreed-upon details

Step 7: Document Client Feedback and Agreed Changes in CRM

• Document all client feedback, agreed changes, and key decisions in the CRM or project records
• Notify relevant team members of any updates to the project details

Gather feedback from client and address any concerns or questions

Step 1: Send a Follow-Up Communication After Proposal Presentation

• Send a follow-up email or message to the client, thanking them for the meeting and providing a summary of the discussion
• Include any key documents or additional information that was requested during the meeting

Step 2: Ask the Client for Specific Feedback on the Proposal

• Invite the client to provide specific feedback on the preliminary proposal, focusing on areas such as scope, budget, and timeline
• Offer multiple channels for the client to share their feedback (e.g., email, phone, or follow-up meeting)

Step 3: Identify and Document Client Concerns or Questions

• Review and document any concerns or questions raised by the client in their feedback
• Prioritize these concerns based on their potential impact on the project

Step 4: Schedule a Follow-Up Meeting or Call if Needed

• If the client has significant concerns or questions, schedule a follow-up meeting or call to address them in detail
• Confirm the meeting date, time, and agenda with the client

Step 5: Prepare Responses and Solutions for Client Concerns

• Prepare clear responses and proposed solutions for each of the client’s concerns or questions
• Consult with internal team members to confirm the feasibility of the proposed solutions

Step 6: Communicate Proposed Solutions and Next Steps to Client

• Present the proposed solutions to the client and confirm that they address their concerns
• Outline the next steps in the project based on the updated agreement

Step 7: Document Client Feedback and Resolutions in CRM

• Document all client feedback and the resolutions reached in the CRM or project records
• Update the project status and notify relevant team members of any changes

Make adjustments to the proposal as needed based on client feedback

Step 1: Review Client Feedback and Identify Required Changes

• Analyze the feedback provided by the client and identify specific areas in the proposal that need adjustments
• Prioritize changes based on client requirements and their impact on the project

Step 2: Revise the Project Scope and Specifications

• Update the project scope and specifications to reflect any agreed-upon changes with the client
• Ensure that the revisions align with the client’s expectations and the overall project goals

Step 3: Adjust the Budget and Payment Schedule as Necessary

• Revise the project budget to account for changes in scope, materials, or additional services requested by the client
• Confirm that the updated budget and payment schedule match the client’s requirements

Step 4: Update the Project Timeline and Milestones

• Modify the project timeline to accommodate changes in the project scope or scheduling
• Communicate any revised key milestones or deadlines with the client

Step 5: Review Revised Proposal Internally for Accuracy

• Share the revised proposal with the internal team to confirm that all changes are accurate and feasible
• Address any internal feedback or concerns before finalizing the revisions

Step 6: Document Changes and Update Proposal Version

• Document all changes made to the proposal and create a new version of the document
• Include a summary of changes made based on client feedback

Step 7: Communicate the Updated Proposal to the Client

• Send the updated proposal to the client, highlighting the revisions made based on their feedback
• Confirm that the client is satisfied with the revised proposal and address any final questions

Refine project proposal based on client feedback

Step 1: Incorporate Client Feedback into the Proposal

• Review the feedback received from the client and incorporate their suggestions or adjustments into the proposal
• Ensure that all revisions align with the client’s requirements and project goals

Step 2: Refine Project Deliverables and Scope of Work

• Refine the scope of work to include any new or adjusted deliverables based on the client’s feedback
• Confirm that all proposed changes are feasible and within the project’s constraints

Step 3: Review and Update Cost Estimates and Resource Allocation

• Update the project cost estimates to reflect changes in deliverables, materials, or resources
• Reallocate resources as needed to meet the client’s revised requirements

Step 4: Reassess the Project Timeline for Feasibility

• Reassess the project timeline in light of the revised scope and deliverables
• Make any necessary adjustments to key milestones or deadlines

Step 5: Review the Refined Proposal with Internal Team Members

• Share the refined proposal with key internal team members to confirm its accuracy and alignment with client expectations
• Gather any final input or concerns from team members

Step 6: Finalize and Format the Refined Proposal

• Finalize the refined proposal and format it professionally, ensuring all sections are clear and consistent
• Include all supporting documents and updates to the terms and conditions

Step 7: Send the Refined Proposal to the Client for Review

• Send the finalized proposal to the client for their review and approval
• Provide a summary of the key changes and ask for any final feedback or questions

Develop detailed project estimate, including labor, materials, and other costs

Step 1: Gather Updated Project Information and Requirements

• Collect all updated project information, including scope, deliverables, and client-approved changes
• Confirm that all requirements are clearly defined and approved by the client

Step 2: Break Down Project Costs into Key Categories

• Break down project costs into key categories, such as labor, materials, equipment, subcontractor services, and overhead
• Use a detailed cost breakdown to ensure all expenses are accounted for

Step 3: Estimate Labor Hours and Costs

• Estimate the number of labor hours required for each project phase based on the defined scope
• Calculate labor costs using standard rates for each job role or contractor involved

Step 4: Estimate Material Quantities and Costs

• Calculate the quantities of materials needed for the project based on design specifications and client requirements
• Use updated supplier quotes and market rates to estimate material costs

Step 5: Include Allowances and Contingencies in the Estimate

• Add allowances and contingencies to the estimate to cover potential risks or unforeseen costs
• Ensure that these contingencies are reasonable and align with the project’s risk profile

Step 6: Compile the Detailed Project Estimate in a Report

• Compile the detailed project estimate into a clear and organized report, including all calculations and assumptions
• Include a cost summary and detailed breakdown for each project category

Step 7: Review the Detailed Estimate with the Project Manager

• Share the detailed estimate with the project manager to confirm that it aligns with client requirements and project constraints
• Make any final adjustments based on the project manager’s feedback

Create a comprehensive project timeline

Step 1: Define Key Project Phases and Milestones

• Break the project down into key phases, such as planning, execution, and closeout
• Identify critical milestones within each phase that must be achieved to stay on schedule

Step 2: Estimate Duration for Each Project Task

• Estimate the duration required for each task within the project phases, based on past experience and industry standards
• Confirm that task durations are realistic and align with project constraints

Step 3: Establish Task Dependencies and Sequence

• Identify dependencies between tasks to establish the correct sequence of activities
• Ensure that dependent tasks are properly linked to avoid scheduling conflicts

Step 4: Create a Gantt Chart or Timeline Diagram

• Create a Gantt chart or timeline diagram to visually represent the project schedule
• Include task durations, start and end dates, dependencies, and milestones

Step 5: Review the Timeline with Key Stakeholders

• Share the comprehensive project timeline with key stakeholders, such as project managers, team leaders, and clients
• Confirm that the timeline aligns with client expectations and resource availability

Step 6: Adjust Timeline Based on Stakeholder Feedback

• Make any necessary adjustments to the timeline based on feedback from stakeholders
• Update the Gantt chart or timeline diagram to reflect the final version

Step 7: Save and Share the Final Project Timeline

• Save the finalized project timeline in the project records and share it with all relevant team members
• Communicate any key timeline updates or changes to the project team and client

Compile all proposal documents, including scope of work, estimate, timeline, and terms and conditions

Step 1: Organize All Proposal Documents by Section

• Organize all proposal documents into clear sections, such as scope of work, cost estimate, project timeline, and terms and conditions
• Ensure that each section is labeled and formatted consistently

Step 2: Include All Client-Approved Changes and Revisions

• Review and incorporate all client-approved changes and revisions into the final proposal documents
• Confirm that all changes are accurately reflected in the relevant sections

Step 3: Prepare a Cover Letter and Executive Summary

• Draft a cover letter to introduce the proposal, summarizing key points and client-specific considerations
• Create an executive summary highlighting the project scope, objectives, and major proposal elements

Step 4: Ensure Consistency in Formatting and Presentation

• Review the entire proposal for consistency in formatting, style, and presentation
• Check that headings, fonts, and numbering are uniform across all sections

Step 5: Compile the Final Proposal into a Single Document

• Compile all sections of the proposal into a single, professionally formatted document
• Include a table of contents to make it easy for the client to navigate the proposal

Step 6: Save and Backup the Final Proposal Document

• Save the final proposal document in both digital and printed formats
• Create backups of the document in your company’s cloud storage or internal server

Step 7: Send the Final Proposal to the Client

• Send the final compiled proposal to the client using their preferred delivery method
• Confirm receipt of the proposal and provide contact information for any follow-up questions

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 client’s 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 client’s 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 client’s 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 client’s 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 client’s 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 client’s 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 client’s 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!

Schedule demo

Download Our Free eBook

Get Blueprint for Success, our free guide to scaling and systemizing your specialty trade construction business.

Learn more