Project Award Workflow

Welcome to the Project Award Workflow SOP Template Library for New Construction (Commercial) Roofing. Access free, expertly crafted Standard Operating Procedures to guide you through the project award phase. Our templates help you transition smoothly from winning the bid to project initiation, covering all necessary steps to set up for success. Download our templates today to ensure a seamless project award process and a strong project start.

Follow up with the client to confirm receipt of the bid package

Step 1: Send a Follow-Up Email or Call to Confirm Receipt

Send a follow-up email or call the client to confirm that they have received the bid package in full
Inquire if there are any additional documents or clarifications needed from your side

Step 2: Ask for Feedback on the Bid Package, if Applicable

Politely ask the client if they have had a chance to review the bid package and if there is any initial feedback
Offer to provide further information or address any concerns promptly

Step 3: Verify That All Bid Requirements Have Been Met

Confirm with the client that all bid requirements have been met and that no additional documentation is needed
If any issues are identified, work quickly to resolve them and submit the necessary updates

Step 4: Document the Follow-Up Communication in CRM

Record the details of the follow-up communication in the CRM or project records, noting the clients response and any feedback
Include any action items or additional follow-ups that are required

Step 5: Notify Project Team of Client Feedback or Issues

Inform relevant team members of any client feedback, questions, or issues raised during the follow-up
Assign action items as needed to address any client concerns or documentation requests

Step 6: Schedule Additional Follow-Up if Necessary

If the client requests further clarifications or documents, schedule additional follow-up meetings or communications
Confirm the date, time, and agenda for any planned follow-up interactions

Step 7: Maintain Ongoing Communication with the Client

Keep an open line of communication with the client to monitor any updates or changes in their evaluation process
Provide timely responses to any further inquiries or requests for information

Schedule a post-submission meeting to discuss the bid (if applicable)

Step 1: Determine the Need for a Meeting

Evaluate whether a post-submission meeting is necessary based on the GCs initial response and any specific requests for further discussion
Consult with internal team members to confirm the need for the meeting

Step 2: Propose Meeting Times

Contact the GC via email or phone to propose three potential dates and times for the meeting
Ensure the proposed times are within normal business hours and convenient for the GC

Step 3: Confirm Availability

Wait for the GCs response and confirm a mutually convenient time
If the initial suggestions dont work propose alternative dates

Step 4: Send Confirmation

Send a calendar invitation to the GCs point of contact with the confirmed date time and location (or virtual meeting link)
Include a brief agenda outlining the purpose of the meeting

Step 5: Prepare Agenda

Draft an agenda covering key points to discuss during the meeting such as bid details GC questions and any areas requiring clarification
Share the agenda with the GCs point of contact ahead of the meeting

Step 6: Gather Necessary Documents

Collect all relevant materials or documents needed for the meeting including the bid package and any supporting information
Ensure all documents are up-to-date and accurately reflect the bid submission

Step 7: Notify Internal Team Members

Inform any internal team members who need to attend the meeting
Brief them on their roles and the key points to discuss

Step 8: Confirm Meeting Details with GC

Follow up with the GC a day before the meeting to confirm attendance and address any last-minute changes
Ensure the GC has all the necessary information and is prepared for the meeting

Step 9: Set Up Meeting Space

If the meeting is in-person ensure the meeting room is booked and properly set up
If the meeting is virtual test the online meeting platform to ensure it is working correctly

Step 10: Document the Process

Record the scheduled meeting details in your CRM system
Set reminders for the meeting and any follow-up tasks

Attend the post-submission meeting to discuss and clarify the bid

Step 1: Prepare Presentation Materials and Key Information

Gather all necessary presentation materials and key bid information to discuss during the meeting
Prepare talking points to address any anticipated client questions or areas of concern

Step 2: Review Meeting Agenda and Objectives

Review the meeting agenda and objectives with internal team members before the meeting
Confirm the roles and responsibilities of each team member attending the meeting

Step 3: Arrive at the Meeting Location Early or Join the Virtual Meeting On Time

Arrive at the meeting location early to set up and test any presentation equipment
If the meeting is virtual, join the online platform on time and confirm your audio and video settings

Step 4: Present Key Elements of the Bid and Clarify Details

Present the key elements of the bid, focusing on the project scope, pricing, timeline, and deliverables
Clarify any details or areas of ambiguity that the client raises during the meeting

Step 5: Take Notes on Client Feedback and Questions

Take detailed notes on the clients feedback, questions, and areas of concern raised during the meeting
Assign team members to follow up on specific items or provide additional information as needed

Step 6: Confirm Next Steps with the Client

Confirm the next steps with the client, including any follow-up meetings or actions required
Ensure that the client is aware of the timeline for any updates or additional documentation

Step 7: Document the Meeting and Share Key Takeaways

Document the meeting minutes, including key takeaways, decisions, and follow-up actions
Save the meeting notes in the project records and distribute them to relevant team members

Schedule follow-up meeting with client to present detailed proposal

Step 1: Propose Meeting Times

Contact the client to propose multiple date and time options for the follow-up meeting
Ensure that the proposed times align with your teams availability

Step 2: Confirm Meeting Details

Confirm the meeting date time and location (or virtual link) with the client
Send a calendar invite and email confirmation with meeting details

Step 3: Prepare Presentation Materials

Prepare copies of the detailed proposal and any supporting documents
Create a brief presentation outline to guide the discussion with the client

Step 4: Set Up Meeting Room or Virtual Meeting

If meeting in person ensure the meeting room is reserved and set up with necessary equipment
For virtual meetings test the video conferencing software in advance

Step 5: Assign Presentation Roles

Assign roles for the meeting such as who will present each section of the proposal and who will address specific questions
Brief your team on the clients key concerns

Present detailed project proposal to client

Step 1: Start with Introductions

Introduce yourself and any other team members present at the meeting
Briefly restate the purpose of the meeting and outline the agenda

Step 2: Present Key Proposal Sections

Present key sections of the detailed proposal such as the project scope budget timeline and client-specific requirements
Use clear visuals or charts to aid understanding

Step 3: Explain Cost Estimates

Break down the cost estimates for each section of the proposal
Highlight any major cost items or unique pricing considerations

Step 4: Discuss Potential Adjustments

Open the floor for discussion on potential adjustments or additional client requests
Take detailed notes on the clients feedback

Step 5: Address Client Questions

Allow the client to ask questions at the end of each section
Provide clear and concise answers to address their concerns

Step 6: Summarize Key Takeaways

Finalize the negotiation by confirming agreed changes to contract terms
Document the agreed terms and set a timeline for contract finalization

Negotiate contract terms, including scope of work, payment schedule, and any contingencies

Step 1: Review Proposal Terms Internally

Meet with your internal team to review the proposed contract terms including scope pricing and timeline
Identify key areas for negotiation flexibility

Step 2: Schedule Negotiation Meeting

Schedule a negotiation meeting with the client offering a range of date and time options
Confirm the meeting details and agenda with the client in advance

Step 3: Prepare Negotiation Strategy

Develop a negotiation strategy focusing on client priorities and potential compromises
Outline acceptable negotiation limits for each key term

Step 4: Start Negotiation with Key Terms

Begin the negotiation by reviewing key contract terms such as scope and pricing
Highlight any areas where changes are not feasible due to project constraints

Step 5: Discuss Clients Counterproposals

Allow the client to present their counterproposals or requests for changes
Take notes on their feedback and document areas of agreement

Step 6: Reach Agreement on Contract Terms

Document the agreed terms and set a timeline for contract finalization

Step 7: Review Final Contract Internally

Conduct a final review of the revised contract with your internal team
Confirm that all agreed changes have been accurately incorporated

Address any final questions or concerns from the client

Step 1: Schedule a Final Review Meeting

Schedule a meeting or call with the client to review any remaining questions or concerns
Confirm the meeting details and agenda with the client

Step 2: Open the Discussion for Questions

Invite the client to express any final questions or concerns

Step 3: Provide Clear and Concise Answers

Address each question or concern individually
Use clear language and avoid technical jargon where possible

Step 4: Reiterate Key Project Details

Highlight key project details such as scope timeline and budget to reassure the client

Step 5: Document Client Concerns

Record the clients final questions and any decisions made in your project management system

Step 6: Confirm Clients Satisfaction

Send a finalized version of the contract to the client for their review before the signing meeting

Finalize contract terms and prepare contract documents

Step 1: Review Agreed Contract Terms

Confirm that all previously agreed-upon contract terms including scope pricing and timeline are accurate

Step 2: Prepare Contract Documents

Draft the contract documents using a standardized template ensuring that all terms are included

Step 3: Include Relevant Attachments

Attach supporting documents like project plans payment schedules and any special conditions

Step 4: Conduct Internal Review of Contract

Hold an internal review meeting to verify that all contract terms and attachments are accurate

Step 5: Make Edits Based on Feedback

Make necessary edits to the contract documents based on feedback from the internal review

Step 6: Prepare Contract for Client Review

Take detailed notes on any requested changes for later updates to the contract

Step 7: Verify Clients Understanding

Follow up with the client to ensure they understand all terms

Review contract documents with client, ensuring all terms are clear

Step 1: Schedule Contract Review Meeting

Schedule a meeting with the client to review the contract documents

Step 2: Present the Contract in Sections

Review each section of the contract with the client focusing on key terms like scope pricing and timeline
Pause after each section to allow the client to ask questions

Step 3: Explain Key Contract Clauses

Clearly explain important clauses such as payment terms and warranty conditions
Use simple language to clarify any complex legal terms

Step 4: Address Client Questions

Allow the client to ask questions about any section of the contract

Step 5: Confirm Client Understanding

Ask the client to confirm that they understand and are comfortable with the contract terms

Step 6: Note Any Requested Changes

Prepare copies of the signed contract for both the client and the companys records

Obtain client signatures on contract documents

Step 1: Review Final Changes with Client

Review any final changes or adjustments made to the contract with the client

Step 2: Prepare Signature Pages

Prepare signature pages for the contract verifying all documents are included

Step 3: Obtain Clients Digital or Physical Signature

Meet with the client to obtain their signature on all necessary pages

Step 4: Verify Signatures from Company Representatives

Verify that all designated company representatives have signed the contract

Step 5: Confirm Completion of Contract Signing

Confirm with the client that the signing process is complete

Step 6: Prepare Copies for All Parties

Prepare copies of the signed contract for both the client and the company records

Provide client with a copy of the signed contract

Step 1: Prepare Client Copy of Contract

Prepare a digital or printed copy of the fully signed contract for the client

Step 2: Review Client Copy for Accuracy

Review the client copy to confirm all signatures and terms are accurate

Step 3: Send Contract to Client

Send the signed contract to the client via their preferred method such as email or postal mail

Step 4: Confirm Client Receipt

Follow up with the client to confirm they have received the signed contract

Step 5: Address Any Final Client Concerns

Address any remaining questions the client may have about the signed contract

Record signed contract and update project status in CRM

Step 1: Scan and Upload Signed Contract

Scan the signed contract and save a digital copy in your CRM or project management system

Step 2: Update Project Status in CRM

Update the project status in your CRM to reflect that the contract has been signed

Step 3: Record Contract Details

Record key contract details such as contract number client contact and key dates

Step 4: Notify Team of Contract Completion

Notify relevant team members that the contract has been signed and recorded

Step 5: Archive Physical Copy of Contract

Archive a physical copy of the signed contract in a secure location

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