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 client’s 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: Confirm Client's Availability and Interest in a Post-Submission Meeting
• Contact the client to confirm their availability and interest in scheduling a post-submission meeting to discuss the bid
• Offer a few date and time options based on the client’s preferred schedule
Step 2: Prepare an Agenda for the Post-Submission Meeting
• Prepare a meeting agenda that outlines key points for discussion, such as bid details, value engineering options, and clarifications
• Share the agenda with the client in advance to confirm their key areas of interest
Step 3: Coordinate Internal Team for Meeting Preparation
• Confirm the attendance of key internal team members for the post-submission meeting
• Brief the internal team on the client’s potential questions and concerns
Step 4: Schedule and Confirm Meeting Details with the Client
• Schedule the post-submission meeting with the client based on their confirmed availability
• Send a meeting invitation with all necessary details, such as date, time, location, or virtual meeting link
Step 5: Review Bid Details and Key Talking Points
• Review the bid details and key talking points with the internal team to ensure consistency during the meeting
• Prepare any supporting documents or presentation materials needed for the discussion
Step 6: Conduct the Post-Submission Meeting with the Client
• During the meeting, present key elements of the bid and address any questions or clarifications requested by the client
• Highlight value engineering options and potential adjustments based on the client’s needs
Step 7: Document Meeting Minutes and Next Steps
• Document the meeting minutes, including key decisions, client feedback, and next steps
• Save the meeting notes in the project records and share them with the internal team for follow-up actions
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 client’s 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: Review Client Availability and Preferred Meeting Format
• Contact the client to review their availability and preferred meeting format (in-person or virtual)
• Suggest multiple date and time options 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 follow-up meeting
• Brief the team on the meeting agenda and key points to be covered
Step 3: Schedule and Confirm Meeting Details with the Client
• Schedule the follow-up meeting with the client based on their confirmed availability
• Send a meeting invitation with all necessary details, including date, time, location, and agenda
Step 4: Prepare and Distribute Meeting Agenda and Proposal Documents
• Prepare the meeting agenda and the detailed project proposal to be presented
• Distribute the agenda and proposal documents to the client and internal team members in advance
Step 5: Confirm Meeting Logistics and Presentation Setup
• Confirm the 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 for any necessary follow-up actions or decisions made during the meeting
• Ensure that all meeting participants are aware of their follow-up responsibilities
Present detailed project proposal to client
Step 1: Prepare Presentation Materials and Supporting Documents
• Prepare detailed presentation materials, including slides, handouts, and supporting documents, to communicate the project proposal effectively
• Ensure that all key sections of the proposal are covered in the presentation
Step 2: Start the Meeting with Introductions and Objectives
• Begin the meeting by introducing all team members and their roles in the project
• Clearly state the objectives of the meeting and the key points that will be covered
Step 3: Present the Project Overview and Detailed Proposal Elements
• Present an overview of the project, including scope, timeline, key deliverables, and value engineering options
• Discuss detailed elements of the proposal, such as pricing, payment schedule, and contingency plans
Step 4: Address Client Questions and Provide Clarifications
• Invite the client to ask questions and provide feedback at key points during the presentation
• Offer clear explanations and address any concerns promptly
Step 5: Summarize Key Takeaways and Proposed Next Steps
• Summarize the key takeaways from the presentation, including agreed details and any proposed next steps
• Clarify any follow-up actions or additional meetings that need to be scheduled
Step 6: Provide Copies of the Detailed Proposal and Supporting Documents
• Provide the client with copies of the detailed proposal and any supporting documents
• Confirm that the client has all necessary information for further review
Step 7: Document Client Feedback and Agreed Changes
• Document the client’s feedback and any agreed changes or updates to the proposal
• Save the meeting notes in the project records for follow-up actions
Negotiate contract terms, including scope of work, payment schedule, and any contingencies
Step 1: Prepare for Contract Negotiation Meeting
• Review the key contract terms, including scope of work, payment schedule, contingencies, and other important details
• Identify areas of flexibility and establish negotiation boundaries with internal stakeholders
Step 2: Establish Meeting Objectives and Roles
• Define the objectives for the negotiation meeting and assign roles to each internal team member
• Confirm who will lead discussions on specific contract terms, such as scope, pricing, and contingencies
Step 3: Present Initial Contract Terms to the Client
• Present the initial contract terms to the client, focusing on key areas like scope, timeline, payment schedule, and contingencies
• Provide clear explanations and justifications for each contract term
Step 4: Invite Client Feedback and Address Concerns
• Invite the client to provide feedback on the presented contract terms and express any concerns or special requests
• Be open to listening and addressing their needs while maintaining project integrity
Step 5: Negotiate and Reach Agreement on Key Terms
• Engage in a constructive negotiation process, working to find mutually beneficial solutions on key terms
• Be prepared to offer alternative solutions or concessions within the established boundaries
Step 6: Confirm Agreed-Upon Terms with the Client
• Summarize the agreed-upon terms with the client to ensure there is a clear understanding on both sides
• Confirm any final adjustments or additional points that need to be documented
Step 7: Document Agreed Terms and Update Contract Draft
• Update the contract draft to reflect all agreed-upon changes and terms from the negotiation
• Save the updated contract version in the project records and share it with relevant team members
Address any final questions or concerns from the client
Step 1: Send a Follow-Up Communication After Contract Negotiation
• Send a follow-up email or call the client to thank them for the meeting and provide a summary of the agreed contract terms
• Include any key documents or additional information that was requested
Step 2: Invite the Client to Express Any Final Questions or Concerns
• Invite the client to express any final questions or concerns related to the contract terms or project details
• Offer multiple channels for the client to share their feedback, such as email, phone, or follow-up meeting
Step 3: Identify and Document Any Remaining Concerns or Clarifications
• Review and document any remaining concerns or questions raised by the client
• Prioritize these concerns based on their potential impact on the project
Step 4: Prepare Responses and Solutions for Client Concerns
• Prepare clear responses and proposed solutions for each of the client’s remaining concerns or questions
• Consult with internal team members to confirm the feasibility of the proposed solutions
Step 5: Communicate Final Solutions and Next Steps to Client
• Present the final solutions to the client and confirm that they address their concerns satisfactorily
• Outline the next steps in the project based on the updated agreement
Step 6: Schedule a Final Confirmation Meeting, if Needed
• If the client requests further clarifications or confirmation, schedule a final meeting or call to close out the discussions
• Confirm the meeting date, time, and agenda with the client
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
Finalize contract terms and prepare contract documents
Step 1: Confirm All Agreed-Upon Terms with Internal Team
• Review the agreed-upon contract terms with the internal team to confirm alignment on all key areas, including scope, payment schedule, and contingencies
• Address any remaining concerns or discrepancies before finalizing the contract
Step 2: Draft the Final Contract Documents
• Prepare the final contract documents, ensuring that all sections are complete and clearly reflect the agreed-upon terms
• Include all necessary attachments, such as project scope, pricing breakdown, and terms and conditions
Step 3: Review the Contract Draft for Accuracy and Consistency
• Conduct a thorough review of the draft contract documents to ensure accuracy and consistency
• Cross-check all figures, terms, and legal language with internal stakeholders, such as legal or finance teams
Step 4: Format and Organize the Contract Documents for Client Review
• Format and organize the contract documents in a professional and easy-to-read manner
• Include a table of contents, section headings, and page numbers for clarity
Step 5: Prepare a Contract Summary or Key Points Document
• Create a contract summary or key points document that highlights the main terms and conditions for easy client reference
• Attach this summary to the full contract for the client’s review
Step 6: Obtain Internal Approvals on the Final Contract
• Obtain final internal approvals on the contract documents from key stakeholders, such as the project manager or legal team
• Address any last-minute adjustments or clarifications before presenting the contract to the client
Step 7: Save and Secure the Finalized Contract Documents
• Save the finalized contract documents in the project folder and ensure they are backed up securely
• Restrict access to the documents to authorized personnel only
Review contract documents with client, ensuring all terms are clear
Step 1: Schedule a Contract Review Meeting with the Client
• Contact the client to schedule a contract review meeting, either in person or virtually, at their convenience
• Confirm the date, time, and agenda for the meeting with the client
Step 2: Prepare and Share the Contract Documents in Advance
• Share the finalized contract documents with the client in advance of the meeting for their review
• Provide a brief overview or summary of key points to help guide the client’s review
Step 3: Begin the Meeting by Outlining the Review Process
• Start the meeting by explaining the purpose and agenda of the contract review
• Reassure the client that the meeting is intended to clarify all terms and answer any questions
Step 4: Go Through the Contract Section by Section
• Review the contract documents with the client, focusing on each section to confirm their understanding of key terms
• Highlight critical areas such as scope, payment terms, timeline, and contingencies
Step 5: Address Any Questions or Concerns from the Client
• Encourage the client to ask questions or express concerns as you go through each section
• Provide clear explanations or suggest revisions if needed to address their concerns
Step 6: Confirm Client Agreement on All Contract Terms
• Confirm with the client that they agree with all presented contract terms and conditions
• Document any final changes or notes based on the client’s feedback
Step 7: Prepare the Final Version of the Contract for Signature
• Prepare the final version of the contract with any agreed-upon revisions and updates
• Confirm with the client that the final version accurately reflects their expectations
Obtain client signatures on contract documents
Step 1: Arrange for Contract Signing with the Client
• Contact the client to arrange a convenient date and time for the contract signing, either in person or electronically
• Confirm the preferred method of signing, such as digital or physical signatures
Step 2: Provide Clear Instructions for Signing the Contract
• Provide the client with clear instructions on how to review and sign the contract documents
• If using an electronic signing platform, include step-by-step guidance for accessing and signing the documents
Step 3: Present the Final Contract to the Client for Signing
• Present the final contract to the client, ensuring all sections are complete and accurate
• Highlight any areas where the client needs to sign or initial
Step 4: Verify Client Identification and Authorization
• Verify the client’s identification and confirm that the person signing the contract has the necessary authorization
• Obtain any additional identification or documentation required for legal purposes
Step 5: Witness and Acknowledge the Client’s Signature
• Act as a witness to the client’s signature if required, and acknowledge the signing date and time
• Ensure that all required signatures, initials, and dates are completed correctly
Step 6: Review the Signed Contract for Completeness
• Review the signed contract to confirm that all necessary signatures and initials are in place
• Address any missing signatures or corrections immediately
Step 7: Thank the Client for Finalizing the Contract
• Thank the client for their time and cooperation in finalizing the contract
• Confirm the next steps in the project and any follow-up actions needed
Provide client with a copy of the signed contract
Step 1: Create Copies of the Signed Contract for the Client
• Create multiple copies of the signed contract for the client, ensuring all pages are clear and legible
• Include any attachments or additional documents that are part of the contract
Step 2: Prepare a Cover Letter for the Signed Contract
• Prepare a professional cover letter to accompany the signed contract copies, thanking the client and summarizing the key terms
• Include contact information for any follow-up questions or clarifications
Step 3: Deliver the Signed Contract Copies to the Client
• Deliver the signed contract copies to the client using their preferred method, such as email, postal service, or in-person delivery
• Confirm receipt of the contract copies with the client
Step 4: Confirm that the Client Has Received the Signed Contract
• Follow up with the client to confirm that they have received the signed contract copies in full
• Address any additional requests for copies or related documents if needed
Step 5: Store the Signed Contract Copies Securely
• Store the original and digital copies of the signed contract securely in your company’s records
• Ensure that access to the signed contracts is restricted to authorized personnel
Step 6: Notify Project Team of the Signed Contract and Project Start
• Inform the project team that the contract has been signed and the project is ready to commence
• Provide a summary of the key contract terms and conditions to the team
Step 7: Set Reminders for Contract-Related Follow-Up Actions
• Set reminders in your calendar or CRM for any follow-up actions related to the signed contract, such as payments or client meetings
• Communicate these reminders to the relevant team members
Record signed contract and update project status in CRM
Step 1: Log the Signed Contract Details in CRM
• Access the CRM system and log all key details of the signed contract, such as the signing date, contract value, and key terms
• Attach a digital copy of the signed contract to the CRM record for easy reference
Step 2: Update Project Status to Reflect Contract Finalization
• Update the project status in the CRM to indicate that the contract has been finalized and signed
• Change the project phase to reflect the transition from contract signing to project initiation
Step 3: Notify Relevant Team Members of Updated Project Status
• Send notifications to all relevant team members about the updated project status in the CRM
• Include key contract details, such as start date, milestones, and payment schedule
Step 4: Document Any Follow-Up Actions Related to the Contract
• Document any follow-up actions related to the signed contract, such as scheduling client meetings or setting up payment reminders
• Assign responsibilities to team members for these follow-up tasks
Step 5: Securely Store the Original Signed Contract
• Store the original signed contract in a secure physical or digital location, ensuring it is protected from unauthorized access
• Label and organize the contract documents for easy retrieval
Step 6: Back Up Digital Copies of the Signed Contract
• Create backups of the digital signed contract in the company’s cloud storage or server
• Verify that the digital copies are complete and accessible when needed
Step 7: Monitor Project Status and Contract Compliance in CRM
• Regularly monitor the project status and contract compliance in the CRM to ensure alignment with the agreed terms
• Set automated alerts or reminders for critical contract milestones or client obligations
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.