Project Award Workflow
Welcome to the Project Award Workflow SOP Template Library for New Construction Residential 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 GC to confirm receipt of the bid package
Step 1: Prepare Follow-Up Message
• Draft a professional email or prepare a phone script to confirm the GC has received the bid package
• Include a polite request for confirmation and offer to address any immediate questions
Step 2: Contact the GC
• Send the follow-up email or make the phone call to the GC
• Ensure you are contacting the correct person who handles bid submissions
Step 3: Request Confirmation
• Ask the GC to confirm receipt of the bid package
• Politely request a response to ensure they have all necessary documents
Step 4: Offer Assistance
• Offer to provide additional information or clarify any parts of the bid package if needed
• Let the GC know you are available for any immediate questions or concerns
Step 5: Document the Follow-Up
• Record the follow-up attempt in your CRM system
• Note the date time and method of contact as well as any GC responses
Step 6: Set Reminders for Further Follow-Up
• If no response is received set a reminder to follow up again within a few days
• Ensure that the follow-up process continues until confirmation is obtained
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 (if applicable)
Step 1: Prepare for the Meeting
• Review the bid package and any relevant documents before the meeting
• Prepare key points and potential clarifications to address during the discussion
Step 2: Bring Necessary Materials
• Ensure you have all necessary materials for the meeting including copies of the bid package supporting documents and any visual aids
• Bring note-taking tools to record important points discussed
Step 3: Arrive Early
• If the meeting is in-person arrive at the meeting location at least 10-15 minutes early to set up and prepare
• If the meeting is virtual log in to the online meeting platform a few minutes early to test your connection and ensure everything is working properly
Step 4: Introduce Yourself and Team Members
• Begin the meeting by introducing yourself and any team members present
• Briefly outline the agenda and objectives of the meeting
Step 5: Present Key Points of the Bid
• Walk the GC through the key points of the bid including project scope cost estimates timeline and any unique aspects of your proposal
• Use visual aids if necessary to enhance understanding
Step 6: Address GC Questions and Concerns
• Encourage the GC to ask questions and express any concerns they have about the bid
• Provide clear and concise answers and refer to specific sections of the bid package as needed
Step 7: Clarify Any Ambiguities
• Identify and clarify any ambiguities or misunderstandings in the bid package
• Ensure the GC fully understands all aspects of your proposal
Step 8: Take Detailed Notes
• Record important points discussed GC feedback and any agreed-upon follow-up actions
• Ensure all key details are captured accurately
Step 9: Summarize the Discussion
• Summarize the main points discussed and any decisions made during the meeting
• Confirm the next steps and any follow-up actions required
Step 10: Follow Up After the Meeting
• Send a follow-up email to the GC summarizing the key points and next steps
• Ensure any agreed-upon follow-up actions are documented and assigned to the relevant team members
Receive subcontract from the GC
Step 1: Confirm Delivery Method
• Verify the method by which the GC will send the subcontract (eg email mail courier service)
• Ensure you are prepared to receive it through the specified method
Step 2: Acknowledge Receipt
• Once the subcontract is received acknowledge receipt promptly
• Send a confirmation email or call the GC to confirm that you have received the document
Step 3: Initial Review
• Perform a quick initial review of the subcontract to ensure all pages and attachments are included
• Check for any immediate discrepancies or missing information
Step 4: Distribute to Relevant Team Members
• Share the subcontract with relevant team members (eg project manager legal team) for their initial input
• Ensure everyone understands the importance of reviewing the document promptly
Step 5: Schedule Detailed Review Meeting
• Organize a meeting with the relevant team members to conduct a detailed review of the subcontract
• Set a date and time that allows sufficient time for thorough preparation
Step 6: Prepare for Detailed Review
• Gather any necessary documents and previous communications with the GC that may be relevant to the subcontract review
• Ensure you have access to all information needed for an informed review
Step 7: Conduct Detailed Review
• During the review meeting go through the subcontract in detail
• Check for compliance with agreed terms project scope timelines and payment schedules
Step 8: Identify Issues and Concerns
• Note any issues concerns or discrepancies identified during the detailed review
• Document these points clearly for discussion with the GC
Step 9: Prepare Feedback for GC
• Compile all identified issues and concerns into a structured feedback document
• Ensure the feedback is clear concise and professional
Negotiate and finalize subcontract terms addressing any of the GC's questions or concerns
Step 1: Review Subcontract and Feedback
• Review the subcontract document and any initial feedback or concerns identified during the detailed review
• Ensure you have a clear understanding of the key points that need to be negotiated
Step 2: Prepare for Negotiation
• Gather any relevant documents previous agreements and data that will support your position during the negotiation
• Prepare a list of points to address including proposed changes clarifications and justifications
Step 3: Schedule Negotiation Meeting
• Contact the GC to schedule a meeting to discuss the subcontract terms
• Propose several dates and times to accommodate both parties schedules
Step 4: Conduct the Negotiation Meeting
• Begin the meeting by summarizing the purpose and agenda
• Present your feedback and proposed changes to the subcontract ensuring you address each point clearly and professionally
Step 5: Listen to the GC's Concerns
• Allow the GC to express their questions concerns and feedback
• Listen actively and take notes to ensure all their points are addressed
Step 6: Discuss and Resolve Issues
• Engage in a constructive dialogue to resolve each issue
• Be prepared to provide explanations offer compromises and find mutually acceptable solutions
Step 7: Document Agreed Changes
• As agreements are reached document the changes clearly
• Ensure both parties have a shared understanding of the revised terms
Step 8: Prepare Revised Subcontract
• Update the subcontract document to include all agreed-upon changes
• Ensure the document is accurate and error-free
Step 9: Send Revised Subcontract to GC
• Send the revised subcontract to the GC for their review and countersignature
• Include a summary of the changes and request confirmation of receipt
Sign and return the negotiated subcontract to GC for countersignature
Step 1: Review the Final Subcontract
• Carefully review the final negotiated subcontract to ensure all agreed-upon changes are accurately reflected
• Verify that all terms and conditions are correct and complete
Step 2: Obtain Internal Approvals
• Seek necessary internal approvals from relevant stakeholders or department heads
• Ensure all parties agree with the final terms before proceeding
Step 3: Prepare for Signature
• Ensure the authorized signatory is available to sign the subcontract
• Prepare any required supporting documents that need to accompany the signed subcontract
Step 4: Sign the Subcontract
• Have the authorized signatory sign the subcontract in all required places
• Use an ink signature or a verified electronic signature as per the GCs requirements
Step 5: Make Copies for Records
• Create copies of the signed subcontract for your records
• Ensure both physical and digital copies are stored securely
Step 6: Prepare Transmittal Document
• Draft a transmittal document or cover letter to accompany the signed subcontract
• Include a brief message summarizing the document and requesting the GCs countersignature
Step 7: Send the Subcontract to GC
• Send the signed subcontract and the transmittal document to the GC
• Use the agreed-upon delivery method such as email courier or postal service
Step 8: Confirm Receipt
• Follow up with the GC to confirm they have received the signed subcontract
• Request an estimated timeline for their countersignature
Step 9: Document the Process
• Record the submission details in your CRM system
• Include the date method of delivery and any relevant correspondence
Receive fully executed subcontract from GC
Step 1: Confirm Delivery Method
• Verify the method by which the GC will send the fully executed subcontract (eg email courier service mail)
• Ensure you are prepared to receive it through the specified method
Step 2: Acknowledge Receipt
• Upon receiving the fully executed subcontract acknowledge receipt promptly
• Send a confirmation email or call the GC to confirm that you have received the document
Step 3: Initial Review
• Perform a quick initial review of the fully executed subcontract to ensure all signatures are present and all pages are included
• Check for any immediate discrepancies or missing information
Step 4: Distribute to Relevant Team Members
• Share the fully executed subcontract with relevant team members (eg project manager legal team)
• Ensure everyone involved in the project is informed that the subcontract has been fully executed
Step 5: Store Securely
• Store the fully executed subcontract in a secure location both physically and digitally
• Ensure it is easily accessible for future reference
Step 6: Update Internal Records
• Update your internal records to reflect the receipt of the fully executed subcontract
• Include details such as the date of receipt and any important notes
Step 7: Review for Compliance
• Conduct a detailed review to ensure that the fully executed subcontract complies with all agreed-upon terms
• Verify that there are no discrepancies between the negotiated terms and the final document
Step 8: Document the Process
• Record the receipt and review of the fully executed subcontract in your CRM system
• Include any relevant notes or correspondence with the GC
Notify key stakeholders of fully executed subcontract
Step 1: Identify Key Stakeholders
• List all key stakeholders who need to be informed about the fully executed subcontract
• Include internal team members department heads and any relevant external parties
Step 2: Prepare Notification Message
• Draft a clear and concise notification message
• Include important details such as the project name subcontract execution date and key terms
Step 3: Distribute Notification
• Send the notification message via email or your preferred communication platform
• Ensure all identified stakeholders receive the information promptly
Step 4: Provide Access to the Document
• Attach a copy of the fully executed subcontract to the notification message
• Alternatively provide a secure link to access the document in your document management system
Step 5: Confirm Receipt
• Request confirmation from key stakeholders that they have received and reviewed the subcontract
• Follow up with anyone who has not acknowledged receipt
Step 6: Update Internal Systems
• Record the notification in your CRM or project management system
• Ensure the document is tagged and accessible to all necessary parties
Step 7: Schedule Follow-Up Meeting (if needed)
• If necessary schedule a follow-up meeting to discuss the subcontract details with key stakeholders
• Ensure everyone is clear on their responsibilities and any next steps
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