Project Award Workflow

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

Send the follow-up email or make the phone call to the GC

Ensure you are contacting the correct person who handles bid submissions

Ask the GC to confirm receipt of the bid package

Politely request a response to ensure they have all necessary documents

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

Record the follow-up attempt in your CRM system

Note the date time and method of contact as well as any GC responses

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

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

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

Wait for the GCs response and confirm a mutually convenient time

If the initial suggestions dont work propose alternative dates

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

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

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

Inform any internal team members who need to attend the meeting

Brief them on their roles and the key points to discuss

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

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

Record the scheduled meeting details in your CRM system

Set reminders for the meeting and any follow-up tasks

Review the bid package and any relevant documents before the meeting

Prepare key points and potential clarifications to address during the discussion

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

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

Begin the meeting by introducing yourself and any team members present

Briefly outline the agenda and objectives of the meeting

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

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

Identify and clarify any ambiguities or misunderstandings in the bid package

Ensure the GC fully understands all aspects of your proposal

Record important points discussed GC feedback and any agreed-upon follow-up actions

Ensure all key details are captured accurately

Summarize the main points discussed and any decisions made during the meeting

Confirm the next steps and any follow-up actions required

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

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

Once the subcontract is received acknowledge receipt promptly

Send a confirmation email or call the GC to confirm that you have received the document

Perform a quick initial review of the subcontract to ensure all pages and attachments are included

Check for any immediate discrepancies or missing information

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

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

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

During the review meeting go through the subcontract in detail

Check for compliance with agreed terms project scope timelines and payment schedules

Note any issues concerns or discrepancies identified during the detailed review

Document these points clearly for discussion with the GC

Compile all identified issues and concerns into a structured feedback document

Ensure the feedback is clear concise and professional

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

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

Contact the GC to schedule a meeting to discuss the subcontract terms

Propose several dates and times to accommodate both parties schedules

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

Allow the GC to express their questions concerns and feedback

Listen actively and take notes to ensure all their points are addressed

Engage in a constructive dialogue to resolve each issue

Be prepared to provide explanations offer compromises and find mutually acceptable solutions

As agreements are reached document the changes clearly

Ensure both parties have a shared understanding of the revised terms

Update the subcontract document to include all agreed-upon changes

Ensure the document is accurate and error-free

Send the revised subcontract to the GC for their review and countersignature

Include a summary of the changes and request confirmation of receipt

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

Seek necessary internal approvals from relevant stakeholders or department heads

Ensure all parties agree with the final terms before proceeding

Ensure the authorized signatory is available to sign the subcontract

Prepare any required supporting documents that need to accompany the signed 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

Create copies of the signed subcontract for your records

Ensure both physical and digital copies are stored securely

Draft a transmittal document or cover letter to accompany the signed subcontract

Include a brief message summarizing the document and requesting the GCs countersignature

Send the signed subcontract and the transmittal document to the GC

Use the agreed-upon delivery method such as email courier or postal service

Follow up with the GC to confirm they have received the signed subcontract

Request an estimated timeline for their countersignature

Record the submission details in your CRM system

Include the date method of delivery and any relevant correspondence

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

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

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

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

Store the fully executed subcontract in a secure location both physically and digitally

Ensure it is easily accessible for future reference

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

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

Record the receipt and review of the fully executed subcontract in your CRM system

Include any relevant notes or correspondence with the GC

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

Draft a clear and concise notification message

Include important details such as the project name subcontract execution date and key terms

Send the notification message via email or your preferred communication platform

Ensure all identified stakeholders receive the information promptly

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

Request confirmation from key stakeholders that they have received and reviewed the subcontract

Follow up with anyone who has not acknowledged receipt

Record the notification in your CRM or project management system

Ensure the document is tagged and accessible to all necessary parties

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