Bidding Workflow

Obtain the client's name contact information (phone number and email) and initial project details Confirm the source of the lead and record any pertinent referral details in the CRM

Draft a professional and friendly script or email template to introduce yourself and your company highlighting key services related to residential roof replacement

Ensure the message sets expectations for the initial communication

Check whether the client has a preferred contact method (phone call text or email) and adjust your communication approach accordingly

Make note of the client's preferred contact time if mentioned

Call or email the client using the prepared script or template Confirm that the client is interested in proceeding with an initial consultation or discovery meeting If leaving a voicemail state your name company and reason for calling clearly

If the client does not respond within 48 hours plan to follow up with another call or email

For follow-up use a slightly revised script or message expressing a willingness to answer any questions they might have

Update your CRM with the details of the attempted contact including the time date and method used

Make a note of any specific requests or concerns expressed by the client during the conversation

If the client confirms interest send an email summarizing the conversation including any agreed follow-up actions and the next steps for the project

Contact the GC via phone or email to suggest three potential dates and times for the meeting.

Ensure the proposed times are within normal business hours.

Wait for the GC's response and confirm a mutually convenient time.

If the initial suggestions don't work propose alternative dates.

Send a calendar invitation to the GC 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 discussion points such as project scope budget timeline and any specific requirements from the GC.

Share the agenda with the GC ahead of the meeting.

Collect any relevant materials or documents needed for the meeting (e.g. brochures past project examples note-taking tools).

Inform any 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 that the meeting room (if in-person) or virtual meeting setup is ready.

Update your CRM with the scheduled meeting details and any relevant notes.

Set reminders for the team members involved.

Review any preliminary information gathered about the client’s project requirements

Bring any necessary forms checklists or documents to the meeting

Introduce yourself and any team members present

Explain the purpose and structure of the meeting

Ask targeted questions to understand the client's needs preferences and project scope

Take detailed notes throughout the meeting

Allow the client to ask any questions they have regarding the project timeline materials or budget

Provide clear concise answers and take note of any special requests

Summarize the key points discussed and the next steps

Thank the client for their time and express enthusiasm for the project

Record meeting notes in your CRM and share them with relevant team members

Assign follow-up tasks as needed to address any questions or action items identified during the meeting

Send an email to the client summarizing the meeting discussion and agreed next steps

Include any requested documents or additional information

Review the client’s information recorded during the discovery meeting

Focus on the project scope, budget, and timeline details provided by the client

Evaluate whether the client’s project aligns with your company’s capabilities, resources, and experience

Consider whether your company can realistically meet the client’s requirements

Assess the client’s estimated budget against the projected costs for the project

Identify any gaps or areas of concern related to financial feasibility

Determine if the client’s preferred timeline aligns with your company’s current workload and availability

Consider potential scheduling conflicts or resource constraints

Identify any potential risks associated with the client’s project, such as budget limitations, tight timelines, or complex requirements

Document these risks for future reference

Based on the information gathered, decide whether to proceed with the client or decline the opportunity

If declining, prepare a courteous explanation for the client

If proceeding, communicate the decision to the client and outline the next steps

If declining, thank the client for their interest and provide a clear explanation

Log into your company's CRM system using your authorized credentials

Navigate to the section for creating a new client record

Select the appropriate project type Roof Replacement – Residential

Enter the client’s basic information including name contact details and project scope

Include additional notes gathered during initial contact or the discovery meeting

Double-check all entered information for accuracy

Cross-reference with any physical documents or email confirmations from the client

Save the client and project records in the CRM

Update the project status to In Progress or a similar status based on company policies

Inform relevant team members that the client information is now available in the CRM

Assign any necessary follow-up tasks or schedule internal meetings if needed

Set up reminders to regularly update the CRM with new client communications and project progress

Ensure that all team members have access to the most recent information

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

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

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

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

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

Send internal notifications to key team members about the scheduled site visit, including relevant details and agenda

Share any preparatory points or documents

Set automated reminders in your calendar and CRM for the site visit

Prepare and review documents, plans, and equipment required for the visit

Review the project details and any specific GC requirements documented in the CRM.

Gather necessary tools and equipment (e.g. measuring tape camera notepad safety gear).

Ensure you have the correct address and directions to the site.

Plan to arrive at least 15 minutes early to account for any unforeseen delays.

Greet the GC upon arrival and introduce any team members present.

Briefly review the agenda and purpose of the site visit with the GC.

Walk through the entire site with the GC to get an overall sense of the project area.

Take detailed notes and photographs of key areas and any existing conditions that might affect the project.

Evaluate the current state of the site including accessibility existing structures and any potential hazards.

Note any environmental factors (e.g. weather conditions soil type vegetation) that may impact the project.

Engage the GC in a detailed discussion about their specific needs and expectations for the project.

Clarify any uncertainties and ensure all GC requirements are thoroughly understood.

Identify any site-specific challenges that could impact the project (e.g. limited access utility lines zoning restrictions).

Discuss possible solutions or approaches to address these challenges with the GC.

Record all observations measurements and GC feedback in your notepad or digital device.

Ensure that all critical information is captured accurately and comprehensively.

Summarize the key findings from the site visit with the GC.

Discuss the next steps in the project process including any follow-up actions required.

Immediately after the visit update the CRM with all site visit notes photographs and any additional information gathered.

Share the documented findings with relevant team members and assign any follow-up tasks.

Ensure your camera or smartphone is fully charged.

Bring a notepad and pen or a digital device for taking notes.

Have a measuring tape or other measurement tools ready if needed.

Begin by taking wide-angle photos of the entire site to capture the overall context and layout.

Make sure to include significant landmarks or reference points in these photos.

Take detailed photos of specific areas that are crucial to the project (e.g. potential work zones existing structures access points).

Ensure these photos clearly show any relevant features or conditions.

Photograph any existing conditions that could affect the project (e.g. damage obstacles utilities).

Take multiple photos from different angles to provide a comprehensive view.

If measurements are needed take photos showing measurement tools in place for reference.

Record the measurements in your notes ensuring they are accurate and clear.

As you take photos write corresponding notes that describe what each photo depicts and why it is important.

Include observations about the condition dimensions and any relevant GC comments.

In your notes identify and label key features of the site referencing the corresponding photos.

Use clear and concise descriptions to avoid confusion later.

Review your notes and photos on-site to ensure you have captured all necessary details.

Check for any missed areas or important features that need additional documentation.

After the site visit organize your notes and photos in a logical order.

Label photos with corresponding notes for easy reference.

Upload all notes and photos to your CRM system ensuring they are correctly linked to the project record.

Share the documentation with relevant team members and highlight any critical observations or issues.

Review the client’s needs, preferences, and expectations from prior meetings or communications

Prepare a list of discussion points relevant to the site visit

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

Go through the project requirements, focusing on key areas or elements that are important to the client

Take notes on specific preferences or requests

Discuss the feasibility of the client’s requests based on the current site conditions

Highlight any potential challenges and suggest alternative solutions if needed

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

Summarize the discussion with the client, highlighting key takeaways and next steps

Confirm any action items or follow-up meetings needed

Document the client’s feedback, preferences, and any new requests in the CRM

Update the project records to reflect the latest client requirements

Invite the client to ask any initial questions they may have after the inspection Encourage them to express any specific concerns about the project

Answer each question thoroughly and ensure the client understands your responses Avoid technical jargon and use simple language when possible

Record any additional concerns raised by the client that were not previously identified

Add these to the project file for future reference

Ask the client if they have any remaining questions or if they need clarification on any points Reiterate key takeaways from the discussion

Send a brief written summary of the Q&A session to the client

Include links to any resources or documents that may help answer further questions

Ask the client if they feel comfortable with the information provided and address any last-minute concerns

Confirm next steps with the client

Update the client’s file with notes from the Q&A session and any follow-up actions required

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

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

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

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

Identify critical requirements or specifications mentioned in the bid documents

Highlight these key requirements in a summary document or checklist for easy reference

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

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

Collect all relevant bid documents from the GC including specifications requirements and any additional materials.

Carefully read through all provided documents to understand the project scope requirements and specifications.

Highlight key points and sections that need further attention.

Extract and list the critical project requirements such as materials timelines quality standards and specific deliverables.

Note any mandatory compliance and regulatory requirements.

Develop a comprehensive checklist based on the bid specifications and requirements.

Ensure the checklist includes all critical elements that must be addressed in your bid.

Evaluate the feasibility of meeting each requirement within the given timeframe and budget.

Identify any potential challenges or constraints and consider possible solutions.

Share the bid documents and checklist with relevant team members (e.g. project managers estimators subcontractors).

Gather input and feedback from the team to ensure all aspects are covered.

Assess the cost implications of meeting the bid requirements.

Calculate the estimated costs for materials labor equipment and other necessary resources.

Identify any risks associated with the bid specifications and requirements.

Develop mitigation strategies to address these risks effectively.

Compile a detailed report summarizing your analysis of the bid specifications and requirements.

Include the checklist feasibility assessment cost analysis and risk evaluation.

Review the analysis report with key stakeholders and decision-makers in your organization.

Obtain approval to proceed with the bid based on the thorough analysis conducted.

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

Identify individuals or roles likely responsible for approving the project or major decisions

Focus on stakeholders involved in finance, operations, or project management

Confirm key contacts and decision-makers with the client during follow-up communications

Document their contact details, roles, and responsibilities in your project records

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

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

Set up communication protocols and preferred contact methods for each stakeholder

Schedule regular check-ins or meetings with critical decision-makers as needed

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

Review all gathered project details including scope budget GC requirements and key stakeholders.

Ensure you have a clear understanding of the GC's expectations and the project's unique aspects.

Analyze current market conditions and trends related to the project.

Identify potential competitors and their strengths and weaknesses.

Establish clear objectives for the bid such as winning the contract maximizing profit or establishing a long-term relationship with the GC.

Ensure these objectives align with your company's strategic goals.

List all the deliverables required for the bid submission including technical proposals cost estimates timelines and compliance documents.

Ensure you understand all submission requirements and deadlines.

Assign responsibilities to team members for each aspect of the bid preparation.

Ensure that each task has a designated owner and sufficient resources for completion.

Prepare detailed cost estimates including materials labor equipment and overheads.

Include potential contingencies and ensure all estimates are realistic and competitive.

Outline all key milestones and deadlines for the bid preparation and submission.

Include internal review stages GC meetings and final submission dates.

Compile all the information into a comprehensive bid strategy document.

Include the project overview objectives key deliverables resource allocation cost estimates and timeline.

Conduct an internal review of the bid strategy document with key team members.

Revise the strategy based on feedback and ensure it meets all GC requirements and internal standards.

Share the final bid strategy and timeline with all relevant team members.

Ensure everyone understands their roles and responsibilities and is committed to meeting the deadlines.

Clearly outline the scope of the project including all tasks and deliverables.

Ensure the scope aligns with the GC's expectations and initial consultation details.

Prepare a rough estimate of the project costs including materials labor equipment and overheads.

Include potential contingencies and ensure the budget reflects realistic costs.

Create a preliminary project timeline that outlines key milestones and deadlines.

Ensure the timeline is feasible and aligns with the GC's required completion date.

List the key team members who will be involved in the project including their roles and responsibilities.

Highlight any relevant experience or expertise that adds value to the project.

Describe the approach and methodology that will be used to complete the project.

Include details on project management processes quality control measures and communication plans.

Emphasize the benefits and value your company brings to the project.

Include any unique selling points past successes or GC testimonials that support your proposal.

Gather any supporting documents such as preliminary drawings project plans or case studies.

Ensure these documents reinforce the information provided in the proposal.

Compile all the information into a preliminary project proposal document.

Ensure the document is well-organized professional and clearly communicates your understanding of the project.

Conduct an internal review of the proposal with key team members.

Revise the document based on feedback and ensure it is error-free and meets all GC requirements.

Prepare any additional materials needed for presenting the proposal to the GC such as visual aids or slide decks.

Ensure you are ready to address any questions or concerns the GC may have during the presentation.

Review all initial project information including scope GC requirements and any preliminary notes from consultations.

Ensure you have a clear understanding of the project's main components and objectives.

Break down the project into key components and tasks.

List all major activities materials and resources required for the project.

Collect up-to-date cost data for all materials needed for the project.

Consult with suppliers and subcontractors to get current pricing for labor and services.

Calculate the labor costs based on the number of hours required for each task and the hourly rates of your team members.

Include any additional labor-related expenses such as overtime or specialized skills.

Sum the costs of all materials required for the project.

Include potential contingencies for price fluctuations or unforeseen material needs.

Estimate the costs for any equipment rental or usage required for the project.

Include overhead costs such as project management administrative expenses and utilities.

Outline a rough timeline for the project identifying key milestones and deadlines.

Estimate the duration of each task and ensure the timeline aligns with GC expectations.

Identify potential risks that could impact project costs or timelines.

Include contingency amounts in your cost estimate to account for these uncertainties.

Combine all cost components (labor materials equipment overhead) into a total project cost estimate.

Ensure the estimate is presented clearly with all assumptions and contingencies noted.

Review the rough estimate with key team members to validate accuracy and completeness.

Make any necessary adjustments based on feedback and additional information.

Review the project scope and identify all the subcontracting and material needs.

Create a detailed list of services and materials that will require quotes.

Identify reputable subcontractors and suppliers who can provide the required services and materials.

Use industry contacts online directories and recommendations from colleagues to compile a list of potential vendors.

Check the credentials licenses and experience of the potential subcontractors and suppliers.

Look for reviews references and past project examples to ensure they meet your quality standards.

Draft a comprehensive RFQ document that includes detailed specifications quantities timelines and any special requirements.

Ensure the RFQ is clear and precise to avoid misunderstandings.

Reach out to the identified subcontractors and suppliers via email or phone.

Introduce yourself and your company explain the project and request their participation in the quoting process.

Send the RFQ document to the potential subcontractors and suppliers.

Include a deadline for submission and any additional instructions for the quoting process.

After a few days follow up with the vendors to confirm they received the RFQ and to address any questions they may have.

Reiterate the submission deadline and provide any necessary clarifications.

Maintain a log of all RFQs sent and track responses received.

Ensure all responses are recorded for easy reference.

Ensure all subcontractors and suppliers have submitted their quotes by the specified deadline.

Organize and compile all received quotes in a designated folder or system for easy access.

Check each quote to ensure it includes all requested information such as pricing terms and any specified requirements.

Contact vendors if any quotes are missing information or need clarification.

Create a comparison table to evaluate the quotes side by side.

Include key factors such as price delivery timelines quality of materials and terms of service.

Evaluate the quality and reliability of each subcontractor and supplier based on their past performance references and credentials.

Consider factors such as their experience reputation and ability to meet deadlines.

Look for any significant discrepancies between quotes and investigate the reasons behind them.

Ensure that all quotes are based on the same project specifications and requirements.

Consider the overall value for money each quote offers not just the lowest price.

Take into account the quality of materials workmanship and the vendor's reliability.

Share the quotes and your initial assessments with relevant team members.

Gather their input and feedback to ensure all perspectives are considered.

Summarize your findings and evaluations in a report.

Include the comparison table and any notes on quality reliability and value for money.

Identify which quotes are most favorable and prepare for any necessary negotiations.

Develop a strategy for negotiating better terms or pricing with the preferred vendors.

Based on the reviews and team consultations finalize your recommendations for which subcontractors and suppliers to engage.

Prepare to present your recommendations to the decision-makers for final approval.

Ensure all subcontractor and supplier quotes have been collected and reviewed.

Organize the quotes in a way that makes them easily accessible.

Align each quote with the corresponding components of the project.

Ensure each aspect of the project is covered by the received quotes.

Replace preliminary cost estimates with the actual quotes from subcontractors and suppliers.

Ensure all costs are updated accurately in the project estimate.

Include any necessary markups for overhead and profit.

Add contingencies to cover potential unforeseen costs.

Check the updated project estimate to ensure all figures add up correctly.

Review the totals to ensure they reflect the integrated quotes accurately.

Record all changes made to the project estimate based on the integrated quotes.

Ensure all updates are well-documented for transparency and future reference.

Share the updated project estimate with relevant team members for review.

Ensure there are no discrepancies or omissions before finalizing.

Once reviewed and confirmed finalize the project estimate.

Prepare it for inclusion in the overall project proposal.

Organize a meeting with key team members involved in the project.

Ensure all relevant participants are available and informed about the purpose of the meeting.

Send the preliminary proposal to all team members ahead of the meeting.

Allow sufficient time for them to review the document individually.

Highlight key sections of the proposal that require particular attention.

Prepare any supporting documents or data that may be needed during the review.

Begin the meeting by outlining the agenda and goals.

Go through the proposal section by section checking for accuracy in project scope cost estimates timelines and deliverables.

Encourage team members to point out any inaccuracies missing information or inconsistencies.

Take detailed notes on all identified issues for correction.

Collect feedback on the proposal's clarity comprehensiveness and alignment with project goals.

Note any suggestions for improvement or additional information needed.

Delegate specific tasks for correcting identified issues to appropriate team members.

Set deadlines for making the necessary revisions.

Carefully review the bid documents provided by the GC.

Identify all specified requirements standards and regulations that must be met.

Develop a checklist based on the bid requirements and applicable local regulations.

Include items such as required certifications documentation technical specifications and any other criteria specified in the bid documents.

Compare the completed proposal against the compliance checklist.

Ensure each item on the checklist is addressed in the proposal.

Check that all required documentation such as licenses certifications and insurance is included and up-to-date.

Ensure these documents meet the specific requirements outlined in the bid documents.

Review the technical specifications in the proposal to ensure they align with the bid requirements.

Confirm that all proposed solutions and materials meet the required standards.

Verify that the proposal complies with any relevant local state or federal regulations.

Ensure all necessary permits and legal requirements are addressed.

Note any discrepancies or areas where the proposal does not fully comply with the bid requirements.

Make necessary adjustments to address these issues.

Perform a final review of the proposal with key team members to ensure all compliance issues have been resolved.

Ensure the proposal is accurate complete and ready for submission.

Record the compliance verification process noting any changes made and confirming that all requirements have been met.

Keep this documentation for future reference.

Contact the client to confirm their availability for a proposal presentation meeting offering multiple date and time options

Send a confirmation email to the client including the agreed date time and meeting agenda

Organize and print copies of the preliminary proposal and any supporting documents

Prepare a presentation outline to guide the discussion with the client

Confirm the meeting location or virtual meeting setup

Test any necessary equipment or presentation software in advance

Hold a brief internal meeting to review key points of the proposal and client expectations

Assign roles for the meeting such as who will present and who will address specific questions

Send a reminder email to the client a day before the meeting

Include any pre-meeting instructions or documents the client should review

Record the scheduled meeting details in the project management system and assign follow-up tasks if necessary

Introduce yourself and any team members present at the meeting

Briefly explain the purpose of the meeting and the agenda

Present key sections of the proposal such as project scope timeline and estimated costs

Use clear language and avoid technical jargon where possible

Emphasize sections of the proposal that reflect the client’s unique requirements or preferences

Offer explanations or context for key decisions in the proposal

Allow the client to ask questions after each section of the presentation

Take notes on any areas of concern or additional requests

Discuss potential adjustments to the proposal based on the client’s feedback

Offer alternative solutions or approaches where needed

Confirm the next steps with the client including any follow-up meetings or proposal revisions

Set a tentative timeline for finalizing the proposal

Record the outcome of the meeting in your project management system

Include key points of discussion client feedback and agreed next steps

Review the project proposal and key discussion points with the internal team before meeting with the client

Confirm that all team members are prepared to address specific aspects of the scope, budget, and timeline

Schedule a meeting with the client to discuss the project scope, budget, and timeline in detail

Confirm the date, time, and location with the client, and send a calendar invitation

Begin the meeting with introductions, and review the meeting agenda with the client

Establish a professional tone and set clear expectations for the discussion

Present the detailed project scope to the client, highlighting the key deliverables, milestones, and critical activities

Use visuals or diagrams if needed to illustrate key aspects

Discuss the preliminary budget and provide a breakdown of key costs, including labor, materials, and any additional expenses

Emphasize any cost-saving measures or options available

Review and explain the proposed timeline, including key milestones and expected completion dates

Address any potential scheduling conflicts or risks identified during planning

Encourage the client to ask questions or provide feedback about the project scope, budget, or timeline

Take notes on any client concerns or requests for adjustments

Listen actively to the client’s feedback, noting their concerns, preferences, and questions

Show empathy and understanding for their perspective

Clarify and address any specific concerns raised by the client regarding the scope, budget, or timeline

Provide detailed explanations or solutions as needed

Discuss potential adjustments to the proposal based on the client’s feedback

Offer options or alternatives that align with the client’s goals and constraints

Confirm the client’s priorities and preferences for the project, such as specific materials, features, or completion deadlines

Take detailed notes to ensure accurate adjustments

Reiterate the next steps for refining the proposal, explaining any actions you will take to address the client’s feedback

Confirm the timeline for presenting the revised proposal

Thank the client for their input and reassure them that their feedback is valued

Confirm that all concerns and questions have been addressed to their satisfaction

Document the client’s feedback and any agreed-upon adjustments in the CRM

Update the project status to reflect the feedback and revision phase

Review the client’s feedback and meeting notes, focusing on the key adjustments requested

Confirm that all client concerns and preferences are clearly understood

Identify specific changes needed to the project scope, budget, timeline, or other proposal details

Determine how these changes impact the overall project plan

Revise the project scope and key deliverables based on the client’s feedback

Ensure that the revised scope aligns with the client’s expectations and priorities

Update the budget and cost estimates to reflect any changes made to the project scope, materials, or labor requirements

Confirm that the revised estimates remain within the client’s budget constraints

Adjust the project timeline and milestones as needed to accommodate any changes in scope or resources

Communicate any scheduling changes to the project team

Review the revised proposal for accuracy and completeness, ensuring that all changes are correctly implemented

Double-check calculations and timelines to avoid discrepancies

Prepare the revised proposal document, clearly highlighting the changes made based on the client’s feedback

Include a summary of adjustments for easy reference

Assess the feedback received during client discussions

Identify key areas where refinement is needed

Update key sections such as project scope budget and timeline based on the feedback

Ensure that changes are aligned with client expectations

Recalculate the budget and timeline if changes impact project costs or duration

Highlight any major deviations from the original proposal

Conduct an internal review with stakeholders to verify that all feedback has been addressed

Make final adjustments as needed

Summarize the refinements made to the proposal in a follow-up meeting or email

Highlight key changes and their implications

Ask for final confirmation or approval from the client on the refined proposal

Address any last-minute concerns or questions

Save the refined proposal in the project management system

Share the updated version with the client and internal team

Review the client’s requirements and project scope based on the information gathered during the discovery meeting and inspection

Confirm any specific client preferences or constraints

Determine the labor required to complete the project, considering the scope and complexity

Estimate the number of hours needed and the types of workers involved

Identify all materials required for the project, including roofing materials, underlayment, flashing, and safety equipment

Obtain current pricing from suppliers or the company’s material database

Account for additional costs such as permits, equipment rentals, disposal fees, and travel expenses

Consider contingencies for unforeseen expenses

Create a detailed breakdown of all estimated costs, including labor, materials, and additional expenses

Separate costs by categories for clarity and transparency

Review the detailed estimate for accuracy and completeness

Adjust the estimate based on current rates, potential discounts, or negotiated prices

Document the final estimate in the proposal, including the breakdown of costs

Ensure that the estimate aligns with the client’s budget and expectations

Examine the project scope deliverables and GC requirements.

Ensure you have a clear understanding of all tasks and milestones.

Break the project into key phases and milestones.

List all significant events deliverables and deadlines.

Detail all tasks required to complete each phase.

Identify dependencies between tasks and determine the sequence of activities.

Estimate the time required to complete each task.

Use past project data and team input to ensure accuracy.

Assign team members subcontractors and equipment to each task.

Ensure resources are available and properly allocated.

Create a draft timeline using project management software or tools.

Plot tasks durations and dependencies to visualize the project flow.

Share the draft timeline with the project team for feedback.

Adjust the timeline based on input and resolve any scheduling conflicts.

Add buffer time to account for potential delays or unforeseen issues.

Ensure the timeline remains realistic and achievable.

Review the finalized timeline with key stakeholders.

Ensure all parties agree on the schedule and responsibilities.

Document the comprehensive project timeline in a clear and accessible format.

Distribute the timeline to the GC and all relevant team members.

Collect all necessary documents including cost estimates project plans material lists and client correspondence

Ensure that each document is up-to-date and approved

Organize the proposal into clear sections such as project overview budget breakdown timeline and client-specific requirements

Label each section for easy navigation

Cross-check cost estimates to ensure consistency with project requirements and client preferences

Confirm that all calculations are accurate

Develop a table of contents to provide a quick overview of the proposal sections

Include page numbers and hyperlinks for digital documents

Conduct a final review of the compiled proposal documents for accuracy and completeness

Verify that all necessary materials such as sample images or product brochures are included

Submit the compiled proposal to relevant stakeholders or supervisors for final approval

Address any additional comments or changes

Save the proposal documents in a secure location such as a project management system or cloud storage

Ensure that only authorized personnel have access

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

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

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

Share the proposed alternatives with key internal stakeholders for their feedback and approval

Address any concerns or additional suggestions raised by team members

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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