Project Award Workflow

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Contact the client to propose multiple date and time options for the follow-up meeting

Ensure that the proposed times align with your team’s availability

Confirm the meeting date time and location (or virtual link) with the client

Send a calendar invite and email confirmation with meeting details

Prepare copies of the detailed proposal and any supporting documents

Create a brief presentation outline to guide the discussion with the client

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

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 client’s key concerns

Introduce yourself and any other team members present at the meeting

Briefly restate the purpose of the meeting and outline the agenda

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

Break down the cost estimates for each section of the proposal

Highlight any major cost items or unique pricing considerations

Open the floor for discussion on potential adjustments or additional client requests

Take detailed notes on the client’s feedback

Allow the client to ask questions at the end of each section

Provide clear and concise answers to address their concerns

Recap the main points of the proposal and any agreed-upon changes

Confirm the next steps and follow-up actions with the client

Meet with your internal team to review the proposed contract terms including scope pricing and timeline

Identify key areas for negotiation flexibility

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

Develop a negotiation strategy focusing on client priorities and potential compromises

Outline acceptable negotiation limits for each key term

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

Allow the client to present their counterproposals or requests for changes

Take notes on their feedback and document areas of agreement

Finalize the negotiation by confirming agreed changes to contract terms

Document the agreed terms and set a timeline for contract finalization

Conduct a final review of the revised contract with your internal team

Confirm that all agreed changes have been accurately incorporated

Schedule a meeting or call with the client to review any remaining questions or concerns

Confirm the meeting details and agenda with the client

Invite the client to express any final questions or concerns

Address each question or concern individually

Use clear language and avoid technical jargon where possible

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

Record the client’s final questions and any decisions made in your project management system

Confirm that the client feels satisfied and comfortable with moving forward

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

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

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

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

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

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

Follow up with the client to ensure they understand all terms

Schedule a meeting with the client to review the contract documents

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

Clearly explain important clauses such as payment terms and warranty conditions

Use simple language to clarify any complex legal terms

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

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

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

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

Prepare signature pages for the contract verifying all documents are included

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

Verify that all designated company representatives have signed the contract

Confirm with the client that the signing process is complete

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

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

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

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

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

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

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

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

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

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

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