Project Award Workflow

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.

Step 1: Determine the Need for a Meeting

• Evaluate whether a post-submission meeting is necessary based on the GC’s 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 GC’s response and confirm a mutually convenient time.
• If the initial suggestions don’t work, propose alternative dates.

Step 4: Send Confirmation

• Send a calendar invitation to the GC’s 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 GC’s 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.

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.

Step 11: Update CRM System

• Update your CRM system with detailed notes from the meeting, including GC feedback and any next steps.
• Set reminders for any follow-up tasks.

Step 1: Confirm Delivery Method

• Verify the method by which the GC will send the subcontract (e.g., 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 (e.g., 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.

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.

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 GC’s 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 GC’s 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.

Step 1: Confirm Delivery Method

• Verify the method by which the GC will send the fully executed subcontract (e.g., 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 (e.g., 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.

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.

Step 1: Navigate to the Projects page

Click on Projects on the main side navigation bar.

Step 2: Select the appropriate project from the Projects list

Step 3: Click on Project Info

Project info is located under the Project name on the individual Project page.

Step 4: Edit the Project info

Step 5: Enter the corresponding Contract Signature Date

Step 6: Save the Site Mobilization Date

In the top right corner of the Project info window, click Save.