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Proposal Management Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Estimators, Business Development, Project Managers

Purpose​

Establish procedures for preparing, tracking, and managing construction proposals to improve win rates and client communication.

Proposal Types​

Formal Bid:​

  • Public bid opening
  • Sealed bid
  • Strict requirements
  • Price-focused

Negotiated Proposal:​

  • Private client
  • May include interview
  • Qualifications + price
  • Relationship-based

Design-Build Proposal:​

  • Design + construction
  • Conceptual scope
  • Often competitive
  • Includes design team

Proposal Preparation​

Information Gathering:​

Before Writing:

  • RFP/bid documents reviewed
  • Site visited
  • Questions submitted/answered
  • Scope clearly understood
  • Requirements identified
  • Decision criteria known

Proposal Outline:​

Standard Sections:

  1. Cover Letter

    • Personal touch
    • Key differentiators
    • Commitment statement

  2. Executive Summary

    • Project understanding
    • Approach highlights
    • Value proposition

  3. Company Qualifications

    • Experience
    • Capabilities
    • Financial strength

  4. Relevant Experience

    • Similar projects
    • References
    • Success stories

  5. Project Team

    • Key personnel
    • Organizational chart
    • Resumes

  6. Project Approach

    • Means and methods
    • Schedule approach
    • Quality plan
    • Safety plan

  7. Schedule

    • Summary schedule
    • Key milestones
    • Phasing (if applicable)

  8. Pricing

    • Base bid
    • Alternates
    • Allowances
    • Qualifications

  9. Appendices

    • Licenses
    • Insurance certificates
    • Bonding letter
    • References

Win Themes​

Develop Key Messages:​

Answer: Why should they choose us?

Common Themes:

  • Experience with this project type
  • Relationship/reputation
  • Local presence/commitment
  • Team expertise
  • Value engineering capabilities
  • Safety record
  • Financial stability
  • Technology/innovation

Weave Throughout:​

Don't just state themes—prove them with examples.

Proposal Checklist​

================================================================
            PROPOSAL CHECKLIST
================================================================

Project: ___________________________________________________

Client: ____________________________________________________

Due Date: ________________  Time: ____________

Delivery: ☐ Electronic  ☐ Hard Copy  ☐ Both

================================================================

REQUIREMENTS:
☐ All RFP requirements identified
☐ Page limits understood
☐ Format requirements met
☐ Required forms included

CONTENT:
☐ Cover letter (personalized)
☐ Executive summary
☐ Company qualifications
☐ Relevant experience (X projects)
☐ Project team/org chart
☐ Resumes
☐ Project approach
☐ Schedule
☐ Pricing (in required format)
☐ Qualifications/exclusions clear
☐ Win themes throughout

ATTACHMENTS:
☐ Contractor's license
☐ Insurance certificates
☐ Bonding letter
☐ References
☐ Safety program/EMR
☐ Required forms signed

REVIEW:
☐ Technical review complete
☐ Executive review complete
☐ Pricing verified
☐ Proofread for errors
☐ Compliance check

SUBMISSION:
☐ Copies made (if hard copy)
☐ Delivery arranged
☐ Confirmation obtained

================================================================

Submitted By: _____________________  Date/Time: _____________

================================================================

Proposal Tracking​

Track in CRM:​

For Each Proposal:

  • Proposal number
  • Client/project
  • Value
  • Date submitted
  • Status
  • Expected decision date
  • Actual result

Status Stages:​

StatusDefinition
DraftingIn preparation
ReviewInternal review
SubmittedDelivered to client
ShortlistedMade the cut
InterviewScheduled/completed
PendingAwaiting decision
WonContract awarded
LostNot selected

Software Integration:​

CRM.Construction:

  • Proposal tracking
  • Document storage
  • Status updates
  • Decision date reminders
  • Win/loss recording
  • Analytics

Post-Submission​

Follow-Up Protocol:​

Day 1: Confirm receipt Week 1: Check for questions As needed: Respond to clarifications Decision date: Follow up on status Post-decision: Win/loss debrief

If Questions/Clarifications:​

  • Respond promptly
  • Be thorough but concise
  • Document all communication
  • Update proposal if needed

Interview Preparation​

If Shortlisted:​

Preparation:

  • Review original proposal
  • Research client/project further
  • Prepare presentation
  • Anticipate questions
  • Practice with team

Presentation Tips:

  • Lead with their needs, not your qualifications
  • Show project understanding
  • Highlight differentiators
  • Demonstrate team chemistry
  • Be authentic

Team Selection:

  • Include actual project team
  • Limit to required attendees
  • Balance experience and energy

Win/Loss Analysis​

When You Win:​

Document:

  • What made us competitive?
  • Client feedback
  • Winning price vs. budget
  • Lessons for future

When You Lose:​

Seek Debrief:

  • Request call with client
  • Ask for candid feedback
  • Learn what would have won

Document:

  • Winning competitor
  • Winning price
  • Decision factors
  • Improvement opportunities

Proposal Library​

Maintain Reusable Content:​

ContentUpdate Frequency
Company boilerplateAnnually
Project descriptionsAfter each project
ResumesAnnually
Safety programAnnually
Insurance/bondingAs renewed
ReferencesQuarterly

Benefits:​

  • Faster proposal preparation
  • Consistent quality
  • Updated information
  • Best content reused
  • Go/No-Go Process
  • Lead Management
  • Estimating Standards
  • Bid Submission

Software Integration​

CRM.Construction:

  • Proposal pipeline
  • Document management
  • Status tracking
  • Client communication log
  • Win/loss analytics

Template provided by support.construction. Strong proposals win work.