Purpose
Review and process potential bidder information sent by Alec for upcoming projects. When Alec provides new contact details, add them immediately to the designated Contact List in the Dropbox folder so all potential bidders are documented, updated, and accessible for future bidding.
1. Receive vendor contact list
Alec sends the vendor contact list via email. Review for completeness.
2. Update shared Bid List (Dropbox)
Open the shared Dropbox Bid List file. Add new vendor details:
Company name
- Contact person
- Email address
- Phone number
- Trade/category (if applicable)
- Notes
Ensure: no duplicates; consistent formatting; correct categorization.
Purpose: seamless vendor contact tracing for future and ongoing project bids.
3. Maintain vendor database integrity
Regularly review for duplicates, missing information, and formatting inconsistencies. Update when new information becomes available.
4. Monitor potential project to bid
When Alec emails a Potential Project to Bid, review: project name; scope of work; bid deadlines; required vendor proposals. Record relevant project details in the tracking sheet if applicable.
5. Proposal monitoring
For each potential project:
Identify relevant vendors from the Bid List.
- Monitor proposal submission deadlines, vendor response status, and required documentation.
- Update tracking notes: vendors contacted; proposal status; follow-ups needed.
6. Follow-up and coordination (if required)
Ensure vendor contact details are accessible. Assist organizing communication if instructed. Flag approaching deadlines to Alec when necessary.
Related: [ConstructConnect – Open Project & Bidding Opportunity](https://help.alliedassistco.com/allied/constructconnect-open-project-bidding-opportunity).
Source: SweetProcess DOCX export (Drive pack). Migrated to Eniston category Allied. Do not treat as dual source of truth with SweetProcess.