Here's the uncomfortable truth: winning the bid is just the beginning. How you handle the transition from award to construction start determines whether your project runs smoothly or becomes a change order nightmare.

You've selected your contractor, made the award, and everyone's celebrating. But experienced project managers know the real work is just starting. The next 30 days will set the tone for the entire construction process—get it right, and you'll have a smooth project. Get it wrong, and you'll spend months fixing problems that could have been prevented.

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Contract Finalization Strategy

Lock Down the Details

Don't assume your awarded contractor will perform exactly what they bid. Get everything in writing before breaking ground.

Contract Must-Haves:

• Scope clarifications from bid analysis discussions
• Allowance specifications (exactly what's included)
• Schedule milestones with specific completion dates
• Change order procedures and pricing methodology
• Payment terms and lien waiver requirements

The Scope Clarification Reality: Remember those scope gaps you identified during bid analysis? Now's when you document exactly what's included and what's not. Don't rely on verbal agreements—they become disputes later.

Pro Tip: Use the same platform that organized your bidding process to track contract terms and requirements. Continuity matters when details get questioned months later.

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The Pre-Construction Meeting

Set Expectations Early

This isn't just a courtesy meeting—it's where you establish the working relationship and communication protocols for the entire project.

Essential Attendees:

• Owner/developer (decision maker)
• Project manager and key team members
• General contractor PM and superintendent
• Architect
• Engineers 
• Key subcontractors (major trades)

Meeting Agenda That Matters:

• Project goals and success criteria
• Communication protocols (who talks to whom, when)
• Schedule review and critical milestones
• Quality standards and inspection procedures
• Safety requirements and site protocols
• Change order process and approval authority

Documentation Follow-Up: Send meeting minutes within 48 hours with clear action items and responsible parties. This becomes your reference document when coordination issues arise.

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Schedule Coordination

Turn Bid Schedules Into Reality

Contractors often submit optimistic schedules to win bids. Now's when you validate whether their timeline is actually achievable.

Schedule Reality Check:

• Permit timeline realistic for your jurisdiction?
• Material lead times accurate for current market conditions?
• Trade coordination properly sequenced?
• Weather contingencies built into exterior work?
• Owner decisions scheduled with adequate review time?

Critical Path Management:

• Identify bottlenecks that could delay the entire project
• Plan for long-lead items (elevators, specialty equipment)
• Coordinate owner-furnished equipment delivery
• Build buffer time for permit and inspection delays

The Platform Advantage: Modern project management tools can integrate bidding data with construction schedules, making it easier to track whether reality matches the bid assumptions.

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Subcontractor Coordination

Validate the Team

The GC you selected might not be using the same subcontractors they listed in their bid. Verify the team before work starts.

Subcontractor Verification:

• Confirm participation of listed major trade contractors
• Review substitutions if changes have been made
• Validate insurance and licensing for all trades
• Check recent performance on similar projects

Trade Coordination Meeting:

• Schedule overlap discussion between trades
• Material delivery coordination and staging
• Quality standards review with each trade
• Safety protocols and site requirements

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Permit and Approval Management

Don't Let Permits Derail Your Start

Permit delays are project killers. Take control of the process instead of hoping for the best.

Permit Strategy:

• Verify application completeness before submission
• Track approval status with regular jurisdiction check-ins
• Plan for corrections and resubmission time (sometimes weeks or even months)
• Coordinate inspections with construction schedule

Owner vs. Contractor Permits:

• Who's responsible for each permit type?
• What happens if permits are delayed?
• How are costs handled for permit-related changes?

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Early Issue Resolution

Address Problems Before They Become Expensive

The first month of construction reveals whether your bidding process was successful or if problems were hidden in low bids.

Early Warning Signs:

• Subcontractor substitutions without notification
• Material changes from specified products
• Schedule slippage in first month
• Communication problems with project team
• Quality issues in early work

Response Protocol:

• Document issues immediately with photos and written records
• Meet with contractor within 48 hours to discuss solutions
• Establish corrective action timeline and monitoring
• Escalate to bonding company if serious performance issues emerge

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Change Order Prevention

Avoid Scope Creep From Day One

Most change orders are preventable with good upfront communication and clear scope definition.

Prevention Strategies:

• Review allowances with actual product selections before ordering
• Clarify grey areas from original specifications
• Establish owner decision timeline for selections
• Document field conditions that differ from drawings

When Changes Are Legitimate:

• Get pricing before authorizing work
• Compare costs to original bid methodology
• Document necessity and approval authority
• Track cumulative impact on budget and schedule

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Quality Control Setup

Establish Standards Early

Don't wait for problems to establish quality expectations. Set standards during the first week of work.

Quality Program Elements:

• Inspection checkpoints at critical milestones
• Material approval process for key components
• Workmanship standards with specific examples
• Correction procedures for deficient work

Documentation System:

• Photo documentation of work progress
• Daily reports from key personnel
• Inspection records and test results
• Issue tracking and resolution logs

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Communication Protocols

Keep Everyone Aligned

Good communication prevents most construction problems. Establish protocols early and stick to them.

Regular Meeting Schedule:

• Weekly progress meetings with full team
• Monthly owner updates with financial reporting
• Trade coordination meetings as needed
• Issue resolution meetings within 24 hours of problems

Documentation Standards:

• Meeting minutes distributed within 48 hours
• Daily reports from contractor and owner representatives
• Photo progress documentation daily
• Issue logs updated in real-time

The Technology Factor: Platforms that managed your bidding process can continue coordinating communication and documentation during construction, maintaining continuity from award through completion.

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Setting Up Long-Term Success

Think Beyond Substantial Completion

Great projects don't just finish on time and budget—they create relationships for future work and references for your next project.

Relationship Building:

• Regular feedback to contractor on performance
• Recognition for good work and problem-solving
• Lessons learned discussion for process improvement
• Future opportunity communication if performance is strong

Project Documentation:

• As-built drawings and documentation requirements
• Warranty procedures and contact information
• Operations manuals and training for owner staff
• Project closeout checklist and final inspections

The post-award period determines whether your careful bidding process pays off with a successful project. Invest the time to get these fundamentals right, and you'll avoid most of the problems that derail construction projects.

The Integration Advantage: The best outcomes happen when your bidding platform seamlessly transitions into project management tools, maintaining all the relationships, requirements, and documentation you built during procurement.

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This completes our 8-part series on construction bidding. From understanding contract types to post-award success, you now have the framework for running professional bidding processes that attract good contractors and deliver successful projects.

Ready to put it all together with a platform that handles everything from RFPs to project completion? See how integrated bid management and project coordination work at outbidd.com

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P.S. - Congratulations on making it through all 8 parts. You're now better prepared for construction bidding than 90% of project managers.