How can I mark a project as "not scored" and thank my subcontractors?

What will you find in this article?

• Adjusting project status: How to set a project to 'not scored'.

• Selecting subcontractors: Filtering the right partners for a thank-you message.

• Drafting a thank-you message: Using templates and selecting the winning party.

• Collaboration in the supply chain: How the winning general contractor can benefit from your submission.

Summary

When a project is canceled, update the status in the project details. Then select all subcontractors who submitted a proposal to send them a thank-you message. You can indicate which general contractor won the project, so subcontractors have the opportunity to submit their proposal there.

Prerequisites and Target Audience

This article is intended for buyers and project planners who want to keep their project administration up to date and maintain relationships with subcontractors by providing timely feedback.

Marking a project as "not awarded"

The first step is to process the tender results administratively.

1. Navigate to the Project Details of the relevant project.

2. Under Status, change the setting to 'Not scored'.

3. A pop-up will appear asking if you want to close the phase. Confirm this to make the status final. 

Filter and thank subcontractors

Once the project is marked as 'Not scored', inform the specialists who prepared the calculations for you.

1. Go to the Communication overview.

2. Use the filter option to select all subcontractors with a Proposal.

3. Click the Compose Message button (1) and select Thank You Message (2).

Specify the winning general contractor

You can assist your partners by informing them which lead contractor they still have a chance of winning the contract with.

1. In the pop-up window, select the winning general contractor.

   • Note: This feature is only available for general contractors who also use 12Build.

2. Indicate whether the subcontractors may also submit their proposals to this party.

3. If you prefer not to share this information, leave the fields blank and click OK. 

Send the thank-you message

Use the standard functionality to quickly inform everyone.

1. In the text screen, click the Templates box.

2. Select the desired template for a thank-you message.

3. Edit the text if necessary and click Send in the top-right corner. 

What happens for the subcontractor and the winning party?

Notifying the winning general contractor triggers a unique process in 12Build:

• The winning general contractor receives a message. They can indicate whether they are open to receiving proposals from the market for this project.

• The subcontractor receives your thank-you message. If the winning party is open to this, the subcontractor immediately receives an invitation to submit a proposal there.

• In the subcontractor’s dashboard, this project is marked as ‘Requested Proposals’.

Frequently Asked Questions (FAQ)

Question: Why do I need to set a project to 'Not Scored'? Answer: This keeps your own records organized and ensures that subcontractors know they can allocate their capacity to other projects.

Question: What happens if I enter a manual name for the scoring general contractor? Answer: A notification will be sent to 12Build’s sales department, but no automatic link will be created for the subcontractors.

Troubleshooting

• Symptom: I cannot locate the “Thank You Message” option.

  • Cause: You probably haven’t selected any subcontractors in the overview yet.

  • Solution: Check the desired subcontractors; the 'Create Message' button will then become active.

• Symptom: My subcontractors are complaining that they have not received a message.

  • Cause: The message may still be in draft form, or the background task for sending it has not yet completed.

  • Solution: Check your 'Draft Messages' or view the status under 'Background Tasks' in the navigation bar.