How do I award a contract to a subcontractor?

What will you find in this article?

• Processing an award: How to change a subcontractor’s status to “Awarded.”

• Notifying other specialists: Simultaneously rejecting and thanking other parties.

• Visibility and settings: Managing what subcontractors see regarding the status change.

• Recording the project score: The importance of up-to-date records.

Summary

You award a contract by changing the status of the selected subcontractor to 'Gegund' in the communication overview. The system then immediately offers the option to set the other subcontractors to 'Not awarded' and send them a thank-you message. This ensures professional handling and clean project administration.

Prerequisites and Target Audience

This article is intended for buyers and work planners who have made the final selection of a subcontractor. You need access to the communication overview of the relevant project.

Step 1: Process the award in the communication

Once a specific subcontractor has been selected, you process this in the system.

1. Open the Communication Overview within your project.

2. Locate the subcontractor to whom you wish to award the contract.

3. Click on the current status of this specialist and change it to Awarded.

4. Visibility: Behind the status, you’ll see an eye icon. If the eye is crossed out, the status is only visible internally. You can choose to share the status by clicking the eye icon. 

Step 2: Reject other subcontractors

After you’ve set one party to ‘Awarded,’ 12Build recognizes that there are still other pending proposals for the same workpackage.

1. A pop-up window appears automatically as soon as you set the status to 'Awarded'.

2. In this screen, you can immediately set the status of the other subcontractors in that workpackage to 'Not Awarded'.

3. Check the option to immediately send a thank-you message to these parties to inform them professionally.

Step 3: Project Score and Market Settings

It is crucial to indicate that the project has been scored for overall administration and supply chain collaboration.

• Project administration: By recording the award and score, you and your colleagues stay informed about the current project phase.

• Quotes from the market: Do you wish to receive proposals from subcontractors who have provided estimates for other (non-scoring) general contractors? You can enable this in the Settings. This helps keep the subcontractors better up to date.

Visual representation with colors

To quickly identify awarded components in your overview, you can use colors.

1. Ask the (sub)administrator of your company profile to go to 'Settings'.

2. Link a specific color (e.g., green) to the 'Awarded' status.

3. This color will now be applied everywhere in the communication overview for this status.

Frequently Asked Questions (FAQ)

Question: Can the subcontractor always see that I’ve set the status to “Awarded”? Answer: No, this depends on the “eye setting.” If the eye icon is crossed out, the status is only visible to you and your internal colleagues.

Question: What happens if I accidentally set the wrong specialist to 'Awarded'? Answer: You can manually change the status back to another status at any time. Just make sure you haven’t already sent thank-you messages to others.

Troubleshooting

• Symptom: The pop-up to set others to 'Not Awarded' does not appear.

  • Cause: There are no other subcontractors in this specific workpackage with the 'Proposal' status.

  • Solution: Check the statuses of the other specialists in the work package and adjust them manually if necessary.

• Symptom: I cannot select the 'Awarded' status.

  • Cause: You may not have sufficient permissions, or the project is in a phase where awards cannot be made.

  • Solution: Check your user permissions with the administrator or verify that the project has not been accidentally closed.