Log invitations at receipt
Create the tracker row as soon as the invitation arrives. Use the issuer project name and solicitation number.
Capture trade, location, delivery method, and contact. For bid invitation tracking, use this related guide as context while keeping the current project documents in control.
Control dates and submission
Record the deadline with its stated time zone. Set an earlier internal completion milestone. Test portal access before bid day.
Screen project fit
Screen geography, capability, contract type, and capacity. Assign the go or no-go decision to a manager.
Record a controlled reason when the team declines. When reviewing bid invitation tracking, consult AACE International for cost-engineering context, then apply it through the contractor’s own standards.
| Field | Record | Decision check |
|---|---|---|
| Invitation identity | Record the invitation identity used for bid invitation tracking. | Confirm the entry against its cited source and assigned reviewer. |
| Deadline and time zone | Record the deadline and time zone used for bid invitation tracking. | Confirm the entry against its cited source and assigned reviewer. |
| Scope-fit screen | Record the scope-fit screen used for bid invitation tracking. | Confirm the entry against its cited source and assigned reviewer. |
| Document access | Record the document access used for bid invitation tracking. | Confirm the entry against its cited source and assigned reviewer. |
| Decision and reason | Record the decision and reason used for bid invitation tracking. | Confirm the entry against its cited source and assigned reviewer. |
Manage bid documents
Store the document link and access status. Preserve the old date when an addendum changes it. Notify the estimator when material files change.
Close the invitation record
Mark submitted only after receipt is confirmed. Send the expected response when declining.
Retain the intake history for future decisions. For recurring bid invitation tracking records, an estimating support role can maintain inputs while final approval stays with the contractor.
