Your Proposal Agent Checks Every Form and Bond Before You Submit
The AgentWorks Proposal Agent takes bid package assembly off your estimators and the office staff who scramble at the deadline. It reads the bid documents for every submission requirement, chases the forms, certificates and signatures you need, cross-checks the bid bond against the final number and packages everything for your estimator to review and submit, so your estimators spend bid week on scope and price and stay in touch with owners and trade partners.
What it takes off your plate
Every contractor has a story about the bid that was thrown out for paperwork. The number was right, but an addendum acknowledgment was not signed, a required form was the old version, the insurance certificate was missing, or the bid bond was calculated on a number that changed in the last hour.
Bid week is a scramble. The estimator is finishing the takeoff and chasing sub quotes while someone in the office hunts through the bid documents for the list of required forms. The bonding agent needs the final number and the estimator does not have it until the last minute. Certifications and licenses have to be current and attached. Under that pressure, the wrong version goes in, or a bond amount gets miscalculated. The cost is work you priced correctly and never got to build, and estimators who dread every deadline.
What the Proposal Agent does, step by step
The Proposal Agent starts with the people who hold the pieces of the package.
- Chases the forms and signatures. Once the bid is on the board, the agent emails the people responsible for each required item, such as the officer who signs, the insurance agent for the certificate and the bonding agent for the bond, and follows up until each is in.
- Keeps the bonding agent informed. The agent tells the bonding agent the bid date, the bond requirement and when the final number will be ready, and sends the number the moment the estimator locks it.
- Tracks addenda. When an addendum is issued, the agent tells the estimator, adds the acknowledgment to the checklist and confirms it is signed.
- Tells the estimator what is still missing. A short status goes to the estimator each day of bid week, and every hour on bid day, listing what is complete and what is not.
- Builds the requirement checklist. Behind the messages, the agent reads the instructions to bidders and bid forms and lists every required form, certification, license and bond.
- Populates the forms. It fills in company information, license numbers and standard certifications from your records, using the current version of each form.
- Cross-checks the bond. It compares the bid bond amount with the final bid and the owner's requirement and flags any mismatch.
- Packages the bid. It assembles the complete package in the order the owner requires, ready for the estimator to review and submit.
The price, the qualifications and the decision to submit stay with your estimator and the officer who signs. The agent assembles and checks; people decide.
Where the work is recorded
An agent that cannot record its results is a chatbot. The Proposal Agent writes its work where your team already looks.
In the CRM, each bid is tied to the client and the project, with every request sent, every document received and the final submission recorded. The next morning, whoever follows up on the bid sees exactly what was submitted and when.
In your estimating files, the checklist, the populated forms, the bond calculation and the final package are saved with the bid. The estimator opens one folder and sees a package that is complete or a short list of what is missing. Quantities come from the Quantity Takeoff Agent that gets your estimator back on bid strategy, including revised counts after addenda as described in handling addenda revisions for senior estimators.
What your people do instead
Your estimators spend bid week on scope, pricing and the calls with trade partners that make a bid competitive. On bid day they review the number, not hunt for a form. Your office staff answer the owner's questions instead of photocopying certificates.
Your owner and senior estimators keep the relationships with owners and GCs that bring the next invitation to bid. Client service and client satisfaction are the human job. The AgentWorks Proposal Agent keeps the forms, the bond and the package moving around them.
Find out where to start
Bid packages are one workflow; your company may have a louder one, like takeoffs or daily reports. The free Industry Assessment for construction shows which workflow an agent should take first, and the construction industry page walks through the agents built for contractors.
See where the Proposal Agent would start in your construction business.
I'm Jackie, the Construction ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
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