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Ten checks before the site team inherits the contract, for buildings and infrastructure alike. A checklist, and an Excel workbook that turns the tender into the register delivery works from.
Herman B. Smith
CEO & Co-Founder
Updated Oct 27, 2026
The bid team knew what the price rested on: the assumptions, the reservations, the clarification answers and the allowances. The site team inherits a contract, and most of that stays behind in the bid file. Notice periods start running on day one. Ten checks carry the baseline into delivery, so a change can be shown to be a change.
Ten checks before the site team takes over
What was signed
Contract documents
The register lists every document in the signed contract, with its edition and its place in the order of precedence.
Changes since the bid
Every change in scope, terms or price between the bid and the signed contract is listed with where it was agreed.
Reservations and exclusions
Each reservation and exclusion is listed as the client accepted, rejected or changed it in negotiation.
Clarification answers
Each clarification answer that defines scope is linked to the package or element it changes.
What the price rests on
Assumptions
Every assumption behind the price, from ground and access to productivity and closures, is listed with the document it rests on.
Provisional sums and risk allowances
Each provisional sum and risk allowance has its scope, its amount, its source and the event that releases it.
Risks you accepted
Each risk the bid team accepted names its clause, its allowance and its owner in delivery.
What starts on day one
Notice deadlines
Every notice duty is listed with its trigger, deadline, recipient and form, and the time bars are marked.
Key dates and obligations
Key dates, delay damages, securities, insurances and deliverables each have a date or trigger, an owner and a clause.
Interfaces and design responsibility
Each interface and design obligation the bid accepted, utilities and third parties included, has an owner in delivery.
What the workbook adds. The yes/no sheet with what a good answer looks like and what to do on a no, a register of the contract documents, a baseline register of what the price rests on, a notice register that counts the days left on each deadline, a change log that checks each change against the baseline, and a five-point agenda for the handover meeting. Excel, no macros, for buildings and infrastructure alike.
Patterns, not advice. The signed contract and its documents are what matter.
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CHECKLIST / EXCEL WORKBOOK
How to hand a tender over to delivery
Ten checks before the site team takes over.
For project and contract managers