ConcourseSOP Hub
00Team ops, working draft

DRI & Escalation Worksheet

Agreed ownership 14 tasks

Who owns each recurring task going forward, their back-up, and the escalation path, where one has been set. Scoped to Intake & Qualification and Portals & Registration, the work this team directly handles.

What "Primary Owner" means Being the Primary Owner does not mean that person is the only one who works on the task. It means they are the contact person to go to when something specific about that task needs an answer.
Escalation Path column Every task here now has an agreed escalation path.
General escalation rule Any process issue or general team problem that is not tied to one of the specific tasks above escalates to Aya.

Intake & qualification

TaskPrimary OwnerBack-upEscalation Path
T01 · Email triage (Front)First-pass handling of everything arriving in the shared inbox: reading, categorizing, forwarding, and clearing what needs no further action.RishalynAudrey & LanieKiezza → Kelsey
T02 · Team ALL bid documentsLocating, downloading and attaching the complete document set for every opportunity so prep is not blocked by a missing file.RishalynAudrey & LanieKiezza → Kelsey
T03 · Consider-for-Bid, DQ first touchRunning the disqualifier prompt against new opportunities to screen out ones we cannot or should not bid, before they consume prep capacity.KiezzaRishalyn & JadeAya → Kelsey
T04 · Solicitation review & DNB classificationReading each solicitation to determine consider-for-bid versus do-not-bid, and capturing the key facts the rest of the process depends on.KiezzaAudrey, Lanie & RishalynAya → Kelsey
T05 · Pre-solicitation monitoringWatching opportunities held at "Awaiting Bid Reissue" for the official RFP release or any status change, and notifying the team when one moves.JadeNephAya → Kelsey
T06 · GSA eBuy sourcingReviewing the daily GSA eBuy notifications, identifying qualifying opportunities, and adding them to Airtable for leadership review.AyaKelseyThomas, Mike and Jack
T07 · Duplicate check (KS)Reviewing the duplicate-check view to add missing solicitation IDs, documents and buyer names, fix formatting, and remove out-of-scope, paused and duplicate records.KiezzaKelseyKelsey
T08 · Bids due today / tomorrow sweepA standing check across portals of everything due in the next 48 hours, to catch anything at risk of a missed deadline.NephJadeAya / Kiezza → Kelsey
T09 · Addenda, amendments and Q&A intakeCapturing addenda, amendments and buyer Q&A as they arrive and attaching them to the right record so prep works from current documents.JadeKiezzaAya / Kiezza → Kelsey

Portals & registration

TaskPrimary OwnerBack-upEscalation Path
T10 · Bid portal management & accessKeeping the company able to transact on every procurement portal: registrations, credentials, access issues and account upkeep.JadeNephAya → Kelsey
T11 · State & tax registrations and resale certificatesMaintaining the company's registration and tax standing in each state, including resale certificates, exemption forms and name changes.KiezzaAyaKelsey
T12 · Buyer tax-exemption certificatesRequesting exemption certificates from buyers, following up on non-responses, and recording whether each buyer is exempt.KiezzaAyaKelsey
T13 · Company name change: legacy to current entityThe finite project of updating every portal, registration and agency record from the previous company name to the current one.NephJadeKelsey
T14 · OEM credential & certification trackingTracking credentials and certifications held with OEM partners so nothing lapses and eligibility is never lost mid-pursuit.JadeAyaAya / Kiezza → Kelsey
Back to dashboard Next: Kirkland Portal SOP →
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