ConcourseSOP Hub
01Bid review

Kirkland / Concourse Portal & Document Monitoring Reviewer SOP

v2.1 June 2026 Prepared by Aya

Guides reviewers through portal and document monitoring for Kirkland/Concourse bids. Follow each step in order.

Main View in Airtable

What is new in v2.1

  • Concourse Notes Format, a standard review note format: Name - Reviewed M/D
  • Review Priority Order, the priority sequence for working through bids
  • PPA New Document Process, the steps to follow when a document is added to a Prepared - Pending Approval bid
TopicKey points
Concourse Notes FormatUse Name - Reviewed M/D (example: Jane - Reviewed 6/5). Add a note every day you review, even if there are no changes, no new documents, and the portal is as is.
When to add notesAdd your Concourse note daily during PH time, after 8 AM PH. If the last comment in the bid is two or more days old, still add today's note. Do not skip; your note is the record that the bid was checked.
Review Priority OrderWork top to bottom: Review Complete / Ready to Submit, Prepared - Mail Ready, Prepared - Pending Approval (PPA), Writing Add'l As, Prepared - On Hold, Prepared - Prepper Fixes Needed, Prepare Bid, then Consider for Bid (Incomplete) only if all four conditions are met.
Consider for Bid, four conditionsOnly review if all of these are true: Bid Docs Added checkbox is checked, Due Time is populated, Submission Method is present, Tool Status is set to Complete.
PPA new document processIf a new document (addendum, amendment, Q&A, revised doc) is added to a bid in Prepared - Pending Approval status: add a comment, then move the bid to Prepared - Prepper Fixes Needed. Applies to PPA status only; all other statuses follow the normal process.
Submission methodDo not use AI or ChatGPT to determine submission method. Verify manually from the portal or documents.
Time zoneAlways convert due times to Eastern Time (ET). Default to the state's time zone if none is listed.
EscalationFor process-level or unclear items, escalate to Aya first. Routine day-to-day flags (submission method, due date updates, missing docs) go to KM. When in doubt, escalate before acting.

Before you start

Required Add your name to the Bid Docs Analyzer column before beginning any review. This prevents duplicate work. Remove your name once your review is complete.

Escalation guide

Per the DRI & Escalation Worksheet, review and classification work in this function area routes through Aya first, then to KM (Kelsey) if further follow-up is needed.

LevelContactWhen to escalate
First contact, process-levelAyaWide-range issues, complex or cross-team concerns, process-level questions, or anything that affects the team broadly.
Day-to-day, routineKMSubmission method issues, due date or time updates, missing docs, mandatory forms, pre-bid meeting flags, and anything unclear during review.
Escalation order For anything ambiguous or process-related, escalate to Aya first. If Aya is unavailable or the item is a routine day-to-day flag, escalate directly to KM.

Concourse notes format

When logging your review in AT, use the following format for your note:

Name - Reviewed M/D (example: Jane - Reviewed 6/5)

Add this note in AT after completing your review. Even if there are no changes, no new documents, and the portal is as is, a review note is still required to confirm the bid was checked.

Using AI to review documents

When using an AI tool to help review bid documents, copy and paste the prompt below exactly as written.

AI review prompt, copy and paste Scan all documents and check for the following: set-aside requirements (MWBE-only, SDVOB-only, small business set-aside we do not qualify for); expired due date and time, always convert to ET; required pre-bid meeting we did not attend, check if attendance was mandatory for eligibility; sole source or pre-awarded to a specific vendor; submission method or instruction, electronic or hard copy; Intent to Bid or any mandatory forms we need to submit to be able to submit our proposal. Only report format requirements explicitly stated in the buyer's RFP or solicitation. Always provide the document name and page number where the details are found.
Reminder AI is a starting point, not the final word. Always manually verify submission method, due date and time, and mandatory requirements directly from the portal or documents.

Which bids to review

Review these statusesSkip these statuses
Prepared - Mail ReadyConsider for Bid (Incomplete), see conditions below
Prepared - Pending ApprovalBid Amended - May Need Resubmit
Writing Add'l As
Prepared - On Hold (Submitter Review)
Prepared - Prepper Fixes Needed
Prepare Bid

Bids under triage are managed by KM and Shalyn. Do not touch them. Bid Amended - May Need Resubmit bids are handled separately by KM; do not review these bids.

Review priority order

When multiple bids are available, work through them in this order, top to bottom:

  1. Review Complete / Ready to Submit
  2. Prepared - Mail Ready
  3. Prepared - Pending Approval (PPA)
  4. Writing Add'l As
  5. Prepared - On Hold (Submitter Review)
  6. Prepared - Prepper Fixes Needed
  7. Prepare Bid
  8. Consider for Bid (Complete), only if Tool Status is Complete, due time is present, and submission method is present
Conditions for skipping "Consider for Bid (Incomplete)" Do not review a Consider for Bid bid if any of the following are true: Due Time is missing, Submission Method is missing, the Bid Docs Added checkbox is not checked, or Tool Status is not set to Complete.

1. Check due date and due time

Review both the portal and bid documents to confirm the current due date and time.

Determining the time zone

SituationAction
Time zone listed in portal or documentsUse it; convert to ET.
No time zone listedDefault to the state time zone (example: NY = Eastern, CA = Pacific).
State time zone is unclearYou may verify via ChatGPT for time zone only (example: "What time zone is NY?").

If the due date or time has been extended: update the due date and time in AT, and add a comment in AT noting the extension and its source (portal or document).

Edge case If the portal and documents show different due dates or times, do not update anything. Refer to the escalation guide.

2. Check submission method

Confirm the submission method from both the portal and the bid documents.

MethodDescription
Online portalSubmission through a web-based bidding portal.
EmailBid sent directly to a specified email address.
Mailed / PhysicalBid physically mailed or delivered by courier.
Hand deliveryBid delivered in person to a specific location.
SharePoint / Upload linkBid uploaded to a shared file link.
Important Do not use ChatGPT to determine the submission method; verify manually from the portal or documents. If the submission method in AT looks incorrect, do not change it. Refer to the escalation guide.

3. Check for new or updated documents

Look for any new or updated materials added to the portal or documents since the last review.

What to look for

  • Addenda
  • Revised documents or updated versions of existing files
  • New attachments
  • Q&A updates or additional documents

If new or updated documents are found: download the document(s) and upload to AT, then add a comment in AT describing what was added or changed.

PPA: new document process

When a new addendum, amendment, Q&A, revised document, or any new document is added to a bid already in Prepared - Pending Approval (PPA) status, follow these steps:

  1. Add a comment in AT: "[DOCUMENT NAME] added to bid documents. Please re-review manually to make sure no additional action is needed before moving to PPA."
  2. Move the bid status from Prepared - Pending Approval to Prepared - Prepper Fixes Needed so it goes back into the review queue.
Scope Applies only to bids currently in Prepared - Pending Approval (PPA) status. For all other statuses, continue adding documents and notes as usual; those bids follow the normal review process.

4. Check for documents that need to be requested

Review the RFP to identify documents that must be requested from the buyer but are not yet available.

  • Excel cost sheets or pricing templates
  • Missing attachments referenced in the RFP
  • Forms not included in the portal

If any of the above are missing, refer to the escalation guide.

Mandatory pre-submission forms

  • Intent to Bid
  • Letter of Intent
  • Mandatory registration forms
  • Conflict of Interest forms

Only escalate if these forms are mandatory. Optional forms do not require escalation.

5. Check pre-bid meeting requirements

Meeting statusAction
MandatoryEscalate to KM immediately.
OptionalAdd a comment in AT: "Pre-Bid Meeting is Optional / Not Mandatory."
Not mentionedNo action needed.
Edge case If documents are unclear about whether attendance is mandatory or optional, do not guess. Refer to the escalation guide.

6. Reviewing requested bid documents (no portal available)

For bids where documents were requested directly from the buyer and no portal exists: review only the documents uploaded in AT. Use those documents to verify due date and time, submission method, and mandatory requirements. No portal check is needed; the uploaded documents are the source of record.

Quick reference: escalation guide

TriggerEscalate toNotes
Wide-range or complex issuesAyaCross-team concerns, process-level questions, or anything affecting the team broadly. First contact per the DRI worksheet.
Conflicting due dates or timesKMPortal and documents show different information; do not update until confirmed.
Incorrect submission method in ATKMDo not change until KM confirms.
Missing requested documentsKMExcel sheets, pricing templates, forms not in portal.
Mandatory pre-submission formsKMIntent to Bid, Letter of Intent, registration, and similar.
Mandatory pre-bid meetingKMFlag immediately; affects submission eligibility.
Anything unclear or ambiguousKMWhen in doubt, escalate before acting.
Important reminders checklist
  • Always check both the portal and the bid documents.
  • Always convert due times to Eastern Time (ET).
  • If the time zone is not stated, default to the state time zone.
  • Add your review note in AT using the format Name - Reviewed M/D.
  • Add comments in AT for any changes, extensions, or flagged items.
  • Review details manually; do not rely on ChatGPT for submission method, due dates, or mandatory requirements.
  • For wide-range or team-level concerns, escalate to Aya first. For day-to-day flags, escalate to KM.
  • Post to the channel and tag the appropriate person when escalating.
  • If a new document is added to a PPA bid, add a comment and move to Prepared - Prepper Fixes Needed.
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Concourse SOP Hub. Internal use only. Managed by Aya.