Step 1- Receive Proposal Request:

An account manager will email the Bids Team, requesting a proposal to be written. The account manager will send a request email with a link to where they saved their Excel Estimate Form in the P Drive - these requests already have an RFP number created.

Example of Proposal Request:

The first step when receiving a proposal request from an account manager will be to copy/paste the RFP folder into the appropriate Month/Property Folder. This means we will end up with TWO folders for the same job: one will be in the ‘Month’ Bids folders to make it easier for the Account Managers to track, and one will be saved in the appropriate Property Folder for Admin to save the proposals/documents in.

Step 1 - Open the Folder Link from the request:

In the proposal request email, the account manager will send a P Drive folder link. This folder needs to come from the present ‘Month’ folder in the ‘Working’ folder section of the ‘00-Bids’ folder. If it is not in a ‘Month’ folder, we need to move it into the correct place. Highlight the entire link, and press ‘Ctrl’ and ‘C’ to copy it.

Step 2 - Opening the P Drive Folders:

Open two P Drives, side by side. In one of the P Drives, Click in the white blank area of top URL box, (NOT the search box) to highlight the section. An example of where to click is circled in blue below:

Next, paste the folder link into this box in one of the P Drives, and press ‘Enter.’ This will open the RFP Folder where the Account Manager has saved all of the information Admin needs to write the proposal. Inside the folder, we will see:

• An Excel Document (Estimate Form Template)

• The original RFP request email

• At least 1 photo of the job site – Do not process a bid without photos!

In the other P Drive, we will locate the Property Folder for this specific request. Click on ‘1 - Properties’ (circled in red).

Once you open the ‘1 - Properties’ folder, you will chose the initials of the County the Account Manager works in. Each county covers multiple departments. When in doubt, search for the address of the Property Name to see which County it falls into. Our example request is for Airoso HOA, which is for Dept. 50 in San Diego, so we will choose the ‘SD County’ folder. Open ‘SD County’ to show all of the Property Folders in San Diego, and scroll down until you find the folder for ‘Airoso HOA.’ Open the folder (circled in red).

Step 3 - Copy and Paste the Proposal Folder:

Once inside the Property Folder, open the ‘0-Estimates & Sold Contracts’ Folder. This is where we will be saving the new Proposal Folder. We will need to COPY and PASTE, (NOT MOVE!) the entire folder from the Left P Drive (Month Folder) to the Right P Drive (Property Folder).

• To copy the whole folder, on the left P Drive, click on the ‘Month’ tab (circled in red) and find the correct folder (yellow) you want to copy over.

• Right click and Copy the folder from the Left P Drive Month Folder.

• Paste in the the Right P Drive Property Folder.

• After pasting the folder into the Property Folder, rename the folders to REMOVE the Due Dates from both folders (circled in Lime Green).

Step 4 - Clean Out the ‘Month’ Proposal Folder (Except for the Estimate Form):

Now that our proposal folder is pasted in the Property Folder, we can remove the duplicate information from the ‘Month’ Folder. Open the Proposal Folder on the left side again, and delete everything EXCEPT for the Excel Estimate form. All of this information/documents will be saved in the Property Folder on the Right Side P Drive, so to save P Drive space we can get rid of the duplicates. Add the word ‘DONE’ before the folder title description in the MONTH folder only. Your folders should now look like this:

Month Folder: Property Folder:

Month Folder: Property Folder:

Keep in mind that we are now DONE with the Left Side P Drive Folder. Close it out to avoid confusion! When we write and save our Word/PDF Documents of our proposal, we will save them ONLY in the Property Folder (right side). We are now ready to begin writing the proposal! The next step will be: Double Checking the Estimate Form.

Moving Folders: Cheat Sheet

Step 1: Receive request from Account Manager with a folder link.

Step 2: Make sure RFP folder is in current MONTH folder (move if needed).

• Does the folder have pictures?

• Does the folder have the email request?

• Does the folder have an excel sheet?

*If any if the above are missing, we need to ask the account manager to fix*

Step 3: Open two (2) P Drives side by side.

• Open the folder link from the account manager in one P Drive.

• Open the corresponding Property Folder in the other P Drive and go to ‘0 - Estimates & Sold Contracts.’

Step 4: COPY the RFP folder from the MONTH folder.

Step 5: PASTE the RFP folder into ‘Estimates & Sold Contracts’ within Property Folder.

Step 6: Rename the MONTH folder. *Work descriptions must be kept short*

• Add ‘DONE’ to the front of folder

• Remove Due Date

• Format: DONE - 123456 - HOA Name - Concrete

Step 7: Rename the PROPERTY folder. *Work descriptions must be kept short*

• Remove Due Date

• Format: 123456 - HOA Name - Concrete

Step 8: Remove everything from the MONTH folder except for the excel sheet.

CLOSE OUT OF THIS FOLDER.

Step 9: Write proposal and save into the PROPERTY folder.

When complete, you should be left with TWO folders:

ONE in the MONTH folder:

DONE - 123456 - HOA Name - Concrete

(Only the estimate excel form inside)

ONE in the PROPERTY folder:

123456 - HOA Name - Concrete

(Estimate excel form, email request, and photos inside)