HANDOVER CHECKLIST FROM TENDER DEPARTMENT TO PROJECT MANAGER

Preparing for Handover

Review the tender documents and contract terms

Confirm the scope of work and deliverables

Identify any outstanding issues or concerns

Schedule a meeting with the project manager for handover

Documentation

Compile all relevant tender documents and specifications

Ensure all required approvals and permits are obtained

Gather any additional project-related documentation

Organize the documents in a logical and easily accessible manner

Communication

Prepare a summary of the tender process and key project details

Share any relevant communication records with the project manager

Provide contact information for key stakeholders and team members

Discuss any specific communication requirements or preferences

Project Resources

Identify and list the required resources for the project

Provide details of any existing agreements or contracts with suppliers

Share information about any ongoing or planned procurement activities

Discuss any resource-related challenges or constraints

Technical Information

Provide technical drawings, specifications, and designs

Share any test reports or quality control documentation

Discuss any technical issues or considerations

Highlight any areas requiring additional attention or clarification

Risk Assessment

Review the risk assessment conducted during the tender phase

Identify any new risks or changes in risk levels

Discuss risk mitigation strategies and contingency plans

Clarify responsibilities for managing and monitoring risks

Schedule and Milestones

Provide an updated project schedule or timeline

Discuss any changes or revisions to the initial timeline

Highlight critical milestones and dependencies

Discuss any potential delays or challenges to the schedule

Budget and Cost Management

Share the final tender price and budget allocation

Discuss any cost control measures or budget constraints

Identify any potential cost-saving opportunities

Review the payment schedule and invoicing procedures

Stakeholder Engagement

Share information about key stakeholders and their expectations

Discuss any stakeholder management strategies or plans

Identify any stakeholder-related risks or concerns

Share any existing communication or engagement plans

Outstanding Actions and Follow-ups

Document any outstanding actions or pending issues

Assign responsibility for each action item

Set deadlines for completing the actions

Establish a system for tracking and following up on these actions

Additional Notes or Comments

Provide any additional information or notes relevant to the handover

Include any suggestions or recommendations for the project manager

Clarify any specific instructions or requirements

Sign-off and Acknowledgement

Obtain the project manager's signature to acknowledge the handover

Document the date and time of the handover

Store a copy of the checklist and all relevant documents for future reference.