Interactive Checklist
Check items as you complete them. Progress is saved locally.
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1 Phase 1: Vendor Prequalification
Create a vendor card for each potential subcontractor with contact info, specialties, and capacity
Verify insurance certificates: general liability, workers' comp, auto — check expiration dates
Confirm bonding capacity meets project requirements
Check references: call 2–3 recent project owners or GCs
Review safety record: EMR (Experience Modification Rate) should be below 1.0
Verify required licenses and certifications for the project jurisdiction
2 Phase 2: Bidding & Selection
Issue scope packages to 3–5 qualified vendors per trade — create a card per bid
Set a bid due date as a milestone card with connectors to evaluation tasks
Create a bid comparison matrix in card notes: price, schedule, qualifications, exceptions
Conduct scope review meetings with top 2 candidates — document clarifications on the card
Issue notice of award — update the vendor card status from "Bidding" to "Awarded"
Execute subcontract agreements before mobilization (not after)
3 Phase 3: Mobilization
Schedule a pre-construction meeting — create an agenda card with attendance tracking
Verify submitted shop drawings, product data, and samples against specifications
Confirm material lead times and delivery dates — add to the canvas as milestone cards
Set up site access, badge, and safety orientation for the vendor crew
Establish the submittal and RFI process with the vendor — document on a workflow card
Use the Vizually.AI canvas to show the vendor their zone and upstream/downstream dependencies
4 Phase 4: Performance Tracking
Update vendor progress cards weekly — compare planned vs. actual progress
Track payment applications against completed work (pay only for verified work)
Document any quality deficiencies on deficiency cards linked to the vendor zone
Run AI Health Check bi-weekly to flag vendors behind schedule or over budget
Address schedule slips immediately — create corrective action cards with deadlines
Track change orders with impact cards showing cost and schedule effects
5 Phase 5: Closeout
Create a punch list zone with cards for each deficiency — assign to the responsible vendor
Verify all punch list items are corrected before processing final payment
Collect as-built drawings, O&M manuals, and warranty documents from each vendor
Process vendor final payment within contractual terms after closeout documentation is complete
Complete a vendor performance evaluation card: quality, schedule, safety, communication
Archive the vendor zone as a reference for future project bid lists