Hello Susan, - First of All you must know your contractors/ vendors capabilities very well ( who's doing what) - put action plan for yourself with reasonable deadlines according to each task/project - make sure that you don't overlap contractors on same job unless they are aware and agree on that - sign contracts/ agreements hold any liability against your contractors - make sure tat your client understands the delivery process and timeline and pre-approve everything ( if needed)
I hope this above could help :)
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During the proposal stage of the business relationship with your industry partners you will be issuing them Requests for Proposals (RFP's) or Invitations to Bids (IFB)'s) for their portion of the bid you plan to submit to your customer.
Let them know they have competition, unless you sign a mutually exclusive teaming agreement with them for the effort you are proposing to your client.
For independent contractors this may be as simple as asking them to sign contingent hire agreements or contractor retention agreements.
But you must include in the RFP’s and IFB's to the companies which you propose as suppliers the terms and conditions of the job you are bidding and other specific guidance to make the proposal and subsequent contracting process work smoothly. This should include administrative guidelines and agreed upon cost targets and technical guidance plus a complete definition of their statement of work and a discrete start and end date for their performance under a contract with you.
Specify a due date for their proposals and bids in time to roll their data into the proposal your submit to your client.
Keep in mind that you are in a constant negotiation with these partners until you award them subcontracts to replace teaming agreements when your team wins the contract from your customer.
At contract award, be prepared to negotiate and execute formal subcontracts to the companies with whom you are teamed and to issue purchase orders to your independents to commence work. At that point you have achieved the contract baseline and you will commence work.
Bear in mind that work scope change sensitivity must be managed carefully and formally documented between you and your industry partners by change orders to formal subcontracts and purchase orders.