VENDOR COORDINATION

Subcontractor & Vendor Follow-Up

1. What This Service Does

Vendor Coordination keeps routine administrative follow-up off the PM’s and Superintendent’s desk. RPE handles authorized project communication with subcontractors, suppliers and vendors for open documents, promised dates, pricing backup, compliance records, closeout items and other routine project commitments.

The objective is simple: keep the administrative chase moving, document the commitment trail and escalate only when contractor authority or management action is required.

2. What RPE May Coordinate

• Submittals, resubmittals and missing product data.
• Vendor technical information needed to support an RFI.
• Document-revision acknowledgments and transmittals.
• PCO / change-order pricing requests and supporting backup when authorized.
• Work-plan support documents and missing administrative attachments.
• Closeout items including O&Ms, warranties, certifications, training records and final submittals.
• COI, endorsement and bond-document collection or expiration follow-up.
• Third-party testing / inspection records that must be returned to the project file.
• Mobilization, delivery and documentation-readiness confirmations.
• Meeting action items and other routine administrative commitments.

3. How the Process Works

Every outreach should be tied to an actual project requirement. RPE does not create unnecessary administrative noise. We communicate the required action, due date and project reference, track the response and promised date, update the status register and escalate unresolved items when the PM’s authority is needed.

4. Status Register & Commitment Tracking

• Company / trade / supplier.
• Contact person and communication method.
• Open item and project reference.
• Date first requested and required date.
• Latest follow-up date.
• Promised response / delivery date.
• Current status and escalation requirement.
• Close date and final record location.

5. Optional Sourcing & Prequalification Support

When requested, RPE may support trade or supplier sourcing and prequalification administration. We can research potential firms, organize public licensing information, issue the contractor’s approved qualification request and maintain a bidder / qualification matrix.

• Candidate research by trade, geography and apparent service capability.
• Public license / active-standing verification where authoritative registries are available.
• Qualification-document intake including contractor-requested COIs, bond information, EMR letters, OSHA summaries, references and similar records.
• Received / missing / expired qualification matrix.
• Exception flags for PM review.

Boundary: RPE does not certify financial capacity, safety performance, insurance adequacy, surety acceptability or subcontractor fitness. The contractor makes the qualification, bid and award decision.

6. Responsibilities and Handoffs

Operating rule: RPE owns the administrative chase and record. The contractor owns the relationship, authority and commercial consequences.

7. Escalation Standard

• Routine reminder — professional notice referencing the outstanding item and required date.
• Direct follow-up — second notice / phone contact with promised date recorded.
• Escalation-ready summary — documented history, status and project impact prepared for PM action.
• Contract / commercial enforcement — contractor PM decides and acts.

8. What You Receive

• Less PM and Superintendent time spent chasing routine responses.
• One consistent communication trail for subcontractor and vendor commitments.
• Visible promised dates and overdue items.
• Cleaner records for documents, compliance, pricing backup and closeout.
• An escalation-ready package when management action is actually required.

9. Service Boundaries

• RPE does not select or award subcontractors.
• RPE does not negotiate subcontract terms, pricing or commercial settlement.
• RPE does not issue formal default, cure or termination notices unless separately authorized and directed.
• RPE does not decide payment withholding or release.
• RPE does not direct subcontractor manpower, sequencing, means or methods.
• RPE does not enforce jobsite safety or discipline.
• RPE does not approve additional cost or schedule entitlement.

10. Commercial Summary

11. The RPE Service Promise

Routine follow-up stays moving. Commitments stay visible. Contractor authority stays with the contractor. The purpose of Vendor Coordination is to give the PM and Superintendent more time to manage the project without losing control of the subcontractor and vendor communication trail.