Marketing & PR Firms - How to Make a Proposal for Outside Maintenance Work
Sunday, November 24, 2013
A contracting proposal for outside maintenance work needs to include all the elements of the service to be provided in an organized, clear fashion. The document is legally binding to the contractor, and if the proposal is accepted, it will become a permanent part of the contract.
1
The proposal should be professionally formatted.
Create a table of contents for the proposal and set up the proposal in a three-hole punch pocket folder with pockets that is easy to browse with numbered sections or create a simple binder with numbered tabs. Label the tab subject headings with the following: Qualifications, Scope of Work, Terms and Conditions, Cost Proposal, Communications, Environmentally Preferred Purchasing, or EPP. The supporting documents will be placed at the end in separate numbered sections.
2
Provide supporting documentation with the proposal.
List your company's qualifications, how it operates, how many years it has been in business, similar work performed and references. If two contractors will provide joint services, only one is designated as "primary" and will have liability. The second contractor should give a signed statement regarding liability. Insert copies of licensing and certifications. List all subcontractors, if any, and their qualifications. Describe the technological acquisitions that you made to improve services. State the company's compliance with EPP. Federal and state agencies and many private companies have mandatory policies for EPP. The EPP standards can be found on the American National Standard Institute's, or ANSI, website.
3
Separate the scope of work in two parts: the recurrent work and the additional service work. List the services provided under the proposal , including additional services that you are willing to offer. Be precise. If you insert "sprinklers," list what services you provide on a recurrent basis regarding them. If you insert "grounds," list exactly what kind of recurrent work is being proposed for them. You may be willing to sweep and remodel a landscape, but you may not be willing to repave with asphalt. If you are not specific, your proposal may not be considered.
4
List all the terms and condition under which you will be paid.
List the terms and conditions you require to provide the services, such as the duration of the contract, options for contract renewal, the conditions, notices and schedules for providing emergency work. Describe the terms of payment per your company's policy. State the preferred means of communication and the authorized personnel regarding timing, coordination of services and emergency work.
5
Propose bids only for the services which are clearly stated.
Offer an unconditional total fixed price for the recurrent services to be rendered. If you are not clear on the extent of services needed in certain area, do not insert those services. Leave them for discussion and clarification before the contract is signed. List a breakdown of the services and fees. Your proposal will have a better chance to end up in a contract if you allow the company to opt out of some of the services that can be performed by its own employees. Your proposal will be more powerful if you justify the fees as reasonable with examples of charges on similar services.
Tags:
Marketing, Marketing amp; PR Firms
1
The proposal should be professionally formatted.
Create a table of contents for the proposal and set up the proposal in a three-hole punch pocket folder with pockets that is easy to browse with numbered sections or create a simple binder with numbered tabs. Label the tab subject headings with the following: Qualifications, Scope of Work, Terms and Conditions, Cost Proposal, Communications, Environmentally Preferred Purchasing, or EPP. The supporting documents will be placed at the end in separate numbered sections.
2
Provide supporting documentation with the proposal.
List your company's qualifications, how it operates, how many years it has been in business, similar work performed and references. If two contractors will provide joint services, only one is designated as "primary" and will have liability. The second contractor should give a signed statement regarding liability. Insert copies of licensing and certifications. List all subcontractors, if any, and their qualifications. Describe the technological acquisitions that you made to improve services. State the company's compliance with EPP. Federal and state agencies and many private companies have mandatory policies for EPP. The EPP standards can be found on the American National Standard Institute's, or ANSI, website.
3
Separate the scope of work in two parts: the recurrent work and the additional service work. List the services provided under the proposal , including additional services that you are willing to offer. Be precise. If you insert "sprinklers," list what services you provide on a recurrent basis regarding them. If you insert "grounds," list exactly what kind of recurrent work is being proposed for them. You may be willing to sweep and remodel a landscape, but you may not be willing to repave with asphalt. If you are not specific, your proposal may not be considered.
4
List all the terms and condition under which you will be paid.
List the terms and conditions you require to provide the services, such as the duration of the contract, options for contract renewal, the conditions, notices and schedules for providing emergency work. Describe the terms of payment per your company's policy. State the preferred means of communication and the authorized personnel regarding timing, coordination of services and emergency work.
5
Propose bids only for the services which are clearly stated.
Offer an unconditional total fixed price for the recurrent services to be rendered. If you are not clear on the extent of services needed in certain area, do not insert those services. Leave them for discussion and clarification before the contract is signed. List a breakdown of the services and fees. Your proposal will have a better chance to end up in a contract if you allow the company to opt out of some of the services that can be performed by its own employees. Your proposal will be more powerful if you justify the fees as reasonable with examples of charges on similar services.
