Proposal dBase
The ideal follow-through on your proposal efforts
The ideal follow-through on your fee calculation efforts would be to capture all the key parameters of the fee and project. Put this data in a table for future reference when you are proposing the next fee. Strictly speaking this is not necessary, but there will be many times that you wish you had this information. Besides this table, keep a copy of your calculations in one folder for easy research when you have a similar project or client under consideration.
I recommend setting up the table as a spreadsheet. Place each fee proposal on a row and use the columns to capture the data. The spreadsheet will let you sort the proposals by any column or even filter out proposals that are not relevant.
Here is a master listing of column headings you might consider, but just use the ones that pertain to your type of work.
PROPOSAL NAME - a description you will remember
CLIENT - client name
REPEAT CLIENT - yes or no
PUBLIC - yes or no
CONTRACTOR - yes or no
DESIGN/BUILD - yes or no
GSF - give number
STORIES - give number
SITEWORK - give acreage or other meaningful
USE GROUP - list building code designation
CONSTRUCTION COST - the dollar amount
PROGRAM AVAILABLE - yes or no
BASIC SERVICES - yes or no
MODIFICATIONS - describe any adjustment in Basic Services
ADDITIONAL SERVICES - describe any
LIMITS - describe any limits in the fee (e.g. SD or CA)
ESTIMATE OF SHEETS - the number of CD sheets needed
FEE - the dollar amount or estimate
FEE TYPE - lump sum, hourly, guaranteed max, percent
$/SF - calculate for reference
$/SHEET - calculate for reference
TYPE - New, Addition, Remodeling, Interiors, Renovation
STD CONSULTANTS - yes or no
SPECIAL CONSULTANTS INCLUDED - list their expertise
REIMBURSABLES INCLUDED - yes or no
SPECIAL FEATURES - describe any
WON / LOST - yes or no
PROFIT / (LOSS) - the dollar amount or percentage
You may never need to print this table, so don’t worry about how wide it is getting, but use ’word wrap’ and vertical column headings if you prefer. If you do need to print it, use 11x17 in landscape or your plotter.
As you can see from the list, not all information that you want to have is available when you are working on the proposal. Fill in what you know right after you complete the proposal. Then update any blanks in the table the next time you work on a new proposal.
Over time I think you can see just how valuable this information will be.
The suggested spreadsheet is downloadable here. The zip file contains both Numbers and Excel versions.