Writing the Formal Proposal for Architectural Projects Part II
September 10, 2013Window Tinting 101: Window Film Type or Window Film Hype?
February 27, 2014In Part II (Contractor Scope of Work Template) we finalized the residential proposal that we were constructing. In this part, we’ll discuss the differences that make up the commercial proposal template.
These differences begin at the opening:
SUPER TINT SERVICES
3400 Sunshine Road
Somewhere, USA 88888
555-555-8468
ACME Company
123 West Street
Big City, USA 55555
December 27, 2012
Make sure that you date the commercial proposal, as some companies may hang onto it for a long time and prices may need to be adjusted after the commercial proposal expiration date.
The next line will be the attention line. You should have established at least one contact within the company that you are submitting the commercial proposal to; this is where you put their name. We want this to be formal and asexual. Do not put Dear Bill, or Dear Sue. Also, “To whom it may concern” doesn’t work either, it sounds like a chain letter. Keep it simple and make sure you include their title.
Attention: John Doe, Director of Facility Management
The next section is the introduction. We just want to spell out in basic terms what this paper is. Usually, the client has asked for the commercial proposal, so we word it like this:
As requested, below is Super Tint Services’ commercial proposal for replacement of the existing energy control film located the second floor of the 123 West St. Building.
Then elaborate slightly about what you’ll be providing them. Key in on the benefits that you have discussed with them in your previous meeting(s).
For this project, Super Tint Services is proposing the application of Scorpion Brand, AHPS35BR Energy Control Film. This film will not only match the building’s existing film well, but will reject 15% more total solar energy than the existing film. Scorpion is an American manufacturer whose window films are known for their high quality construction.
Notice that I didn’t call the existing film “Energy Control Film”, just film. This is to subconsciously present your product in a better light than the existing product.
Now add a little paragraph about your abilities. Dress it up some. Make them feel like you’re the company best suited to them.
Super Tint Services has been the premier commercial window film installer in the Tri-County region for over two decades, and we look forward to providing your company with the same dedication and high level of professional service that we’ve brought to our other clients.
Thank you for your consideration.
Notice that I put “installer” instead of contractor. The word contractor has left a bad taste in a lot of people’s mouths over the years. Stick with technician, installer, applicator, etc, when referring to yourself.
Now for the commercial proposal itself:
123 West Street-Energy Control Film Replacement Project 12-27-2012
- I. Scope of Work:
- 1. Being considered for replacement of energy control film are the forty-five (45) windows that make up the South elevation of the second floor, 123 West Street Building. Window sizes as follows: 45@ 47”x 75” totaling 1,101.5 square feet.
- 2. Being considered for replacement of energy control film are the forty (40) windows that make up the West elevation of the second floor, 123 West Street Building. Window sizes as follows: 40@ 47”x 75” totaling 979.1 square feet.
Again, be very specific about the location and number of windows. Specify “which” elevation the windows are on, and break up these elevations into specific item numbers. By being ultra specific in your wording, you protect yourself from the all too common quote: “Oh, I thought you were doing those windows too!” With a very specific commercial proposal, you eliminate those problems. Most of the contracts that I’ve signed over the years contain either
The last item number in the Scope of Work will specify the film type.
- 3. The material to be used for replacement of the existing window film on the windows listed in the Scope of Work will be Scorpion Brand, AHPS35BR energy control film.
If the client has not made a choice at the time of the installation, then put:
-
- 4. The material to be used for replacement of the existing window film on the windows listed in the Scope of Work will be chosen by ACME Company representatives from samples provided by Super Tint Services, a minimum of two weeks prior to the project commencement.
Realize that very often, the person making the arrangements for the installation is not the person making the decision on the type of film. When the engineer or other contact calls you and asks why you’re not on the jobsite, you can tell him that person responsible for picking the film has not contacted you yet. This seems very reasonable, but often, the management company will place time restrictions in the contract and you’ll need this to protect yourself.
The next area is the Conditions of Installation section. This is the area where you’ll line out any specifics that make a difference in the installation. I usually begin with the basics:
II. Conditions of Installation:
1. Super Tint Services will prepare and clean all glazing listed in the scope of work using accepted industry standards.
2. Super Tint Services will install all energy control film in accordance with the manufacturer’s recommendation and adhere to accepted industry installation standards.
3. All energy control film installed by Super Tint Services carries a ten (10) year warranty against defects in manufacturing and workmanship.
4. Super Tint Services will adhere to all applicable safety procedures and maintain all required insurance throughout the duration of the project.
5. Super Tint Services will remove all debris generated by the project and maintain a clean work enviroment at all times.
If the there are furnishings or other things in the way that building managers have said they are going to move, state that here. Any particulars, such as working at specific times because the space is occupied, should be noted here.
The next area is the Terms of Payment section. Most commercial property managers and owners are used to working with and are usually given Net 30 terms. If it’s a smaller company that you’re not sure about, specify that payment is due upon completion of the project. If it’s a general contractor, you may want to add some language designed to impress upon them that you will be charging a late for all invoices not paid within 45 days, and that you’ll be going forward with lien proceedings if the late fee is not paid. General Contractors are the worst customers to have, but that’s another article in itself.
III. Terms of Payment:
1. An invoice for the full amount of the contract will be issued upon completion of the project.
2. All invoices are due Net 30 days.
If you require a deposit before you’ll start the job, state that here as well.
The last area is Contract Amounts section, where you state the costs. By listing the square footage and the unit price, you give your client a comparison point when looking at your competition. Many times your competitor will not have listed the square footage or the square foot price, and again, your commercial proposal will look more knowledgeable. The client will often question the information in the competitor’s commercial proposal if they don’t see what they see in yours.
IV. Contract Amounts:
All amounts listed are the complete, installed price of the material listed in Scope of Work.
| AREA | SQUARE FOOTAGE | UNIT PRICE | EXTENDED COST |
| 1. South Elevation-123 West St. | 1,101.5 | $4.00 | $4,406.00 |
| 2. West Elevation-123 West St. | 979.1 | $4.00 | $3,916.40 |
Total Cost of All Areas: $8,322.40
This commercial proposal will be honored by Super Tint Services for a period of 60 Days.
Once again, in most states, capital improvements are non-taxable, and window film is a capital improvement to a clients real estate because is enhances the value of the real estate and because it’s meant to be a permanent application. Check your local tax exempt statutes. If you are required to include sales tax, add it into the extended costs and note that this number includes the state sales tax.
So here’s what the commercial proposal looks like assembled:
SUPER TINT SERVICES
3400 Sunshine Road
Somewhere, USA 88888
555-555-8468
ACME Company
123 West Street
Big City, USA 55555
December 27, 2012
Attention: John Doe, Director of Facility Management
As requested, below is Super Tint Services’ commercial proposal for replacement of the existing energy control film located the second floor of the 123 West St. Building.
For this project, Super Tint Services is proposing the application of Scorpion Brand, AHPS35BR Energy Control Film. This film will not only match the building’s existing film well, but will reject 15% more total solar energy than the existing film. Scorpion is an American manufacturer whose window films are known for their high quality construction.
Super Tint Services has been the premier commercial window film installer in the Tri-County region for over two decades, and we look forward to providing your company with the same dedication and high level of professional service that we’ve brought to our other clients.
Thank you for your consideration.
123 West Street-Energy Control Film Replacement Project 12-27-2012
I. Scope of Work:
- 1. Being considered for replacement of energy control film are the forty-five (45) windows that make up the South elevation of the second floor, 123 West Street Building. Window sizes as follows: 45@ 47”x 75” totaling 1,101.5 square feet.
- 2. Being considered for replacement of energy control film are the forty (40) windows that make up the West elevation of the second floor, 123 West Street Building. Window sizes as follows: 40@ 47”x 75” totaling 979.1 square feet.
- 3. The material to be used for replacement of the existing window film on the windows listed in the Scope of Work will be Scorpion Brand, AHPS35BR energy control film.
II. Conditions of Installation:
1. Super Tint Services will prepare and clean all glazing listed in the scope of work using accepted industry standards.
2. Super Tint Services will install all energy control film in accordance with the manufacturer’s recommendation and adhere to accepted industry installation standards.
3. All energy control film installed by Super Tint Services carries a ten (10) year warranty against defects in manufacturing and workmanship.
4. Super Tint Services will adhere to all applicable safety procedures and maintain all required insurance throughout the duration of the project.
- 4. Super Tint Services will remove all debris generated by the project and maintain a clean work environment at all times.
III. Terms of Payment:
1. An invoice for the full amount of the contract will be issued upon completion of the project.
2. All invoices are due Net30 days.
IV. Contract Amounts:
All amounts listed are the complete, installed price of the material listed in Scope of Work.
Area
| AREA | SQUARE FOOTAGE | UNIT PRICE | EXTENDED COST |
| 1. South Elevation-123 West St. | 1,101.5 | $4.00 | $4,406.00 |
| 2. West Elevation-123 West St. | 979.1 | $4.00 | $3,916.40 |
Total Cost of All Areas: $8,322.40
This commercial proposal will be honored by Super Tint Services for a period of 60 Days.
So there you have it. By presenting you initial commercial proposal in a concise, professional way, you’ll be that much farther ahead of the competition.
