C H A PTER 11: W R I TI N G A N D C O M PLETI N G R EPO R TS A N D PR O POSA L S [285]

• Index. An index is an alphabetical list of names, places, and subjects mentioned in the
report, along with the pages on which they occur. (See the index of this book for an
example.)

Producing a Formal Proposal

Formal proposals contain many of the same components as other formal reports, but the Explore
special nature of proposals does require some unique elements (see Figure 11.16). A Formal Proposal

PREFATORY PARTS OF A FORMAL PROPOSAL The cover, title fly, title page, table of
contents, and list of illustrations are handled the same way in formal proposals as in for-
mal reports. However, other prefatory parts are handled quite differently:
• Copy of or reference to the RFP. Instead of having a letter of authorization, a solicited edd Follow the RFP’s instructions for
proposal should follow the instructions in the RFP. Some will instruct you to include de referring to or including the RFP in
your introduction.
the entire RFP in your proposal; others may want you to simply identify it by a name me
and tracking number.
• Synopsis or executive summary. Although you may include a synopsis or an executive Practise
summary, these components may be less useful in a formal proposal than in a report. In Revising an Executive
an unsolicited proposal, your transmittal letter will catch the reader’s interest. In a solic- Summary
ited proposal, the introduction would provide an adequate preview of the contents.
• Letter of transmittal. If the proposal is solicited, treat the transmittal letter as a
positive message, highlighting those aspects of your proposal that may give you a
competitive advantage. If the proposal is unsolicited, the transmittal letter should
follow the advice for persuasive messages (see Chapter 9). The letter must persuade
the reader that you have something worthwhile to offer that justifies reading the
entire proposal.

FIGURE 11.16 Parts of a Formal Proposal

PREFATORY PARTS TEXT PARTS SUPPLEMENTARY PARTS

Synopsis or executive summary Close Appendixes

List of illustrations Body
Table of contents Introduction
Letter of transmittal
Request for proposals
Title page
Title fly
Cover
[286] PA R T 4 : L O N G E R B U S I N E S S M E S S A G E S

The introduction of a proposal

summarizes the problem or
opportunity that your proposal intends
to address.
TTEXT OF A PROPOSAL Just as with reports, the text of a proposal includes an introduc-
tion,
ti a body, and a close. The introduction presents and summarizes the problem you
in
intend to solve and your solution. The body highlights the benefits the reader will receive
fr
from the solution. It explains the complete details of the solution: how the job will be
d
done; how it will be broken into tasks; what method will be used to do it (including the
required equipment, material, and personnel); when the work will begin and end; how
much the entire job will cost (including a detailed breakdown); and why your company is
qualified. The close repeats key benefits readers will realize from your solution and urges
readers to act (see Figure 11.17).

FIGURE 11.17 External Solicited Proposal

O’Donnell &
Associates, Inc.

1793 East Westerfield Road, Montreal, QC J4P 2X1

(819) 441-1148 Fax: (819) 441-1149 Email: dod@inter.net

July 28, 2011

Ms. Joyce Colton, P.E.

AGI Builders, Inc.
1280 Spring Lake Drive
Montreal, QC J7R 8T2

Dear Ms. Colton:

PROPOSAL NO. F-0087 FOR AGI BUILDERS, SAINT-BRUNO MANUFACTURING

PLANT

O’Donnell & Associates is pleased to submit the following proposal to provide

Uses construction testing services for the mass grading operations and utility work
opening at the Saint-Bruno Manufacturing Plant, 1230 Parent Street, Saint-Bruno,
paragraph Quebec. Our company has been providing construction-testing services in the Grabs reader’s
in place of Montreal area since 1972 and has performed more than 100 geotechnical attention by
an introduction investigations at airports within Ontario and Quebec—including Pearson highlighting
International Airport, Dorval, and Mirabel. company
qualifications
Background
Uses It is our understanding that the work consists of two projects: (1) the mass
headings grading operations will require approximately six months, and (2) the utility
to divide work will require approximately three months. The two operations are
proposal scheduled as follows:
Acknowledges
into logical the two projects
Mass Grading Operations September 2011–February 2012
segments Utility Work March 2012–May 2012 and their
for easy required time
reading Proposed Approach and Work Plan lines
O’Donnell & Associates will perform observation and testing services during
both the mass grading operations and the excavation and backfilling of the
underground utilities. Specifically, we will
Describes • perform field density tests on the compacted material as required by the job
scope of specifications using a nuclear moisture/density gauge
project and • conduct appropriate laboratory tests such as ASTM D-1557 Modified Proctors
outlines • prepare detailed reports summarizing the results of our field and laboratory
specific testing
tests the
Fill materials to be placed at the site may consist of natural granular
company materials (sand), processed materials (crushed stone, crushed concrete, slag),
will perform or clay soils.

(continued)
 C H A PTER 11: W R I TI N G A N D C O M PLETI N G R EPO R TS A N D PR O POSA L S [287]

FIGURE 11.17 (Continued)

O’Donnell & Associates, Inc. July 28, 2011 Page 2

Staffing
Explains O’Donnell & Associates will provide qualified personnel to perform the
who will be necessary testing. Mr. Kevin Patel will be the lead field technician responsible
responsible for the project. A copy of Mr. Patel’s resumé is included with this proposal for Encloses resumé
for the your review. Kevin will coordinate field activities with your job site super- rather than listing
various intendent and make sure that appropriate personnel are assigned to the job qualifications in
site. Overall project management will be the responsibility of Mr. Joseph the document
tasks
Proesel. Project engineering services will be performed under the direction
of Mr. Dixon O’Donnell, P.E. All field personnel assigned to the site will be
familiar with and abide by the Project Site Health and Safety Plan prepared by
Carlson Environmental, Inc., dated April 2011.

Qualifications
O’Donnell & Associates has been providing quality professional services since
1972 in
• Geotechnical engineering
• Materials testing and inspection
• Pavement evaluation
• Environmental services
• Engineering and technical support (CADD) services

Grabs The company provides Phase I and Phase II environmental site assessments,
attention by preparation of LUST site closure reports, installation of groundwater
mentioning monitoring wells, and testing of soil/groundwater samples for environmental
contaminants. Geotechnical services include all phases of soil mechanics and
distinguishing
foundation engineering, including foundation and lateral load analysis, slope
qualifications stability analysis, site preparation recommendations, seepage analysis,
pavement design, and settlement analysis.

O‘Donnell & Associates’ materials testing laboratory is certified by AASHTO

Accreditation Program for the testing of Soils, Aggregate, Hot Mix Asphalt, and
Portland Cement Concrete. A copy of our laboratory certification is included
with this proposal. In addition to in-house training, field and laboratory
technicians participate in a variety of certification programs, including those Gains credibility
sponsored by the American Concrete Institute (ACI), Quebec Chapter. by describing
certifications

(continued)
[288] PA R T 4 : L O N G E R B U S I N E S S M E S S A G E S

FIGURE 11.17 (Continued)

O’Donnell & Associates, Inc. July 28, 2011 Page 3

Costs
On the basis of our understanding of the scope of the work, we estimate the
total cost of the two projects to be $100 260.00, as shown in the table.

Table of Cost Estimates

Cost Estimate: Mass Grading Units Rate ($) Total Cost ($)
Field Inspection
Labour 1320 hours $38.50 $ 50 820.00
Builds Nuclear Moisture Density Meter 132 days 35.00 4 620.00
interest by Vehicle Expense 132 days 45.00 5 940.00
describing Laboratory Testing
all services Proctor Density Tests 4 tests 130.00 520.00
provided by (ASTM D-1557)
Engineering/Project Management
the company 16 hours
Principal Engineer 110.00 1 760.00
Project Manager 20 hours 80.00 1 600.00
Administrative Assistant 12 hours 50.00 600.00
Subtotal $ 65 860.00

Cost Estimate: Utility Work Units Rate ($) Total Cost ($)
Itemizes Field Inspection
costs by Labour 660 hours $ 38.50 $ 25 410.00
project and Nuclear Moisture Density Meter 66 days 35.00 2 310.00
gives Vehicle Expense 66 days 45.00 2 970.00
supporting Laboratory Testing
Proctor Density Tests 2 tests 130.00 260.00
detail
(ASTM D-1557)
Engineering/Project Management
Principal Engineer 10 hours 110.00 1 100.00
Project Manager 20 hours 80.00 1 600.00
Administrative Assistant 15 hours 50.00 750.00
Subtotal $ 34 400.00

Total Project Costs $100 260.00

Provides
This estimate assumes full-time inspection services. However, our services alternative
may also be performed on an as-requested basis, and actual charges will option in
reflect time associated with the project. We have attached our standard fee case full-time
schedule for your review. Overtime rates are for hours in excess of 8.0 hours service costs
per day, before 7:00 a.m., after 5:00 p.m., and on holidays and weekends. exceed client’s
budget

(continued)
 C H A PTER 11: W R I TI N G A N D C O M PLETI N G R EPO R TS A N D PR O POSA L S [289]

FIGURE 11.17 (Continued)

O’Donnell & Associates, Inc. July 28, 2011 Page 4

Authorization
With a staff of more than 30 personnel, including registered professional
engineers, resident engineers, geologists, construction inspectors, laboratory
Uses brief technicians, and drillers, we are convinced that O’Donnell & Associates is
closing to capable of providing the services required for a project of this magnitude.
emphasize
qualifications If you would like our firm to provide the services as outlined in this proposal,
and ask for please sign this letter and return it to us along with a certified cheque for
client decision $10 000 (our retainer) by August 15, 2011. Please call me if you have any Provides
questions regarding the terms of this proposal or our approach. deadline
and makes
Sincerely, response easy

Dixon O’Donnell
Vice-President

Enclosures

Accepted for AGI BUILDERS, INC.

By___________________________ Date ________________________ Makes letter

a binding
contract, if
signed

Proofreading Reports and Proposals

After assembling your report or proposal in its final form, review it thoroughly one last stt Many businesses use the Adobe
time, looking for inconsistencies, errors, and missing components. Don’t forget to proof of Portable Document Format (PDF) to
your visuals thoroughly and make sure they are positioned correctly. For online reports, s, distribute reports electronically.
make sure all links work as expected and all necessary files are active and available. If you
u
need specific tips on proofreading documents, look back at Chapter 5.
Be aware that at this point in the process, you are so familiar with the content of your
report or proposal that your mind will fill in missing words, fix misspelled words, and
subconsciously compensate for other flaws. Whenever possible, arrange for someone with
“fresh eyes” to proofread the report or proposal. An ideal approach is to have a subject- If possible, have someone who
matter expert check it for technical accuracy and a nontechnical reader review it for overall hasn’t seen the report before
clarity and readability.29 proofread it for you.