The outline
The proposal packet, page by page
This is the order of the packet we hand a board. Each page has one job, so a volunteer can read it in one sitting.
Page 1: The summary
What is wrong, what we propose, the total and the dates, on one sheet for the vote.
Page 2: What we found
The building, the system by room, its age and condition, and what is not working. Photographs of nameplates and units.
Page 3: The scope, line by line
Each unit, duct, control and electrical item that the work touches, with the equipment model and the permit.
Page 4: Bids to compare
Our bid, and the list of what a second contractor’s bid should state: equipment model, scope, permit, haul-away, warranty terms and how long the bid holds.
Page 5: Insurance certificate
Our certificate with your church or school as holder, and a line where your insurer’s wording requests go.
Page 6: Work around services and classes
A calendar of the days we are in the building, the days we are not, and what is loud.
Page 7: Warranty and payment
Warranty terms in full, the payment schedule and what each payment is tied to.
Page 8: Signature and next step
A signature line for whoever your bylaws let sign, and the next step if the board says yes.
Compare like with like
A bid a board can compare
Two quotes for "a new rooftop unit" can be two different jobs. This is what we put in ours and what we suggest you ask any contractor to put in theirs.
| A one-line quote | In our packet | |
|---|---|---|
| Scope | A one-line quote"Install new system" | In our packetEach unit, duct and control, listed |
| Equipment | A one-line quoteA tonnage and a brand | In our packetMake and model of every unit |
| Permit | A one-line quoteNot mentioned | In our packetPulled by us; the fee is shown |
| Old equipment | A one-line quoteNot mentioned | In our packetRemoval and haul-away listed |
| Insurance | A one-line quote"Fully insured" | In our packetCertificate attached |
| Schedule | A one-line quote"Start next week" | In our packetA calendar built around your services |
| Warranty | A one-line quoteA number of years | In our packetTerms in full |
After the packet
From packet to finished work
- 01
Step 1: The board reads it
Take as long as the board needs. The bid holds for the period written on the page.
- 02
Step 2: We answer questions
Marla Sutherland takes questions by phone or email and sends a revised page if something changes.
- 03
Step 3: The board signs
Whoever your bylaws authorize signs. We set the dates on the calendar page.
- 04
Step 4: We do the work
A lead tells your office each morning what is happening. The calendar page stays on the wall.
- 05
Step 5: We walk it with you
At the end we show your contact each unit, the controls and where the filters go.
Ready for a packet the board can read?
Tell us the building and when the services or classes meet. We call back the next working morning.