A Proposal Database Is A Handy Reference

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.