Ensure that you list all assumptions in as much detail as possible.  It’s OK if they are listed in more than one area of the response.  The more the better in some instances to ensure that they are read and agreed to.  

Items that are normally included as part of the assumption outline include:

1. Files types and File formats of images, logos, etc. that the client may be supplying. (i.e., Logo/Images are to be supplied as vector based images at 150 dpi);
2. Point of Contact for both Project Manager and Contact (list point of contact names from both parties, this will help cut down on the task of receiving multiple emails from various client contacts;
3. Response times to inquiries (i.e., questions/inquiries received during normal business hours of 8am – 5pm Monday through Friday will receive a response within 24 hours of receipt, etc.);
4. Changes/Modifications – how will these be handled? (i.e., all changes/modifications to specifications will be reviewed with an estimated time of completion and charge provided for approval, etc.);
5. For newly developed web sites, an assumption to add is “Testing & Approval”.  The site will be fully tested by the client and approved prior to placing on the live web servers, any changes requested after this time will result in additional charges;
6. Edits/Updates – stipulate in the assumptions that any requested edits/updates will be performed during regular business hours and any requested edits/updates that are to be received after regular business hours are subject to additional charges’
7. Communication – add in the assumptions the communication process, i.e., the Project Manager will communicate and provide the client project manager with a status update via email once per week, etc. (whenever or however this is to occur).

As a recommendation, also add a line under the estimate amount and/or somewhere within the stated rates, that the rates reflected are for work performed during the business hours of 8am to 5pm Monday through Friday. Special requests for work performed outside of these hours will be subject to additional charges with an estimate provided for approval at this time.

After the job is won and the contract is approved, the next stage is the Project Specifications.  I recommend that you at least include these same assumptions and pricing guidelines within the specifications as well on a separate page.  Possibly have the client and project manager initial this page as well.  Not to be overly anal about the assumptions or the guidelines, but it is best practice to ensure that these are read and agreed to.

Remember, you based your proposal upon these assumptions. Having them ignored during the course of the project could result in project creep, loss of monies due to additional expenses not accounted for, or an unhappy client because the project was not what they had thought.

The timeline listed in the proposal request was tight so I checked into our internal development schedule and found that our development team was strapped with current projects. I then checked into our vendor resources and determined that there was availability, but experience with this type of project was lacking.

I had a tough decision to make. Do I go ahead and bid on the project or do I no-bid?

Although this was an opportunity for the sales representative and our company with this new customer, I felt it was best to no-bid vs. taking the chance with our external vendor and possibly not doing a good job. My sales representative wasn’t too crazy about my decision, but came to understand and agree with me after a few days of retrospection.

Is no-bidding a project a form of business suicide? Although every situation is different, I sought the opinion of my peers via the DC Web Woman List. I received overwhelming responses to this question. The general consensus is NO – no-bidding is not a form of business suicide but a form of ensuring that you are providing a quality product.

No-bidding doesn’t mean that you can’t do the job, but does mean that you are conscientious enough to make an informed decision with the customers’ best interest being the key factor. While you may not have the opportunity to shine with this project, you can and will have other opportunities to shine with this customer as long as you are honest in your response.

Customers appreciate the honesty and the fact that you are looking out for the best interest. This goes a long way in customer relations and will establish a relationship with your customer for years to come.

Thanks to my friends of the DC Web Women’s Group for the feedback.