When preparing a response to an RFP you need to include any assumptions that you may have based your response on. This is a common practice and pretty much takes care of the unanswered or standard items that may come up but none-the-less, very important.

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.