I have prepared a lot of proposals over the last few years, and I typically include a time frame in the proposal. A lot of times it is phrased similarly to "it will take x-y business days from the time we receive the authorization to proceed." The boss doesn't particularly care for me doing this. He thinks it is to big of a commitment, that contains to many things that we cannot control. (only thing I think we can't control is sick days and weather). I do not think it is fair to someone to not give them a time frame. Worse yet it seems like the times that I don't (for a small project that will only take a week or two) they call two days later thinking it should be done.
I have thought about just putting he time frame in the email body, as opposed to the actual proposal (PDF), but I kinda feel that could come off as a little slimy. Maybe just simply revising my statement to read "it should take x-y business days..." or something like that.
How do you all go about giving time estimates or commitments on projects?
"2-3 weeks from authorization to proceed" is our usual statement for the small jobs. The clients are usually thrilled when we're quicker than that.
I can't recall ever giving out a time frame without a prompt from the client requesting a time frame.
A time frame is usually second to cost on the client hierarchy list. If the schedule is very important to the client we will negotiate and nail it down. I will typically communicate what my expected time frame and cost is up front. If they want it quicker it will most likely cost more, if it's even possible. If we're confident we can't meet their schedule we'll pass them on to another firm. Time frames are very important to most clients and as such should be included in your proposal.
WA-ID Surveyor, post: 430017, member: 6294 wrote: A time frame is usually second to cost on the client hierarchy list. If the schedule is very important to the client we will negotiate and nail it down. I will typically communicate what my expected time frame and cost is up front. If they want it quicker it will most likely cost more, if it's even possible. If we're confident we can't meet their schedule we'll pass them on to another firm. Time frames are very important to most clients and as such should be included in your proposal.
"within X working days after the retainer and signed contract is received work will proceed"
"I estimate that X will be complete within X working days, and XX will be completed within XX days after that"
In my experience when the Cost was Not Highly Important was when they did not really plan to pay in full anyway. (some exceptions)
I can see your boss' point. What if you run into conflicting evidence that requires far more research than you anticipated? What if all the control you expected to find nearby has been disturbed or destroyed? What if the client isn't being completely up front and there is a particularly cantankerous adjoining landowner, or perhaps some physical barriers to reasonable access?
These and a host of other "what ifs" may not be very common, and most of the time, your estimated timeframe should be no problem. But if you do run into some problem, that stated timeframe could be viewed as a contract provision, even if it's in the proposal letter rather than the body of the contract. Even if you run into the situation where you go a few days or even a few weeks beyond the estimated completion date, most of the time the worst that will happen is a bit of complaining from the client and nothing more.
But all it takes is for one of those clients to be a litigious jerk looking for a free survey or even claimed damages because of missing a deadline for a loan, sale, permit, etc. And a shakedown lawyer willing to press the case. That one time can gobble up the profits from 50 or 100 jobs where you beat or met the deadline.
Acknowledging all that, I think that it's a good thing to give some "expected" or "approximate" date of completion to your clients in case they need to make some tentative plans based on your completion.
Try coming up with some language that you can include to qualify the estimated time frame to be contingent upon certain conditions being in place (i.e. access and site condition as represented by the client), and other things not occurring that are beyond your control (finding evidence of unrecorded surveys, nasty neighbor preventing access, school kids pulling your stakes to use in "sword fights", etc.) You don't need to list specific things, just come up with a short sentence or phrase that makes it clear that the time frame is strictly an estimate and that the client will be apprised if it becomes apparent that completion will be delayed for any reason.
Many of the complaints that are received at the California Board relate to issues with timeframes specified in proposals/contracts. Sometimes, the consumer doesn't have a realistic understanding for what a reasonable timeframe is. But most of the time where the surveyor fails to maintain adequate communication, the consumers have been very patient waiting on the surveyor to finish the job, exhausting all attempts at communication before finally filing a complaint with the Board. It continues to surprise me how often a surveyor (or engineer) will say "x number of weeks" and the consumer has waited over a year for the work.
Trust your instinct and communicate honestly and reasonably. And maintain that communication. Most will understand. You've received a few good ideas.
More or less: "Work will commence within ______ days of receiving written notice to proceed. We expect field work to be completed within _______ days of commencing work and project deliverables to be provided __________ days from completion of field work.
Adverse weather will impact the ability to complete work as sche. "
Conflicting evidence and poor geometry are noted in the understandings and exclusions. These warrant additional time/ fees or cessation and payment for work to date.
Upon our receipt of this fully executed agreement and the retainer fee we will commence with professional land surveying in accordance with Title 865, Article 1, Chapter 12 of the Indiana Administrative Code for the above referenced project. The fee for this service is $1,250 with a retainer of half of the fee ($625) due at the time of execution of this agreement.
Once we receive the above we will then commence with the initial county records research and initial field locations. Then we will flag and/or set the final corner location stakes upon receipt of the remaining balance ($625) due. We anticipate completing these services within 4 to 6 weeks (weather dependent) of receipt of the initial retainer fee.
Any additional services required after we deliver the survey as a result of comments from you, your lender, your buyer, your seller, any attorney, engineer, or otherwise (??additional comments??) will be invoiced on an hourly basis at our current hourly rates.
I rarely if ever present any time frame at all. I pretty much say what Brad does (will schedule work upon receipt of signed contract & retainer). If I am pressed for a completion date I will verbally give something far in the future, with the caveat that if we can get to it quicker we will. I've had about a dozen clients in 40+ years that weren't comfortable with that. I'd say six went away and the other six offered extra money if we could meet some deadline, in which case I offer to try, but lay out why I might not be able to meet expectations due to weather unexpected problems, etc. After being educated about exactly what it is I might have to do clients are usually quite understanding.
ppm, post: 430012, member: 6808 wrote: "it will take x-y business days from the time we receive the authorization to proceed."
Your boss is right. It is best to try to soften your promises on deliverables and deadlines if you can.
We anticipate that the proposed work can be completed with xx days after receipt of notice to proceed. This proposal is valid for 30 days.
All good comments and suggestions. Thank you.
