The sales proposal in Figure 9.5 lists both what the proposer (CES) agrees to do and what the client (Davis College) must do. Why is it important in this proposal to identify specific things that the client is required to do?

Figure 9.5

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letter October 24, 20XX Mr. Paul Phillips Director of Physical Plant Davis College 285 S. Kings Way Rollins, MN 55555 This letter is a sales proposal from Cronin Environmental Services (CES) to a new client, Davis College. Because this is an external sales proposal to a new client, the tone is formal. CRONIN Environmental Services, Inc. 1442 Industrial Parkway West Rollins, MN 55555 Subject: Proposal to Update Davis College's Waste Reduction Plan Dear Mr. Phillips: Cronin Environmental Services, Inc., (CES) is pleased to submit this proposal to assist Davis College (DC) in preparing an updated Waste Reduction Plan as required by the Minnesota Department of Community Affairs (MDCA). CES has extensive experience producing MDCA waste reduction plans. Based on that experience, this letter identifies CES's recommended scope of work, time frame, and budget. It also provides background about CES's expertise. 612.555.5555 Fax: 612.555.6666 www.cronin.com SCOPE OF WORK To evaluate the waste composition at Davis College and prepare the required analyses and report, CES proposes to do the following: Review waste hauling and recycling records for the past 12 months. Coordinate with the Facilities Management staff to schedule a representative sampling of the waste generated at the DC main campus. CES will work with the Facilities Management staff to identify a location for sorting to minimize inconvenience and, if needed, for temporarily storing the material being sorted (for less than one day). Conduct a sort-and-weigh audit using one-day's worth of waste from the campus. The sort will address all the waste components required by MDCA, including glass, aluminum containers, plastic (high-density and low-density polyethylene, and polyethylene terepthalate), and landscape waste. In addition, the sort will identify weight components of newsprint, cardboard, white and computer paper, magazines, and a mixed paper category. Conduct a sort-and-weigh audit using one-day's worth of waste from the campus. The sort will address all the waste components required by MDCA, including glass, aluminum containers, plastic (high-density and low-density polyethylene, and polyethylene terepthalate), and landscape waste. In addition, the sort will identify weight components of newsprint, cardboard, white and computer paper, magazines, and a mixed paper category. Conduct a walkthrough of the college's buildings to evaluate the recycling and waste reduction activities throughout the campus. Meet with Facilities Management staff as necessary to discuss questions pertinent to the report. Prepare a draft report for DC to review and approve. Prepare four copies of the Waste Reduction Plan Update, which DC can submit to MDCA, and two copies for the college's records. The scope of work assumes that DC will provide the following information necessary to prepare the report: Mr. Paul Phillips October 24, 20XX Page 2 Data on procurement of recycled materials, such as paper Waste hauling and recycling records Data on numbers of students and employees CES will supply the required forms to obtain this information. PROPOSED TIME SCHEDULE CES is able to begin the fieldwork within two weeks of the notification to proceed. The fieldwork will take three days. We can have the analysis complete within four weeks from the completion of the fieldwork, depending on how quickly DC provides the other required data for the report. BUDGET CES proposes a not-to-exceed budget of $9,200 to complete this scope of work. The budget is based on the time estimated to complete the work. DC will be billed for only the actual time and expenses related to the project. If our time and expenses are lower, the fee will be lower. CES EXPERIENCE CES is an engineering consulting firm with offices throughout the state, including one in St. Paul (located three blocks from the MDCA building). CES offers your organization the following benefits: Extensive experience conducting waste audits, performing analyses of recycling programs, and developing waste reduction plans for a diverse range of facilities, including commercial offices, elementary schools and colleges, hospitals, and other institutions. CES was recently selected by Winona County to provide waste reduction services for businesses and multifamily complexes throughout the county. A track record of success. In the past year, CES has produced waste reduction plans for 11 organizations. All of the plans were approved by the MDCA. In addition, CES has been extremely successful in helping its clients secure more than $2 million in grant funds. Sincerely, Kim Colgate An extensive client list is enclosed with this proposal. I have also enclosed a short article on CES, published in the Engineering News Record. Kim Colgate Project Manager Enclosures CONTRACT Enclosed are two copies of our Standard Agreement for Professional Services. If you agree to this proposal, please sign both agreements, return one, and keep one for your records. Mr. Phillips, we look forward to working on your project. With our experience in producing MDCA reports, we are confident we can produce the documentation you need with minimal disruption to campus life. If you have any questions before signing the contract, please contact me at 612-555-5555 or kim.colgate@cronin.com. Identify what your client must provide if your work depends on information or timely responses. - Identify the amount of time the project will take and when the project can begin. State the price of the project and whether this price is a flat fee or is conditional on the time and materials actually required. Add credibility by outlining your experience. You can also provide testimonials and publications to support your claims. -Attach an agreement sheet to make it easy for your client to accept your proposal.