Step 6 of the Quotation Process: Cover Yourself
–Make sure to include a disclaimer that includes a statement that alerts the client to the fact that any change of scope can impact the original quotation. A change-order mechanism may be used to alert the client. Change orders can be triggered by a change of scope, product change, or other conditions outside the original quotation parameters.
–If the client requires a do not exceed statement regarding the maximum (or top end) of the cost range, then make sure you also incorporate a change order mechanism.
–If the estimator views the project as having a lot of dependencies and unknowns, then it would be recommended to include a statement that includes a re-evaluation of quotation at 25-30% into the project to determine if the quotation needs to be adjusted.
–Once the progress starts, make sure to communicate often. Providing weekly written status reports is an effective way to head off surprise to the client.
–Be sure to call attention immediately to any new problem pop-ups or obstacles which could affect the timing or amount of effort so that both parties have time to find solutions, or make adjustments.