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Proposal (checklist for initial site visit, assessment, scope of work, proposal)

Prepatory Work

  1. file (for all project records)
  2. field toolbox, clipboard with notebook
  3. contact directory (principal contact, other professionals)
  4. possible resources
  5. fee (cash, pro bono), reduction in rate for not-for-profit: pro-rated pro bono
  6. historical research on structure, smiliar sites
  7. research resources: National (National Register, National Historical Landmark, Historic American Building Survey, others); local (State Historic Preservation Office, historical society, preservation groups, archives and libraries, State Survey)
  8. 'fact finding': comparable projects, case studies
  9. research on specific subject, issues
  10. call colleagues, network with other professionals
  11. develop preliminary timetable, priority list
  12. consider phasing project

Preliminary Site Visit

  1. determine specific date for site visit; set aside time before, to organize, and after, to follow through.
  2. ask for relevant material to be available before or for preliminary site visit: mission statement; financial reports; funding sources; and records
  3. visit site with a tour conducted by the principal contact as well as staff, board members (important to include, especially chair of building committee), other professionals
  4. discuss organization with staff, board members, committee chairs (met with each group separately, then together, with representatives frome each)
  5. address program development for facility
  6. address relevant materials: mission statement, finaicials, funding sources (current and future), reports, historical records, maintenance and contractor records
  7. address strategic plan, long-term goals
  8. address development plan, its relevancy to existing condition, strategic plan, and resources
  9. assess. describe work to date, if project has started

Written Proposal 

  1. Format
    1. letter format with subheadings and concise contractual language throughout. Include header and footer on each page with recipient's name, title, subject of letter (proposal, with scope), date, page number, your name or. . .contract, with less formal cover letter
    2. identify client by name initially, and subsequentally as 'Owner," throughout report
    3. identify yourself by full name initially, and thereafter as "Conservator" throughout report
    4. contact person (full name, title, address)
    5. names, titles, adresses of all persons who will receive copies of report
    6. reference funding sources supporting the project
  2. Content
    1. where: reference site visit(s), visit to other resources
    2. provide date(s) of visit, correspondence
    3. reference last correspondence: from whom, when, about what
    4. reference: written request for proposal (RFP), site visits (see above), meetings, telcom, other correspondence, documents, drawings (by names, author, date including revisions, etc.)
    5. what: (elements observed, and limitations of visit) do not jump to conclusions based on intial site vist, but describe conditions and problems briefly and address their investigation as part of the proposed work
    6. why: purpose, goal (objective, goals, philosophy)
    7. qualify limitations fo site visit, access to areas
    8. summarize scope of work (project in its entirety, including conservator's work)
    9. briefly prioritize, decribe phases of project, if needed
    10. identify in-house professional resources, reatined services to date, need for other services, including professionals, interns, volunteers
    11. identify ways to engage organization, and stenghthen its capacity to serve as long-term steward
    12. identify your specific role in project, in general and in details, with reference to services and relationship with other participants
    13. detailed scope of work
    14. describe format of work products (style of reports, number of copies, hard copy or electronic, quality of products)
    15. note recommeded future work, beyond scope of this contract
    16. timetable: dates of site visits, schedule of future meetings (inital interviews, progress reports, final presentation, ongoing site visits, follow-up
    17. budget

Stipulations and Conditions

  1. permission to access entire site, photograph,
  2. permission to install monitoring devices, take samples. Note limitations
  3. stipulate who will provide access to site via ladders, scaffolding, boom truck, swing staging
  4. signage
  5. work for hire
  6. designation of ownership for final reports and related documents
  7. reproduction and use of reports
  8. provisions for including copies of reports
  9. copyright
  10. site specific, client specific use
  11. permission to photograph (from client/owner)
  12. photographer's permission to use photographs -- 'work for hire' (from consultant)
  13. permission to conservator to publish information from reports in professional journals, present at conferences; credit organization, funding sources
  14. insurance (certificate of insurance)
  15. professional liability ($1,000,000)
  16. general liability ($1,000,000)
  17. worker's compensation ($500,000)
  18. automobile liability ($1,000,000)
  19. excess liability ($1,000,000)


  1. include resume including academic degrees, licenses, certificates, affiliations (note as enclosure)
  2. include references -- make specific to type of project and scope (note as enclosure)
  3. other project team members: role, qualifications
  4. 'architectural conservator: scope of services' disclaimer
  5. indicate professional standards for services and work products (reports)
  6. indicate your scope of services (by reference to attachment: list, brochure)
  7. indicate what is beyond the scope of work
  8. indicate conditions and limitations
  9. indicate standards for testing, and who will be conducting this work (labs, consultants--"sub-contractors)
  10. include any stipulations to project: insurance, liability, worker's compensation, security of site and equipment, access to site
  11. request from organization: mission statement, board/committee policies and reports, long-term plan (five years, minimum), architectural records (drawings, specifications, photographs, reports), historical information, maintenance records (maintenance, construction, contractors, professionals, products, service contracts, warranties), insurance records, consultants reports or other work

Professional Standards, References, Resources

  2. National Register of Historic Places
  3. National Historical Landmark or Site
  4. Code of ethics and professional practice (AIC)
  5. ASTM standards
  6. federal standards, where applicable
  7. National Historic Preservation Act of 1966, as amended
  8. Secretary of the Interior's Standards for Historic Preservation
  9. zoning
  10. building codes

Reference Material from Organization

  1. Organization
    1. by-laws
    2. mission statement
    3. policies
    4. organizational structure: committees, mission, contacts
    5. statement of philosophy underlying activities
  2. Files
    1. drawings
    2. specifications
    3. reports
    4. maintenance records (in house)
    5. record of contracted services, produces, warranties, service contracts
    6. minutes of 'Buildings & Grounds' committee. Finance committee
    7. consultant reports
    8. insurance records
    9. financial reports
  3. Archives
    1. archives, historical information
    2. funding sources

Site Work and Meetings

  1. date for site visit(s), limitations
  2. access to entire site, restrictions
  3. measured drawings
  4. permission to undertake "destructive" analysis (sampling), if needed
  5. permission to photograph
  6. permission to introducing monitoring devices
  7. meetings, review of work-in-progress
  8. 'entrance' interviews
  9. scheduled meetings, interim and progress reports
  10. draft of reports
  11. final presentation (after submittal of reports)
  12. job meetings (before and during construction)
  13. job visits (during construction)


  1. budget: consulting, project (remuneration or payment schedule)
  2. invoice: contact person to submit invoices to, format
  3. reimbursable (at cost, or discount on materials, or percentage above contractor's price)
  4. advance
  5. progress payments
  6. retainer


  1. initialization
  2. progress payments based on services/product
  3. percentage of completion
  4. phasing
  5. termination
  6. substantial completion