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Thank you for the chance to work on [Client Name]'s new office. This proposal sets out how we'll plan and design the space, who we'll coordinate with, and three ways to work together.
The Project
[Describe the space and the brief, for example: about 12,000 square feet on one floor of an existing office building, for a team of 70 growing to 90, with a mix of focus rooms, meeting rooms, and shared space, and move-in in nine months.]
How We Work
1. Programming. Interviews with leadership and team leads, a short survey of how people work, and a headcount and growth plan. Together these set the space requirements.
2. Space planning and test fits. Layouts that show how your team fits in each space you're considering, so you can compare options before signing a lease. Once you've chosen, we develop one approved plan.
3. Schematic design. The design concept, a finish and color direction, furniture direction, and an early budget.
4. Design development. Finishes, lighting, millwork, and furniture selections, with an updated budget for your approval.
5. Interior construction drawings. Partition, ceiling, finish, and millwork drawings for pricing and construction, coordinated with your architect and engineers, who stamp and file the drawings for permits where required.
6. FF&E specification and procurement. Specifications for furniture, fixtures, and equipment, and ordering and tracking through to delivery.
7. Construction administration and move-in. Site visits, answers to the contractor's questions, review of finish samples, a punch list, and furniture installation before move-in.
Ways to work together
Fees are based on about 12,000 square feet and are fixed for the scope described. Furniture is paid for separately, as described under procurement below.
| Programming and headcount plan | $2,400.00 |
| Test fit layouts (2) | $3,600.00 |
| Total | $6,000.00 |
| Programming and space planning (square feet) (12000) | $9,000.00 |
| Schematic design and design development (square feet) (12000) | $27,000.00 |
| Interior construction drawings (square feet) (12000) | $18,000.00 |
| Construction administration (square feet) (12000) | $9,000.00 |
| Total | $63,000.00 |
| Programming and space planning (square feet) (12000) | $9,000.00 |
| Schematic design and design development (square feet) (12000) | $27,000.00 |
| Interior construction drawings (square feet) (12000) | $18,000.00 |
| Construction administration (square feet) (12000) | $9,000.00 |
| FF&E specification (square feet) (12000) | $12,000.00 |
| Procurement management and move-in coordination | $9,500.00 |
| Total | $84,500.00 |
Who Does What
We lead the interior design and coordinate with your team's other partners:
- Landlord: we follow the building's standards and prepare drawings for the landlord's approval.
- Architect and engineers: your architect of record and engineers design the building systems, and stamp and file drawings for permits. We aren't the architect of record and don't stamp drawings.
- Contractor: we answer questions, review samples and submittals, and walk the space for the punch list. The contractor is responsible for construction, schedule, and site safety.
- Furniture dealer, IT, and movers: we share specifications and schedules so deliveries and installation line up with move-in.
Procurement
With full service, furniture is ordered through us at net trade cost, with a 20% purchasing fee. We'll send a proposal for each group of items, and order once you approve it and pay. If you work with your own furniture dealer, we'll specify the furniture and review the dealer's quotes at $175 per hour. Freight, delivery, installation, and sales tax are billed at cost. Custom and made-to-order items can't be cancelled or returned once ordered, and most furniture takes 8 to 16 weeks to arrive.
Timeline
Programming and test fits take three to four weeks. Design takes eight to ten weeks, and construction drawings four to six. Construction is scheduled by your contractor, and typically takes 10 to 16 weeks for a space of this size.
What We Need From You
- A decision-maker, supported by a small working group, who gives consolidated feedback
- Headcount and growth plans, and the lease, building standards, and base building drawings
- Decisions within five business days of each presentation, so the schedule holds
Changes and Additional Services
Work outside the scope above, or changes to an approved phase, is billed at $175 per hour with your approval first.
Payment Terms
Test fits are billed 50% on signing and 50% on delivery. Other fees are billed monthly as each phase progresses. Procurement management is billed when we place the first order. Invoices are due within 15 days.
Acceptance
Choose how you'd like to work together and sign below to accept this proposal. We'll be in touch within one business day to schedule programming interviews.
How to use this template in Clientary
- Edit it online. Change any section, add your own, and add a fee table with packages the client can choose from. No account needed.
- Preview it as your client will see it. Fill in who it's for and pick a design.
- Start your free trial to send it. Confirm you'll have it reviewed, since templates aren't legal advice, and your proposal is waiting in your new account with your client's details filled in.
- Send it to be signed. Your client reviews, chooses a package, and signs online, and you can see when it's viewed and signed.
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