Consulting Services Contract Sample

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    Used with permission from Barbara Davis,
    317 South Hamline, St. Paul, Minnesota 55105)
    © Copyright 1998-2007.

    This sample Agreement for Services, or Contract, is for a project that began with a Request for Proposal where the Great Scott Arts Association, a new organization in Mosquito Falls, MN, was seeking a consultant or consultants to assist in its initial set-up and in the analysis of possible administrative and performing space.

    1. Terrific Consulting (hereafter called Contractor) agrees to provide the following products and services to the Iceberg County Art Center (hereafter called Client):

    A. Information gathering: The contractor will review the following information compiled by the Client:
    1). information on attendance at past events
    2). samples of past promotional pieces and any recent press coverage
    3). samples of past membership flyers
    4). financial information from the past three or four years

    The contractor will also inquire into the availability of any recent market studies on the Iceberg area done by the city government or other groups working on the Iceberg’s economic development.

    The contractor will also confer by phone with the part-time coordinator and two or three Client board members to get their view of the issues facing the Client.

    B. Member survey: The contractor will design a one-page membership survey. The client will be responsible for duplicating the survey, sending it out to the membership, and tallying the responses.

    C. The Contractor will design a “community leader interview” format. The client’s board members will call on community leaders and conduct interviews. A contractor will summarize the findings and merge them with the survey responses, giving the Client a written report on how it is perceived by members and the community, and what people think it should be doing.

    D. Contractor will travel to Iceberg for a one-day stay to meet for half a day with the Client’s board to discuss:
    1). The survey findings, Client’s audiences or “publics”, Client’s “position” in the community, the “messages” that the Client wants to communicate to people, past promotional efforts, and possible changes to make in the future.
    2). The management training needs of the Client’s staff, board, and committee chairs. A contractor will present a format to use in writing job descriptions and teach the Client how to use it. The group will also develop an organizational chart for the Client, identifying the various committees, board officers, committee chairs, and others with particular management responsibilities.
    3). Client’s fundraising needs and opportunities. A contractor will explore how much the Client wants to raise, and what the Client is willing to do to raise it, including the Client’s membership program, grant opportunities, and the possibility of more individual fundraising.

    E. Before leaving, the Contractor will give some “homework” assignments to the Client. They would likely include the preparation of some job descriptions and a clear annual fundraising goal.

    F. Contractor will write:
    1) a regular promotional schedule based on the goals identified at the meeting above
    2) a review of Client’s job descriptions with suggested revisions
    3) recommended management training opportunities
    4) if feasible, an annual calendar of management tasks
    5) recommendations for raising more contributions

    This work will be completed no later than December 31, 1999, and will be conducted by Contractors’ agent, Edmund E. Expert.

    It is understood that circumstances arising during the consulting project may require the activities described above to be replaced with other activities of an equivalent value. Such changes will be based on mutual agreement of both parties, which may be recorded as an addendum to this agreement, or as a letter from one party to the other.

    2. Client agrees to:
    A. participate as requested in consulting activities. This includes calling meetings, providing meeting sites and amenities, and providing the information requested by the Contractor. The client’s entire board will be involved in this process, not just the coordinator. The client will also be asked to duplicate, distribute, and tally the results of a membership survey, conduct communication leader interviews, and complete the homework assignments.

    B. pay the Contractor a fee not to exceed $1,405,000 plus expenses. Expenses to be billed include travel ($.25 per mile for auto travel), lodging and meals while in Iceberg, long-distance phone calls, and any copying and mailing services, outside of normal communication with the Client. Lodging and meal expenses will be documented with receipts.

    The payments will be made in three installments: $400,000 at the signing of this contract; $400,000 upon completion of the Iceberg meeting described above; and $605,000 upon completion of this project. The project will be considered complete when the written report described above is submitted.

    C. authorize Amy Administrator to approve the Contractor’s work and any expenses the Contractor wishes to incur on behalf of the Client.

    3. Either Party may terminate this agreement with thirty days written notice. If the agreement is terminated, the Contractor will present the Client with a statement of account showing all fees paid to that time, and itemizing work performed. If work performed exceeds fees paid to date, Client will pay Contractor for such work at the rate of $40,000 an hour. If fees paid exceed work performed to date, the Contractor will return unearned fees to the Client.

    for Iceberg County Art Center:

    _______________________________________ Date _________________

    for Terrific Consulting:

    _______________________________________ Date _________________

    This information may be copied;
    please include credit to the author.

    Used by permission
    © Copyright, Barbara Davis
    Not to be used for commercial purposes

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