STIC - Engineering:
Workplace
(Module 3)
Workplace
 Correspondence - Proposals
(Topic 2)
Content
In order to teach this lesson effectively, the facilitator should be
familiar with the following:
- the layout and information in a proposal
- the role of the proposal for an engineer as a consultant
Delivery
Make as many copies as necessary of the following handouts  :
- Handout 1 Proposal (three pages)
- Handout 2 Comprehension Questions
- Handout 3 Contribution Matrix (two pages)
Materials needed: OHT 1, 2 and 3, overhead
projector, chart paper and markers
Methodology
Introduction
1. (20 minutes)
Elicit from the class what the parts
of a letter are and what kind of information is included by showing OHT
1. Have participants identify and label the parts. These should include:
- letterhead
- date
- inside address
- attention line (optional)
- subject line
- salutation
- body
- complimentary closing
- signature
- carbon copies
- enclosures
Explain that the purpose of the class is to examine an engineering proposal
that has been presented in letter form. Ask the class: What are proposals?
What are the parts of a proposal? What is their purpose? What kind of
information is included? (e.g., fee, schedule, dates, scope of services)
How are proposals used by engineers? Ensure that the terms consultant
and sub-consultant are understood within an engineering context. Also,
see if participants understand terms like tender, bid, and associated
terms (bidder, tender closing, pre-bid meeting, tender period).
Pre-Tasks
1. (15 minutes)
Distribute Handout 1 (three pages).
Have the participants first read the proposal and then answer the following
questions: Who is it from? Who is it to? What is it about?
2. (20 minutes)
Distribute Handout 2. Have the participants
do the Comprehension Questions and compare their answers with a partner.
Initiate a whole-class discussion about the contents. What is the role
of the engineer? (Resident Engineer works on-site). See facilitator's
notes.
3. (15 minutes)
Explain to the class that proposals
are written using formal language that, with a few exceptions, generally
would not be used in speaking. Have students locate and underline the
phrases that are examples of this formal/legal kind of language found
in documents and contracts. Participants should list/locate the following:
- in the order of
- with respect to
- we are pleased to
- to retain
- we propose
- assuming
- upon receipt of your verbal authority
- at your convenience
4. (25 minutes)
Explain to the participants that the
terminology in this proposal can be divided into two categories: "money" and "services
provided". Divide the class into pairs and have each pair locate the
words that fall into the "services provided" category. What
services are being offered? Have each pair share their list with another
pair. Have each group write their words on chart paper and display them
on the wall. On an OHP, elicit words from the whole class to list the
services; this time, subdivide them into "action" services
and documents/products as they are being volunteered by the participants.
Documents / Products
- design
- contract drawings
- technical specifications
- contract documents
- interim design drawing
- as-built drawings
- draft plans
- contract submittals (shop drawings)
- minutes
- contemplated change notices
- change orders
- vellum originals
- digital files on disk
"Action" Services
- contract administration
- proposed structural repair
- electrical upgrading work
- support services
- periodic site review
- periodic site visit
- pre-construction meeting
- general technical consultation service
- evaluate contractor responses
5. (15 minutes)
Have the participants go back to the
proposal and find all the words and phrases associated with money.
Then elicit terms from class and make a list on OHT. Give examples or
definitions as necessary.
Money
- to quote
- lump sum
- inclusive of
- exclusive of
- applicable disbursements
- detailed breakdown of fees
- to invoice
- costs incurred
- to carry an allowance of
- additional fee
- estimate
- budget cost of
- Progress Payment
- Final Payment Certificates
- total construction phase fee
- fee quotation
6. (30 minutes)
Distribute Handout 3 and tell them
Schedule 1A is a contribution matrix of the tasks, employees,
and costs involved in the proposal they have read about. In groups
or pairs, have them answer the questions and discuss how they would
distribute the costs and the tasks for the project. After 20 minutes,
have a whole-class discussion and compare ideas. Present OHT 2 with
the actual costs and hours. Discuss. Task
1. (30 minutes)
Group participants in pairs according
to discipline, show OHT 3, and read together. Ensure understanding
of the task. Explain that participants are to write a short proposal
for engineering services in the context provided and according to their
discipline, if possible. Have the participants use the first proposal
as a model. Services offered by industrial, mechanical, and electrical
engineers should be included in the proposal. Post-Task
1. (15 minutes)
Choose one proposal and, with permission from the participants,
copy it onto OHT or make copies for everyone. Analyze the proposal
together as whole class for format, sentence structure, terminology,
and general clarity.  Downloads
All downloads are in Adobe Acrobat
PDF.
Download a print version of the above lesson plan and related
materials.
Workplace:
Topic 2 [150 KB, 17 pages]
Download the complete Facilitator's Guide and Participant's Workbook.
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