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Formal Report to The Senior Management Team of Southampton General Hospital. Bid for a Cleaning Service Contract. To the Board of Senior Management of Southampton General Hospital. Superior Cleaning Supplies Ltd. Chris Watkins- Senior Sales Advisor.
Dear Sirs, We have discovered that you now have a need for a contract that will provide your facility with cleaning of the facilities and the separate clinic, and also providing the hospital with dispose of hazardous waste from the surgical operations. Management of our company, with me, currently representing of its interests decided to offer you a bid for this cleaning service contract. Our company is operating in the cleaning industry since 1987. We offer cleaning services and the dispose of hazardous waste for various kinds of corporations, including office facilities, construction companies, pharmaceutical companies and other kinds as well. We know that you are currently in need of the services that our company is able and willing to provide. In the bid further on going we specified what services we are able to provide you with, the costs of services as well as other detailed information concerning the matter.
We have made a quick research of the facilities that you have and came up with the plan of what possibly may be of your crucial concern. These are the services that we offer you in a bid, for the possibility of long-term business relationships: Cleaning wards and offices; Washing and ironing the bed lining; Cleaning public areas such as receptions and waiting areas; We have experience in doing similar kinds of things for many various organizations and therefore we think that this may be suitable for your hospital facilities as well. We can also offer you additional services that are in need of your organization, such as: Dispose of used surgical and medical equipment; Cleaning and disinfecting the operating theatres to a 100 % antiseptic level; Window cleaning; Safe disposal of hazardous chemicals and other materials. According to the forecasts the basic costs for the contract are provided. This is the total cost of the contract in terms of labour and materials: Basic cleaning materials: approximately # 300 per week; Equipment purchase and renewal: approximately # 2000 per annum; Cleaner: # 4. 50 per hour; Group leader: # 6. 50 per hour; Shift supervisor: # 8. 50 per hour. A 10 % is added to these amounts of employers contribution to the National Insurance payment, holiday pays, and sickness pays etc.
The basic salary is paid on a 39 hours week basis, Monday through Thursday 8 hours shifts and 7 hours shift on Friday. Overtime rate is paid one and a half, but no overtime on the weekends. Overtime pay can get you through the busy periods and cut the staff costs. For your hospital we have calculated that work will need to go on weekends at half the shift: 4 hors a day and 50 % staff. Your hospital has 10 wards and a separate clinic for private patients, consisting of 50 ensuite single rooms. Cleaning should be ideally done on a daily basis due to the risk of infection to patients.
We have calculated that there are 5 teams for the hospital and 2 teams for the private clinic necessary. Each team consists of 5 people and there is a group leader for every 10 workers. There must be a shift leader on duty at all times and one on call during the evenings. Being on call brings a payment of # 50, which rises to # 150 in the case of the actual callout.
It is estimated that there will possibly be approximately one callout per month. Thereafter the estimated total cost of the contract including basic services per annum will be: Labour: # 387 859. 95 plus approximately 20 % overtime = # 465 431. 94. Materials and equipment: # 17 900. Additional services estimated: # 220 500. 00 Total per annum: # 483 331. 94 plus additional services = # 703 831. 94.
For this amount we are ready to offer you the Superior Cleaning Service, just like the name of our company and we are well known for it. The significance of proper cleaning services for your facility is outstanding. This is because you deal with public service including especially healthcare and one of the primary objectives of good health care is clean environment with which we are going to provide you with. We realize the fact that the sufficient cleaning for your facility is one of the core necessary objectives and therefore we will give you special, more advanced ever treatment in terms of cleaning. This is also very important for our company, because we are trying to provide our services to health care facility for the first time, and it is very significant for the company like ours to do its best, because we plan to develop our business and make it the best available. By providing you with sufficient and superb service we are able to count on future contracts from other similar to yours organization.
Further you use medical equipment such as syringes, which has to be disposed off properly. Because in other case this can create hazard and publicity could prove disasters. We are able to cope with the disposal of such equipment because we have experience in dealing with various kinds of hazardous products and machinery. The additional services are optional, but we know that you have a need in it is always better to have one company providing the organization with multitude of services, especially when you deal with health care. We realize the fact that we are about to enter into a million pounds contract that is a very serious decision for your board and it is very important to make a right choice in this situation. For your organization we can offer a 5 % customer loyalty discount considering the future cooperation.
We realize that the contract funding is not an easy issue for your board of directors. The focus of the results of the contract may be switched to the benefits of the quality services in the area that we are able to provide you with. By signing this contract you will get the security and piece of mind that you need when outsourcing work of such politically and publicly sensitive nature. You will be able to delegate one of the existing problems of cleaning on our company at the cost of the contract. I can add that our future plans include the expanding of the organizations service providing activities.
We are planning to expand to such areas of service providing like: Car park attendants and patrols; Hospital security; Landscaping and gardening for hospital grounds; Personal shopper service for long term / private patients. Considering this future expansion we may promise you now to provide you with this services at largely discount rate, moreover we will create the special full services charge for your organization. The benefits of such a long term and multiple issues cooperation include the fact that you will have a single multi-service provider which is going to be reliable, this is our initial promise and this is highly of our concern as well. This will provide the patients of your hospital with safer and calmer environment, which is so important for people getting medical treatment.
Our contract is superior to any others due to the following reasons: our company is very familiar with the kind of business you are offering; we plan to have long-term business relationship; you will have the benefit of risk-free cleaning services with the possibility of the expansion, and overall we guarantee that your patients/ clients will be satisfied with the clean environment that we are ready to provide you with. To summarize the bid I can state that in the situation that we are facing with the hospital contract, the customers core necessity is the security and financial aspect. The security is more important one, because hospitals are facilities that commonly treat people that have obviously problems. When a person has problems with health or other one of the main issues that he or she is concerned about is the issue of security. And by providing the hospital with secure service we provide the patients with safe and secure recovery process. This is very important for the board of the hospital, to have its patients safe and secure.
Thus we have a mutually profitable situation. In addition our company needs to get this branch of industry and therefore the hospital is able to have a benefit of our good work. There are some minor differences in selling products and selling services. The product is actually (usually seen and can be touched) the easier thing to sell. The service is only going to be provided to you in the future and usually customers dont know how this is going to happen and the customer has to rely upon others opinion about that. Also customer usually gets acquainted with the material provided very carefully and pays attention to many details, if the customer is not familiar with the service provider.
Thus it is necessary to include all the necessary and important details in the bid for a contract. The primary concentration in selling services should be on the value of money for the customer, but the costs should not be overlooked as well. All the businesses have financial projections and have to be profitable, if it is not some kind of a fund. It is possible to make a customer less price-sensitive by providing him with some added value to the services provided. Also it is nice to establish long-term reliable relationships with customer. This can be achieved by providing the customer with what he was promised, with no move ways.
The customer has to trust the service provider. Bibliography: Finley W. , Sales Management, New York: Viking Press, 1998. Starks J. , Services Delivery Contracts, Philadelphia: Blitz Print, 2000. Miller, W.
S. , Proactive Sales Management, How to Lead, Motivate and Stay Ahead of the Game, New York: AMACOM, 2001.
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