What goes on a project sheet
A project sheet is a one-page record of a completed project written for reuse. Write it once at closeout, while the facts are fresh, rather than reconstructing it under deadline from old files.
- Title, location, owner, and a reference contact who knows your work
- Year completed for the professional services, and for construction if applicable
- Scope in plain terms: services you provided, phases, and the deliverables
- Size: construction cost, square footage, miles, acres, or whatever measure your market uses
- Your fee and contract type, kept internal and never copied into a proposal by accident
- Key staff and their roles, which links the sheet to proposal resumes
- Outcomes and anything distinctive: schedule saved, an award, a difficult constraint you solved
Tag so you can filter, not just search
Free-text search finds documents that mention a word. Tags find projects that match an RFP. Use a short, fixed list for each tag so two people describe the same project the same way.
- Scope or service type: for example, site design, structural, boundary survey, feasibility study
- Client type: federal, state, municipal, school district, private developer, institutional
- Size band: set your own bands, such as under $1 million, $1 to $5 million, and over $5 million in construction cost
- Delivery method: design-bid-build, design-build, on-call or indefinite delivery
- Location and year, so you can favor recent, nearby work
Choose and adapt the closest matches
Filter by scope first, then client type, then size. Many RFPs ask for a set number of example projects. The federal SF 330 form, for instance, asks for ten example projects in Section F unless the agency specifies another number, and asks you to describe the relevance of each one to the contract.
Do not paste the sheet as written. Rewrite the first two sentences of each description to name what this client asked for and how the past project shows you can do it. A school district reading about a school project wants to see enrollment, phasing around an occupied campus, and the schedule, not your general firm language.
Keep the record accurate
An inflated or outdated project sheet is worse than none, because a reviewer who calls the reference or checks a public record will discount everything else in the proposal.
- The project manager signs off on the sheet at closeout, and again when facts change
- Check the reference contact once a year; people change jobs and phone numbers
- State your actual role: prime, subconsultant, or one discipline on a larger team
- Mark projects done by a person at a previous firm as such, rather than presenting them as your firm's work
- Mark incomplete projects with their status instead of a completion year
Know where every document came from
Proposal folders mix three kinds of material, and reusing the wrong kind is a real risk. Your own authored work, such as your past proposals, reports, and project sheets, is yours to reuse. Client documents, such as RFPs, scopes, and design standards, describe what someone asked for, not what you did. Competitor documents, such as a winning proposal released by a public agency or a teaming partner's materials, are reference only.
Label each document by its author when it is filed. When you pull a paragraph or a project into a new proposal, check the label. Quoting a client's scope as if it were your approach, or presenting a partner's project as your own, are both mistakes a reviewer can spot.
Where Hubity fits
Hubity keeps the firm's proposals, project records, and documents in one library and answers questions such as "which school projects over $5 million have we done" from that material, showing the source documents it used so you can check them.