Tips on Writing the Contract

Ask the consultant whom you feel is most qualified and appropriate to develop a written document describing the specific services you need. Make sure this contract details exactly what services they will provide (i.e. will they actually write the grant proposals or just identify the potential funding sources and leave the grant writing to you?) as well as the costs (in time and money) involved.

To minimize risk of misunderstanding, certain basic questions should be answered clearly in every organizational development contract. The more effort put into the contract preparation, the greater the likelihood of a successful professional relationship and project.

Be sure the following are included in the consultant's contract:

• Name the parties to the contract, giving full legal names of both the provider and recipient of services. For the service provider, include individuals and corporations the individuals represent.
• Enumerate the specific objectives to be accomplished and specify tasks to be completed by the consultant or trainer.
• Enumerate the expectations of the nonprofit organization's staff and board to complete the OD project.
• Describe the process of the assistance including:

1. a brief statement describing each specific activity that the consultant will carry out under the contract, including who will be involved in the activity (i.e. consultant and organization staff; consultant; staff and board; consultant only; etc.) Also include estimated hours/rate for each activity item listed.
2. the hourly rate that will be charged to the applicant organization (this rate may vary depending on the type of work to be conducted; more than one rate may be listed).
3. deliverables and outcomes expected
4. timeline for the major steps
5. criteria to determine the completion and the form in which it will be presented (i.e. a written report at minimum; statistical analysis; and/or verbal presentation.

• Identify any special considerations or additional requirements pertaining to the work - for instance, the provision of secretarial assistance in producing the final report.
• Specify the amount of compensation to be paid to the consultant/trainer, the conditions under which it will be paid, and the timeframe for payment. (Indicate which amount will be paid through the grant funds).
• State the date the contract will go into effect. 
  
• Set a date by which the work is to be completed.
• List the conditions under which the contract can be terminated.
• Have the appropriate parties to the contract sign and date the contract (consultant and lead staff and board representatives of the organization).

Complete negotiations based on the submitted contract, especially defining fees and reimbursed costs.

Once your organization has chosen a consultant to work with, be sure to confirm the focus of the project with your staff and board, including the problem statement, objectives, specifics of the proposal and what is expected of each staff and board member.