Condo Handbook and Policies Reformatting
Budget: $25 – $50 USD
Request for Proposal for Word Processing
Ocean Ledges Condominium Association, Rockport MA May 15, 2025
RFP Description / Scope of Work:
1. Who we are: Ocean Ledges is a 45-unit Condominium development located in Rockport, MA which is on Cape Ann, an area colloquially known as the North Shore of Boston. You are being provided with this RFP by the elected Board of Managers who oversee the operations of the Association.
2. Overview of what we need:
a. Assistance formatting, and some reorganization of our Association Handbook and Policy Addendums which have become a bit of a quagmire of MS Word versions. The Handbook and Policy Addendums are at a point where it is getting too difficult to edit and revise them. We need someone proficient in MS Word to straighten them out.
b. The Handbook and Policy Addendums are 27 pages long, and our Tree and Shrub policy is an additional 11 pages, for a total of 38 pages.
i. The Tree and Shrub policy will need to be put into MS Word as we only have a .pdf version.
c. Ultimately, we desire two documents. The first will be in MS Word and will have Headers and Footers that work, pagination that works, a consistent style and font throughout the document, page breaks as delineated in the attached pdf, and additional formatting also as described in the attached .pdf. The final Word document will be for Board use.
The second document will be a searchable .pdf with a Table of Contents linked to each listed Topic. This document will be for distribution to Unit Owners.
3. Fees, Payment and Reimbursables
a. Fees: We desire a Time and Material contract with a not to exceed cost. If the Fee is to be exceeded, written notification by the Freelancer to the Boad and written approval by the Board are required.
b. Payment will be as mutually agreed.
c. Reimbursables expenses will be for mailings, data storage media, and other items normal to Freelance work as mutually agreed.
4. Schedule
a. A schedule of initial consultations, deliverables, review periods, revision periods and final production is to be included with your proposal. Each review period by the Board should be a minimum of seven days.
5. A more granular description of what we are looking for:
a. Policies Addendum topics are to be ordered by date of policy update e.g. newest to oldest.
b. Create formatting that forces the following Major Topics to start on a new page:
i. Emergency Services,
ii. Board of Managers,
iii. OLCA Resident's Phone & Email,
iv. Common Area Request Form,
v. ARC Form.
Allow this formatting to work if we add a new Major Topic.
c. Delete current pagination from the current ARC form sample and paginate per the overall Handbook.
d. Create formatting that forces each new Major Policy in the Policy Addendum section to start on a new page.
e. Delete current pagination from the current ARC Process Sample in the Policy Addendum section and paginate per the overall Handbook.
f. Create separate Headers and Footers for the Handbook. Create a Footer as follows:
i. Handbook front matter: left revision date, right page number
ii. Pages starting with Emergency Numbers: left revision date & version number, right page number.
iii. Policy Addendum left revision date, right page number (roman numerals lower case).
g. If the above doesn’t work, or if there is a logical approach, we are open to recommendations re: page formatting margins top, bottom, left & right; left and right justification; header & footer recommendations for a printed version (print on both sides) as well as the electronic version.
Ocean Ledges Condominium Association, Rockport MA May 15, 2025
RFP Description / Scope of Work:
1. Who we are: Ocean Ledges is a 45-unit Condominium development located in Rockport, MA which is on Cape Ann, an area colloquially known as the North Shore of Boston. You are being provided with this RFP by the elected Board of Managers who oversee the operations of the Association.
2. Overview of what we need:
a. Assistance formatting, and some reorganization of our Association Handbook and Policy Addendums which have become a bit of a quagmire of MS Word versions. The Handbook and Policy Addendums are at a point where it is getting too difficult to edit and revise them. We need someone proficient in MS Word to straighten them out.
b. The Handbook and Policy Addendums are 27 pages long, and our Tree and Shrub policy is an additional 11 pages, for a total of 38 pages.
i. The Tree and Shrub policy will need to be put into MS Word as we only have a .pdf version.
c. Ultimately, we desire two documents. The first will be in MS Word and will have Headers and Footers that work, pagination that works, a consistent style and font throughout the document, page breaks as delineated in the attached pdf, and additional formatting also as described in the attached .pdf. The final Word document will be for Board use.
The second document will be a searchable .pdf with a Table of Contents linked to each listed Topic. This document will be for distribution to Unit Owners.
3. Fees, Payment and Reimbursables
a. Fees: We desire a Time and Material contract with a not to exceed cost. If the Fee is to be exceeded, written notification by the Freelancer to the Boad and written approval by the Board are required.
b. Payment will be as mutually agreed.
c. Reimbursables expenses will be for mailings, data storage media, and other items normal to Freelance work as mutually agreed.
4. Schedule
a. A schedule of initial consultations, deliverables, review periods, revision periods and final production is to be included with your proposal. Each review period by the Board should be a minimum of seven days.
5. A more granular description of what we are looking for:
a. Policies Addendum topics are to be ordered by date of policy update e.g. newest to oldest.
b. Create formatting that forces the following Major Topics to start on a new page:
i. Emergency Services,
ii. Board of Managers,
iii. OLCA Resident's Phone & Email,
iv. Common Area Request Form,
v. ARC Form.
Allow this formatting to work if we add a new Major Topic.
c. Delete current pagination from the current ARC form sample and paginate per the overall Handbook.
d. Create formatting that forces each new Major Policy in the Policy Addendum section to start on a new page.
e. Delete current pagination from the current ARC Process Sample in the Policy Addendum section and paginate per the overall Handbook.
f. Create separate Headers and Footers for the Handbook. Create a Footer as follows:
i. Handbook front matter: left revision date, right page number
ii. Pages starting with Emergency Numbers: left revision date & version number, right page number.
iii. Policy Addendum left revision date, right page number (roman numerals lower case).
g. If the above doesn’t work, or if there is a logical approach, we are open to recommendations re: page formatting margins top, bottom, left & right; left and right justification; header & footer recommendations for a printed version (print on both sides) as well as the electronic version.