Proposal For
Culver Technologies
Hi David,
Thanks for the call this morning, David. You said it yourself: with a list this size you want as many shots on goal as you can get. That is the part I want to fix. This proposal is less about building a sequence and more about how many town administrators are sitting across from you before their budgets get voted in March.
The Challenge
You told me exactly where this stalls. The list is small and untouched, the addresses have never been checked, and there is nothing on the back end to catch a reply when one comes in.
Our Solution
Three things decide whether this works: how many qualified organizations you can reach, whether the mail lands, and how fast you get to a reply. The automation matters least of the three, so it gets built once and then gets out of the way.
Scope of Work
Phase 1: Outreach System Build
Five blocks of work, from raw spreadsheet to a campaign you can point at a new market yourself.
Timeline
Four milestones over about three and a half weeks. Mailbox warmup is the long pole and it starts the day the domains go live, so sourcing, copy and the build all run alongside it rather than after it.
Source the additional contacts, clean and validate everything, build the segment and tag structure, register the sending domains and provision the mailboxes. Warmup begins the same day the DNS records go live.
Write the offer and the five email sequence, bring you the draft, and run one revision round on your notes.
Build the sequence, call tasks, reply detection, pipeline, booking calendar, form, dashboard and the sync back into GoHighLevel.
Finish warmup, run seed placement tests, release the first send in batches, then record the walkthrough and hand over documentation.
Potential Roadblocks
- New sending domains need roughly two weeks of warmup before cold volume. That clock starts when the DNS records go live, so how fast the domains get registered sets the launch date.
- Filtering the DOT list down to towns with 10 or more seats is on your side. The clean and validate step waits on that file.
- Validation will kill some percentage of every list. Municipal mail servers are often catch-all, which returns unknown rather than valid, and those contacts go out in a smaller first batch.
- Town administrator contacts outside New Hampshire are not published the way the DOT sheet was, so out-of-state municipal sourcing is best effort and slower than scraping a commercial list. It is worth the extra work, because lists that resemble your DOT list reply at several times the rate of easier commercial scrapes.
- Copy revisions past one round move the launch date rather than compress the warmup.
What Is This Worth?
These are your numbers, not mine. You told me a 10 seat town runs at least $20,000 a year and the 20 plus seat ones are about double that, so that is what this is built on. The contact count is the lever the options actually move. Most replies to any cold campaign are out-of-office notes and unsubscribes, so the rates below strip those out before counting anything as a lead. Change anything here you disagree with.
Illustrative only. Every input is adjustable and the fixed rates are set on the conservative side. This counts year one alone, so it leaves out renewals on a contract that usually runs for years, and it leaves out the police station, highway department and library that come attached to a town office. The $20,000 also sits at the bottom of the range you gave me.
Your Investment
Your investment is structured across project milestones as outlined below.
The options differ mostly in how many qualified organizations you end up in front of, so each one shows what that is worth at your own per-client numbers. Every option ships a validated list, sending infrastructure that keeps your business domain out of it, and a live campaign inside GoHighLevel. Prices are fixed. The call and signing figures are deliberately conservative estimates on the same rates as the calculator above, not promises. I would rather quote you a number you beat than one you resent.
Third-Party Costs
- GoHighLevel subscription: Your existing account, billed to you at GHL pricing
- Sending domains and mailboxes: Roughly $15 per domain per year plus a few dollars per mailbox per month, in your name
- Dedicated sending platform (Option 3): Roughly $37 to $97 per month at vendor rates
- Contact sourcing and validation credits: Roughly $20 to $60 depending on the option, at vendor rates
Once the first campaign has produced enough reply data to read, pointing the same system at a new market costs a list and a copy pass rather than a rebuild. Vermont looked like the closest match to how New Hampshire towns are structured, and title and real estate companies were the other direction you mentioned.
Our Guarantee
Terms of Engagement
Scope of Work
The Service Provider will deliver the project as described in the accompanying proposal document titled "Booked Calls Before The March Budget Vote" for Culver Technologies. The scope of work, deliverables, and timeline are defined in the proposal and incorporated by reference into this agreement.
Any work beyond the defined scope requires a written change order approved by both parties before work begins. Change orders will include updated timeline and investment.
Assumptions & Exclusions
- Option 1 runs against your existing DOT list only. Sourcing additional contacts is included in Options 2 and 3.
- GoHighLevel stays your system of record for contacts, pipeline, tasks and booking. At the volumes in Option 3 the mail physically sends through a dedicated cold email platform and syncs back, because pushing that many cold sends through GoHighLevel is what damages sender reputation.
- Sending domains and mailboxes are registered and provisioned in your name and stay yours.
- Sales calls, proposals and closing are yours. I build the system and write the outreach copy.
- Contact counts are targets against validated, deliverable addresses. Out-of-state municipal contacts are best effort for the reason listed under roadblocks.
- Domain registration, mailbox hosting, sending platform and validation credits are paid by you at vendor cost.
Acceptance Criteria
- Seed test addresses across Gmail, Outlook and a municipal server receive the first email in the primary inbox.
- A test reply stops the sequence, fires the alert to your phone, and moves the contact into the Replied stage.
- A test booking creates the calendar event and sends the confirmation and the reminder.
- The validated list meets the contact target for the option you picked, with hard bounces under 3% on the first send.
- You can open the dashboard and find any contact's segment, tag and pipeline stage without asking me.
Payment Terms
Total project investment: $2,470. Payable in milestones as follows:
- Upon signing: $1,235 (50%)
- On completion: $1,235 (remaining balance)
This is contracted and paid through Upwork as a fixed-price contract at the price of the option you pick: $880 for Option 1, $2,470 for Option 2, or $3,940 for Option 3. Two Upwork milestones, half funded at kickoff and released once the list and infrastructure are done, half released when the acceptance criteria pass. The figures above show Option 2. Domain, mailbox, sending platform and validation costs are paid by you directly to the vendors.
Client Obligations
To ensure timely delivery, the Client agrees to provide the following:
- Send back the DOT list with the town offices under 10 seats removed before the build starts.
- Give me admin access to the GoHighLevel account and the domain registrar.
- Approve the offer and the sequence copy within two business days of receiving the draft.
- Share two or three client wins or testimonials I can quote in the emails.
- Answer the replies. The alerts get the lead to you in minutes and the rest is your conversation.
Delays caused by late access or materials may extend the project timeline accordingly.
IP & Confidentiality
Upon receipt of full payment, custom work product transfers to the Client. Service Provider retains rights to general methodologies. Both parties agree to keep confidential any proprietary information shared during this engagement (survives 2 years).
Support, Termination & Disputes
Post-launch maintenance included as described. Either party may terminate with 7 days written notice. Disputes addressed through good faith negotiation, then binding arbitration.
Acceptance
This proposal is a scope and pricing summary. Acceptance, contracting, and payment will be completed through Upwork.
David Heckel
Matt Cruz
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