In order to better understand the process of engaging Kokobi for your next project or assignment, we have created a detailed explanation of the contracting process in five simple steps.

Initial Meeting

• An introductory, fact-gathering conversation between a potential client and Kokobi staff. Informal, non-billed time to focus on objectives, needs, and challenges of your organization. 
• A discussion of ways Kokobi can support your objectives, or a referral to an organization that better meets your needs. 
• An explanation of Kokobi’s services and standard billing rates depending on your organization’s size and financial capacity.
 
• A request for a mandate from your organization for Kokobi to provide a service proposal for the project.
 
• A request from Kokobi, when necessary, for internal documentation or further information to help inform the contents of the service proposal. 
• Normally, requests for additional documents will include things like past audits or mission statements.

Service Proposal

• A brief but formal written proposal which reflects the scope of the project or work specified in the initial meeting.
• The document outlines basic terms and limitations, as well as assures confidentiality of the client’s information.
• The service proposal explains the project and proposed timeline for the work. It outlines the reporting structure, specific client needs, and other obligations.
• It specifies Kokobi’s standard rates as well as offers a rate summary for the entire project. 
• Kokobi is committed to offering accessible and high-quality services to organizations of all sizes. We are often able to reduce rates for small organizations or those facing financial hardship.
• The client reviews the service proposal, then sends feedback and potential modifications.

Service Agreement

•  The client notifies Kokobi if they accept the service proposal, and any modifications they require to finalize the agreement.
• Kokobi then drafts a formal service agreement which serves as a legal contract between Kokobi and the client. 
• The service agreement reiterates the relevant elements of the service proposal and guarantees confidentiality for the client.
• The agreement is reviewed by both parties, modified when necessary, and signed by the appropriate representatives of both organizations.
• The agreement specifies expectations of both parties, the general payment structure, and final totals to be billed to the client.

Project Execution

• The project and work outlined in the service proposal and service agreement is executed by Kokobi. 
• Depending on the timeline and scale of the project, it may require ongoing communication or additional documentation from the client.
• Kokobi values ongoing dialogue and meaningful communication with its clients. If a disagreement arises between Kokobi and the client about a project’s progress, we’ll work proactively to resolve the issue.
• If new information is discovered in the process of project execution that affects either party’s ability to maintain the original agreement, both parties can agree to review and amend the agreement together.

Evaluation and Follow-Up

• Once the project is complete to both the client and Kokobi’s satisfaction, final billing will be resolved.
• Kokobi values feedback through both formal and informal evaluation processes. If your organization has an internal process for project follow up, we’re happy to participate and support in appropriate ways.
• It means a lot for our organization to make sure enough time is made to follow up with the client. 
• This is an important moment to reflect on what was successful about the project and partnership, consider challenges, and identify next steps. It is also an opportunity to look towards future partnerships if appropriate.
• Kokobi may ask the client, upon project completion, for a testimonial or reference for our work. We’re happy to offer the same for our clients.