It's the agency's job to scope out and project hours and costs accurately for a proposal or Statement of Work (SOW) by getting the information or historical data required as well as asking for input.
When interacting with clients, always make sure you’re in line with the scope and expectations of the program. Prioritize activities that bring the most value and tackle other things that come up by a change order, project proposal, replacement or moving deliverables to the next month.
This is important for building mutual respect with client relationships and to account for the agency's financial health with resources, staff, amenities and activities. It also offers the opportunity for revenue growth - turning added work into projects and supplemental income.
Appeal to your client’s own business experience and work together on an approach that delivers what’s most important to the client in a way that is still profitable for Idea Grove. Spell out boundaries, expectations and activities that will generate a change order in all contracts and proposals.