PROPOSAL TEMPLATE

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PROPOSAL TEMPLATE
<PROJECT NAME>
COMPANY NAME
STREET ADDRESS
CITY, STATE ZIP CODE
DATE
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TA$LE O% CONTENTS
1.ntroduction...................................................................................................................................!
!."lient #perations..........................................................................................................................!
$.%&ecuti'e (ummary......................................................................................................................$
)."ost (ummary...............................................................................................................................)
*.Terms and "onditions...................................................................................................................*
+."ontact..........................................................................................................................................+
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&. INTROD'CTION
n business it is common for companies to see, cheaper or more efficient ways to get things
done. #ne method companies use to do this is by outsourcing wor, to other companies who
pro'ide ser'ices or e&pertise in a particular area. This is a common practice in the
completion of projects as it pro'ides a cost-effecti'e alternati'e to a company hiring
additional employees permanently to fill temporary or niche roles. t is common for a
company to send out re.uests for proposals /01Ps2 for other organizations to respond to in
the form of a proposal. Proposals may ta,e many different formats and this template simply
pro'ides one e&ample of a proposal template. This section should pro'ide a description of
the ser'ices being sought in the 01P and why your organization belie'es it should be
selected.
3rchway "onsulting see,s a ser'ice pro'ider to design4 test4 implement4 and manage an
integrated payroll solution and pro'ide training to human resources /502 staff on the use and
functionality of the solution. 3rchway "onsulting currently maintains a limited 50 staff and
does not ha'e internal information technology /T2 or payroll software e&pertise. "urrent
payroll infrastructure is outdated and the ability to upgrade the e&isting infrastructure does
not e&ist. 3rchway "onsulting e&pects that by upgrading to a new and robust payroll system
with outsourced management4 they will e&perience fewer payroll issues4 accomplish payroll
and accounting tas,s in less time4 and realize a long-term cost sa'ings across their 50
department.
ProPayroll (er'ices understands the problems caused by inefficient and outdated payroll
systems and belie'es it can pro'ide 3rchway "onsulting with the most cost-effecti'e
solution. #ur payroll solutions pro'ide efficient and upgradable platforms which are easy to
use4 manage4 and modify. #nce the solution is implemented4 our clients ha'e access to !)-
hour support throughout the life of the ser'ice. #ur team of e&perts is always on hand to
assist our clients and we pride oursel'es on the e&ception customer support that we offer.
ProPayroll is confident that it can pro'ide 3rchway "onsulting with a superior payroll
solution and support in order to meet its long-term goals.
(. CLIENT OPERATIONS
This section describes the potential client6s organization and operations as you understand it.
This may include a description of how the products or ser'ices they are see,ing affect their
current operations. While it is not necessary to pro'ide e&cessi'e detail4 there should be
enough information to con'ey a thorough understanding of the client6s organization and how
their operations are currently impacted.
3rchway "onsulting is a small consulting business located in the 7orthern 8irginia area.
The company was founded in 199: with a staff of $ and has grown to o'er 1!: full time
employees /1T%s2. The primary focus is wor,ing with Department of Defense organizations
and pro'iding project management consulting ser'ices. "urrent 50 staff consists of + 1T%s
and $ of these conduct payroll and accounting operations. ;ecause of the limited staff and
outdated payroll<accounting system4 3rchway "onsulting is e&periencing a bac,log of
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accounts recei'able4 in'entory<accounting reconciliations4 data entry and records4 and the
company fre.uently e&periences issues with employee pay.
ProPayroll6s proposed solution will pro'ide these ser'ices and resol'e the issues that
3rchway "onsulting is currently e&periencing. 3dditionally4 by utilizing the ProPayroll
solution4 3rchway6s 50 1T%s can re-focus on recruiting4 employee records management4
and other 50 operations in order to support the company6s operations and impro'e
performance.
). E*EC'TI+E S'MMARY
This section describes the goals and solution that the organization is proposing to the
potential client. The goals should be based on how the organization will help the potential
client achie'e its desired outcome. This section should also include a description of the
solution and how it will pro'ide the client with the ser'ice they are see,ing. =ou may also
choose to include other information in the e&ecuti'e summary such as what your ser'ice
pro'ides that others do not or a list of benefits for choosing your solution<ser'ice.
ProPayroll (er'ices helps its clients achie'e success by establishing goals and a
comprehensi'e solution based on our clients6 needs. #ur goals reinforce the commitment we
ha'e to our clients:
12 Pro'ide leading edge payroll solutions which are cost-effecti'e4 fle&ible4 and
technologically ad'anced
!2 >uarantee on-time payroll4 accounting4 and ta& distribution and reporting
$2 >uarantee !) hour co'erage and support for our clients and superior customer ser'ice
ProPayroll6s proposed solution allows us to meet these goals as well as those of 3rchway
"onsulting. ProPayroll uses a phased approach to determining the best solution for our
clients. 3dditionally4 all ProPayroll employees maintain certifications in appropriate
professional organizations and industry fields. 3ll ProPayroll accountants are certified
public accountants /"P3s2. 3ll payroll managers are certified payroll management program
/"PMP2 certified. ProPayroll also maintains a staff of ta& attorneys for auditing and
o'ersight purposes.
Phase : nitial "onsultation
During this phase our team of e&perts will re'iew current payroll and accounting systems and
practices in order to determine pain points and le'erage our e&pertise to de'elop a more
detailed list of options for the client.
Phase : (olution Design
#ur e&perts will wor, with the client to design the solution based on the needs of the
company. This tailored approach allows ProPayroll to ensure the client gets the solution they
need and does not ha'e to pay for e&cess ser'ices which they will not use.
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Phase : mplementation
#ur team will implement the solution in a seamless manner that will be transparent to daily
operations. This phase also mar,s the beginning of ProPayroll6s management of client
payroll and accounting operations and the completion of the solution project as we enter the
operations and management stage.
Phase 8: Management and (upport
This is the final phase and ongoing through the life of the ser'ice. ProPayroll will manage all
payroll and accounting functions based on the accepted solution. (er'ices and functionality
include:
- Monthly4 .uarterly4 and annual ta& statements and payment records
- 3ccount<payroll balancing and reconciliation
- Withholding management
- ;enefits and benefit summaries
- 3ccounts payable
- 3ll payroll and accounting distribution and management
- n'entory account balancing
- "ash on hand
;enefits for choosing ProPayroll for your payroll solution include:
- 0educed monthly costs for payroll and accounting acti'ities
- ?atest technology and upgradable solutions
- Professional staff pro'iding superior customer ser'ice and support
- 1le&ibility to adapt solution to business en'ironment4 operations4 and growth
- 7o cost for initial consultation and recommendations
- #ur solution will allow your 50 staff to focus on impro'ing your business operations
- 3ll ProPayroll staff is fully certified and accredited in appropriate professions
,. COST S'MMARY
This section should describe the costs associated with the proposed solution. There are often
situations where your company does not ha'e all of the information needed to de'elop and
pro'ide a 'ery detailed cost summary. 5owe'er4 all efforts must be ta,en to describe what
the costs include or do not include and it must be clear to the potential client that this is an
estimate only. More detailed cost estimates may be pro'ided if the proposal is accepted and
your company wor,s closely with the client to determine more detailed re.uirements. The
cost summary is usually used by the client as a basis of comparison between your company
and other proposals.
The following cost summary has been de'eloped as an estimate of the costs associated with
the proposed solution. These costs are an estimate only. ;ased on acceptance of this
proposal4 our team will wor, with you to de'elop a detailed list of re.uirements4 de'elop
your tailored solution4 and pro'ide a more focused and applicable cost estimate.
Phase : nitial "onsultation #ne Time Monthly "ost
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- "onduct meetings with 3rchway "onsulting 50 staff 7o "ost 7o "ost
- Determine gaps4 application needs4 recommendations 7o "ost 7o "ost
Phase : (olution Design
- De'elop application based on client re.uirements @1$:4::: 7one
- "onduct ;eta testing and application re'isions @1!*4::: 7one
- 1inalize solution and pro'ide client tech. data pac,age @ !*4::: 7one
Phase : mplementation
- ?oad application on 3rchway "onsulting nfrastructure @1)*4::: 7one
- %stablish 3rchway "onsulting in Data "enter @!::4::: 7one
- Training for 3rchway "onsulting 50 @ 1*4::: 7one
- 5andoff to #perations<Project "lose #ut @ 1!4::: 7one
Phase 8: Management and (upport
- Data 5osting 1ees for Data "enter 7one @ )4:::
- "lient Technical (upport 7one @ $4:::
- Monthly Payroll Management 7one @ A4:::
Totals @+*!4::: @1*4:::
-. TERMS AND CONDITIONS
There are many terms and conditions which must be agreed to before a contract is awarded.
(ome may be pro'ided by the client and others may be suggested by the bidder. 3ny terms
which the proposing company re.uires should be stated in the proposal. The company
should also maintain a certain le'el of fle&ibility throughout the proposal process as the client
may be discouraged by a proposal with too many terms and<or conditions.
ProPayroll re.uires *:B of up front costs be paid immediately upon award of the contract.
0emaining *:B may be paid upon project close out and beginning of management and
operations of the payroll solution.
3ll monthly fees are due on the first business day of each month.
3ny additional wor, re.uired by the client outside of the scope of the contract will be billed
separately and will be charged at *:B immediately upon award of the contract and *:B upon
acceptance of the deli'erable/s2.
The minimum term for this contract is 1! months from the time of project closeout and
beginning of management and operations of the payroll solution. 3ny monthly rate increases
for the follow on term will be pro'ided to 3rchway "onsulting no later than $: calendar days
from the end of the initial 1! month term.
f contract cancellation is re.uired 9: days of notice must be gi'en by either party. f the
contract is cancelled prior to the completion of the initial term4 payment must be made for all
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ser'ices pro'ided including full payment until the end of the contract term or 9: days4
whiche'er is longer.
?ate payment fees will be assessed after $: days.
1inal terms and conditions will be pro'ided in final contract.
.. CONTACT
This section pro'ides the contact information for the organization submitting the proposal.
n case the potential client has .uestions or needs additional information4 they must ha'e a
point of contact who can address their .uestions or pro'ide this information. This is often a
project manager or account manager.
ProPayroll is here to ser'e you. Please feel free to contact the account manager we ha'e
assigned for 3rchway "onsulting at any time if you ha'e any .uestions or re.uire additional
information.
ProPayroll (er'ices
3ttn: Cohn Doe
1!$ Main (treet
(pringfield4 83 !!:*$
/A::2 ***-1!1!
j.doeDpropayrollser'ices.com
www.propay1!$.com

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