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Table of Contents
Table of Contents ...............................................................................................................2 Confidentiality Statement ................................................................................................3 Executive Overview ...........................................................................................................4 3.1 Current Environment ................................................................................................4 3.2 Reason for This Project.............................................................................................4 3.3 Impact on CUSTOMER ..............................................................................................4 3.4 Decision Making Process..........................................................................................4 Scope of Work ....................................................................................................................5 4.1 Project Description ...................................................................................................5 4.2 Proposed Solution .....................................................................................................5 Other Information ..................................................................................................................7 5.1 General Client Responsibilities................................................................................7 Success Measurement ......................................................................................................8 Investment Summary ........................................................................................................9 7.1 Project Investment....................................................................................................9 7.2 Payment and Fee Schedule......................................................................................9
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Confidentiality Statement
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This agreement establishes a good faith relationship between VENDOR and CUSTOMER for the purposes of reviewing this proposal. This document is the intellectual property of VENDOR. CUSTOMER agrees that the information contained within this proposal is proprietary information and that it shall not disclose, reproduce in any format, or use any of the terms, data, or any other material contained herein outside of CUSTOMER or for any other purposes other than to evaluate this proposal. CUSTOMER further agrees that upon any request by any third party to review or reproduce any or all of the information contained herein, VENDOR must be notified and any subsequent release of material must be authorized by VENDOR. This agreement does not limit CUSTOMER’s right to use information contained within this proposal if it is obtained from another source without restriction. Any subsequent revisions, addendums, or amendments to this document shall be covered under the terms of this confidentiality agreement by reference.
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Executive Overview
Thank you for the opportunity to present CUSTOMER with a solution meeting your needs.
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3.1
Current Environment
The Excel lists purchased by CUSTOMER are cumbersome in their native format and the current system does not allow data collection on the use of the names. Users have to manage several Excel name lists and sometimes run into problems identifying duplicate or expired names.
3.2
Reason for This Project
CUSTOMER requires a more efficient way to manage name lists, a more secure environment for the data, and data tracking.
3.3
Impact on CUSTOMER
This solution will provide CUSTOMER with greater efficiency and accuracy for one of the most crucial parts of its business. Primarily, the solution resolves issues with duplicate or expired names. Users will be able to query the records to find the specific names and industries they need to complete surveys. The application will provide history of all names that have been purchased and how many times they have used the name in a survey.
3.4
Decision Making Process
Based upon discussions that occurred between staff at VENDOR and CUSTOMER, the decision to move forward with this solution will be determined by the following criteria: 1. 2. 3. 4. 5. 6. The solution must have the capacity for growth. Manage duplicate names. Manage expired names. Record a history of activities on each name. The ability to import a new list of names. The ability to rollback after importing a list of names.
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Scope of Work
The following Scope of Work represents the services required to reach the proposed solution and a successful project.
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4.1
Project Description
VENDOR will provide Forward Research with a customized version of PRODUCTNAME an application that will help manage and search the name lists purchased.
4.2
Proposed Solution
VENDOR will modify the PRODUCTNAME to manage name lists for surveys. This application will allow users to search, track, delete and add lists to a SQL database. Once this is complete, we will install the application and database into the CUSTOMER infrastructure. A. Modify the core VENDOR CRM: PRODUCTNAME is a base version of our CRM. We will modify the system to support the unique needs of this list management project. B. Functionality of the application. 1. Import Functionality – i. A user will be able to import lists into the database by assigning a category for the list. This category will allow the user to search names more effectively. Categories will be by industry. ii. Required fields on lists 1. First/Last Name 2. Description 3. Source 4. Expiration Date 5. Template for Upload: to successfully import a new list the application will look for specific headers with the CSV document. The user will be able to download a template that has the correct headers so they can modify the document being imported. 2. Search Functionality – i. The user will be able to search the name database by the criteria listed below. Once they select the criteria, the user will be able to save the search for future use through the use of a user-defined name. ii. Search Criteria 1. Name/Name Range
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2. 3. 4. 5. 6. 7. 8.
City State Zip/ Zip Range Country Name list (specific list that was imported) Area code/ Area code range Industry Category
3. RollBack Functionalityi. The user will be able to rollback a list of data if they find the newly imported list has bad data. The system will only restore to the point before the list was imported. ii. The import feature will also log the following items 1. Duplicated 2. Updates 3. Additions 4. Count of imported names 4. Security: Security on the application will allow an administrator of the system to give certain rights to users. 1. User Types a. Admin: Full control of the application b. PowerUser: Can search, modify and import new lists. c. SystemUser can search and export any of the lists in the system. C. Install and configure new application and database on server. a. Install application on desktops for select users to test application. b. Written Documentation of the application c. Application Testing d. Configure SQL database on production server e. Configure security for application. f. Once testing is complete, train and roll out the application to all users. g. Setup backup schedule for database. h. Document application recovery procedures.
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Other Information
Any additional work requirements outside the scope of this proposal will be presented in the form of a change order and must be approved by client prior to start of such work. No additional charges will be incurred without prior written approval from client.
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5.1
General Client Responsibilities
In order for the project to be completed on time and on budget, CUSTOMER will need to participate by providing: 1. 2. 3. 4. Access to facilities as required and mutually agreeable. Access to systems and equipment as required and mutually agreeable. An authorized contact person. Adequate parking and an unobstructed work area for VENDOR’ personnel. 5.1.1 Customer Not Ready (CNR) Policy
It is the responsibility of CUSTOMER to have workstations, access to facilities, and required personnel, contractors, and subcontractors ready and available at the time and date agreed by mutual consent. CUSTOMER must notify the appointed Project Manager at VENDOR 48 hours prior to any changes to that schedule. If CUSTOMER is not prepared and proper notification has not been provided, Customer Not Ready (CNR) charges may be incurred.
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Success Measurement
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VENDOR uses Project Management as a means to measuring the success of any project. VENDOR recognizes the value to the client of beginning-to-end project monitoring and, therefore, makes Project Management available to all clients on all projects. The Project Management process includes initiating, planning, executing, controlling, documenting, and closing. Project definition will take place before the project begins and will enable all stakeholders to understand and agree upon the goals, responsibilities, assumptions, and success criteria. This process will ensure that the project is completed within the established parameters and budgets. Additionally, in the post-implementation phase, the Project Manager will deliver a final acceptance document, which is a signed contractual document signifying completion of agreed upon project deliverables. A project evaluation report, which compares estimated versus actual schedule deviations as well as costs, will also be provided to CUSTOMER. All of the deliverables are a result of Project Management. Without Project Management, no means can exist by which success can be monitored or measured. The Project Manager will measure success using the following criteria: Adherence to schedule. All schedules must be signed by both parties to ensure a complete understanding of the required deadlines. Adherence to budget. Additional charges shall NOT be incurred without prior written authorization from CUSTOMER (with exception to freight, taxes, and justifiable downtime due to circumstances beyond the control of VENDOR). Adherence to solution. This document defines the precise solution to be created. Any changes to this defined scope of work must be approved, in writing, by CUSTOMER prior to making the change. Performance of team members. The assigned Project Manager shall be responsible to CUSTOMER for the quality and professionalism of all team members involved. Client satisfaction. Upon completion of the project, the Project Manager will review all aspects of it with CUSTOMER to ensure that all expectations have been met.
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Investment Summary
VENDOR will perform according to all descriptions, scopes, and specifications herein described.
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7.1
Project Investment
$ $ $
Total Project Investment 20 160 Software licenses at $595 per license Application Development hours at $95 per hour
This fee does not include additional hardware, Microsoft licenses or networking services that may be necessary to properly operate the application. This project is estimated to take two months, but is subject to change if the requirements vary. As with any estimate, all prices are subject to change as new information arises, or as workload increases. VENDOR will seek approval from CUSTOMER if more work will be necessary to make the changes along the way, as described above. It is typical for estimates to increase in any custom application development. We attempt to control the cost within 20% of the estimate (above).
7.2
Payment and Fee Schedule
VENDOR requires a 50% deposit on all software projects. Once a fee is paid, the fee is non-refundable and represents acceptance of a particular stage of a project. Any delay in payment could result in a project delay. The fee schedule is as follows: Downpayment: $5,950. Starts development of the project Final payment of $5,950 is due upon completion Application development hours will be billed at the end of the month.
Once testing is complete, CUSTOMER has thirty days to report any bugs found and VENDOR will repair the bugs as soon as possible if the bug is able to be replicated. If the bug turns out not to be an error in code, but an internal network issue, both VENDOR and CUSTOMER will work together to correct the issue.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first above written. This proposal is offered as an all-inclusive turnkey solution and, unless noted otherwise, pricing is based on acceptance of both services and licenses. Any changes to this solution may result in additional costs. If not accepted within thirty (30) days, VENDOR reserves the right to withdraw this proposal. Should any adjustments to this proposal become necessary, VENDOR will draw up and present a “Change Order” to CUSTOMER for review and approval. Anything talked about, but not written herein, is not a part of this offer. The management of VENDOR reserves the right to make modifications to this offer. All orders and purchases are subject to the standard Terms and Conditions provided by VENDOR (attached) and credit approval. CUSTOMER __________________________ Name __________________________ Title __________________________ Date VENDOR _______________________________ Name _______________________________ Title _______________________________ Date
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