TEMPLATE

Proposal assembled by: Gavin Julyan

Created for

[CLIENT LOGO or NAME]

on behalf of

Important!

The Scope of Services briefly details the steps of your project.

At each step, you will be able to add to the scope, remove steps, change the timing
or cancel any further steps of the project,
subject to an amendment of your quote if necessary.

Scope of Services

This outline of your requirements represents our understanding of your request. Please ensure that we have included all of the items you requested because additions to this scope will be billed separately.

Initial Meeting

A meet and greet, nice coffee and a tour of your place of business. This meeting includes a question and answer session where we each raise questions to clarify our future working relationship and expectations.

Initial Dashboard

Creation of a rudimentary, initial, online dashboard, available on all your devices and responsive to items discussed during the initial meeting. This will later be used to create your client portal (see below).

Basic Information Questionnaire

A few questions below that will help us understand how you would prefer the project to run and what you are hoping to achieve.

Communication and Collaboration

A platform for direct messaging, WhatsApp, live chat, voice calls, and video calls – all at the fingertips of everyone involved in the project, on every device.

Software, Systems and Training selection

A detailed face-to-face and/or online meeting where alternatives are presented and explained. Your selection, under our guidance, defines the extent of the project.

Pre-launch and Feedback Video

We will produce a short video on the proposed changes that you may share with your staff and any other people affected. This allows for early feedback for suggestions and the likely adoption of the new systems.

Contract creation and signing

Based on the previous project steps, we will draw up and present a contract for you to sign.

Project Invoicing

Invoices will be sent to you for - - Work already completed (payable within 7 days of receipt of invoice). - Upcoming work (one or more appropriately dated invoices payable based on the agreed terms in the contract).

Document Repository

Documents, images, videos and links, pertinent to the project, will be placed in a secure document management system, to which authorised people will be given access. This ensures a single source of truth, owned by yourself, for these items. Selected items from this source may later be used in your knowledgebase, if you choose to create one.

Flowchart creation tool (optional)

A flowchart creation tool can be installed and taught if you are convinced that this will aid understanding of your new standard operating procedures.

Client Portal (if required)

This may be necessary if the systems and software chosen do not have this functionality built in.

Handover and Launch

A formal presentation of the changes to the people in your organisation and any other interested parties you wish to invite. Sometimes followed by a party!

Training

This is best achieved by setting up a 2 day live training session at an appropriate venue (at your own premises if feasible). This can also be held online but is not as interactive, but is available to your staff for future reference. We have had good results by producing training videos and formalising the online training on a learning management system.

Ongoing Support - Subscription

We provide ongoing support on a subscription basis and find that an average of 16 hours a month is the normal ongoing support requirement in the case of most organisations.

Timeline

More details on the scope of services.

Estimated Timeline:

8 to 15 working days over 2 to 3 months (ex: support)

Initial Meeting

2 - 4 hours

Initial Dashboard

1 - 2 hours

Basic Information Questionnaire

15 - 30 minutes

Communication and Collaboration

1 - 2 hours

Software, Systems and Training selection

1 - 4 days

Pre-launch and Feedback Video

1 - 3 hours

Contract creation and signing

1 - 2 days

Project Invoicing

1 - 2 days

Document Repository

1 - 2 days

Flowchart creation tool (optional)

2 - 4 hours

Client Portal (if required)

4 - 8 hours

Handover and Launch

1 - 2 hours

Training

2 days or online

Ongoing Support - Subscription

16 hours per month

NOTE - The "Software, Systems and Training selection" defines the extent of the project.

Your Investment

These prices are an estimate and subject to adjustment after discussion with yourselves.

Initial Meeting

0.00

Initial Dashboard

720.00

Basic Information Questionnaire

0.00

Communication and Collaboration

800.00

Software, Systems and Training selection (4 hours as illustration)

5000.00

Pre-launch and Feedback Video

1500.00

Contract creation and signing

0.00

Project Invoicing

0.00

Document Repository

750.00

Flowchart creation tool (optional)

750.00

Client Portal (if required)

1250.00

Handover and Launch

0.00

Training - face-to-face

8000.00

Training - online (per delegate)

800.00

Ongoing Support - Subscription (per month)

10000.00

Support per hour - Ad hoc (outside of subscription)

1250.00

Total: 30820

NOTE - The "Software, Systems and Training selection" is invoiced based on the time spent. The pricing above is simply illustrative and represents 4 hours of discussion. The total above is simply an indicative number for a full project in a small to medium business with approximately 7 to 14 employees.

Approve Proposal

We would be delighted if you accept this proposal.

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About Gavin

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Gavin owns and runs a management consulting practice which started as a supplier, installer and trainer of financial accounting software when personal computers were steam driven and expensive. As the internet and computing developed the nature of what we did evolved into training and facilitation of both public and on-site courses covering detailed technical software topics and specialised financial topics. On an ongoing basis Gavin assisted many people to start new businesses and scale up existing businesses, sometimes in a negotiated exchange for a shareholding in those businesses.

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Gavin now spends his time integrating and training solutions for doing business, using tools and software designed for remote work, that can be easily accessed and utilised after a relatively short learning curve.

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Contact Gavin by clicking here.

Terms and Conditions

In this Agreement, the party who is contracting to receive the services shall be referred to as the “Client” and the party who will be providing the services shall be referred to as the “Service Provider”.

1. DESCRIPTION OF SERVICES.

The Service Provider will provide the services as laid out in this proposal (collectively, the “Services”).

2. SERVICE LOCATION.

The Service to be provided under this Agreement shall be performed at the Service Provider’s place of business.

3. SCHEDULE AND DAYS OFF.

Service Provider Assistance is generally available to provide Services during normal business hours. Monday – Friday 8am – 5pm SAST, excluding national holidays.

4. PAYMENT FOR SERVICES.

Client will pay compensation to Service Provider for the Services. This compensation shall be payable and due upon receipt of invoice.

5. TERM/TERMINATION.

Either party may terminate this agreement upon 14 days written notice to the other party. Provided, however, that each party may terminate the Agreement immediately without prior notice in the event of a breach of this Agreement by the other party. Upon Termination, Service Provider shall invoice Client for any payment due, and payment will be due immediately upon receipt.

6. NON-DISCLOSURE AND NON-SOLICITATION.

Service Provider shall not directly or indirectly disclose to any person other than a representative of Client at any time either during the term of this Agreement or following the termination or expiration thereof, any confidential or proprietary information pertaining to Client, including but not limited to customer lists, contacts, financial data, sales data, supply sources, business opportunities for new or developing business, plans and models, or trade secrets. Furthermore, Service Provider agrees that during the term of this Agreement, and for 2 years following the termination of this Agreement, Service Provider shall not directly or indirectly solicit or attempt to solicit any customers or suppliers of Client other than on behalf of client himself.

7. RELATIONSHIP OF PARTIES.

It is understood by the parties that Service Provider is an independent contractor with respect to the Client and not an employee of the Client. The Client will not provide fringe benefits, including health insurance benefits, paid vacation, or any other employee benefit, for the benefit of Service Provider.

8. WORK PRODUCT OWNERSHIP.

Any works copyrighted, ideas, discoveries, inventions, patents, products, or other information (collectively, the “Work Product”) developed in whole or in part in Service Provider in connection with the Services shall be the exclusive property of the Client. Upon request, Service Provider shall sign all documents necessary to confirm or perfect the exclusive ownership of the Client to the Work Product.

9. LIABILITY.

Service Provider will not be liable for loss, damage or delay of Client’s project due to circumstances beyond Service Provider’s control. Such circumstances may include (but are not limited to) acts of God, public unrest, power outages, and inability to contact Client. In the event of such loss, damage or delay, Service Provider will make every effort to notify Client immediately.

10. CONFIDENTIALITY.

Service Provider will not at any time or in any manner, either directly or indirectly, use for the personal benefit of Service Provider, or divulge, disclose or communicate in any manner any information that is proprietary to the Client. Service Provider will protect such information and treat it as strictly confidential. This provision shall continue to be effective after the termination of this Agreement. Upon termination of this Agreement, Service Provider will return to Client all records, notes documentation and other items that were used, created, or controlled by Service Provider during the term of this Agreement with the exception of items purchased by Service Provider and not reimbursed by the Client.

11. SEVERABILITY.

If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited.