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Bank Name Total Print & Office Products Management Program Submitted (Month and day), 200_ INTRODUCTION & GENERAL INFORMATION The following is our proposal to enter into an exclusive three (3) year agreement to do business with _______ Bank. Under the proposed agreement, (OUR COMPANY) will provide document and workflow analysis, as well as creative, production, storage, distribution and management services. These services cover the following products: Office Supply Items Office Furniture Computer Supplies Break Room, Sanitary & Janitorial Supplies Business Forms & Documents Stationery Supplies Promotional Products Wearable Products We understand that the RFP is subject to negotiation and that the awarded agreement will be effective for three (3) years from the date of commencement. It is also understood that a mutually agreed upon price structure may be reviewed annually. (OUR COMPANY) recommends a full discovery process in order to evaluate personnel, systems, procedures and capacity. If necessary, (OUR COMPANY) is also prepared to provide the following information: Corporate Financial Statement Personal Financial Statement (OUR COMPANY) agrees to properly label each carton or package shipped to a (BANK NAME) location. (BANK NAME) can expect consistency and accuracy with respect to label design, format and variable information. Each delivery will include the following: Ship-To Address Requisition Name Packing Slip The products and services identified within this comprehensive program will be supported by our on-line procurement system, (online system name). Besides managing all of the critical components of the program, (online system name) will allow (BANK NAME) the flexibility to customize and re-brand a personal, dynamic site. The following pages will describe in detail the products and services offered along with the associated costs. Thank you for the opportunity to develop an intimate relationship.   COMPANY & PROCEDURAL INFORMATION About (OUR COMPANY), Inc. (OUR COMPANY), Inc. was founded in (month and Year) as (Company Name Inc.) (company president) acquired the company in (month and year). (OUR COMPANY) provides printing, promotional and office product programs to the financial, healthcare and distribution markets. About (OUR COMPANY) Management (President's name) is president and owner of (OUR COMPANY), Inc. Mr. (President's Last Name) entered the industry in (year) upon his graduation from (College name). Prior to joining (OUR COMPANY) in (year), Mr. (President's Last Name) was employed by (provide employer name). Mr. (President's Last Name) resides in (city, state) with his wife (name) and children, (names and ages of children). Workflow Procedure The general procedural steps associated with the initiation, delivery and billing of an order are outlined below (by product category): A. Office Products Physical office products catalog available for research. Orders executed electronically through personal, on-line catalog. Orders automatically routed to the authorized (BANK NAME) manager for approval (optional). Automatic E-mail order confirmation sent to branch contact(s) by (OUR COMPANY) CSR and / or backup personnel. Orders routed by (OUR COMPANY) CSR to the appropriate United Stationers warehouse. Orders picked and shipped UPS within 24 hours by the United Stationers warehouse representative. A key (OUR COMPANY) partner, United Stationers is the largest office product supplier in North America, offering over 40,000 items through 37 distribution centers. Back orders electronically reported within 24 hours by (OUR COMPANY) CSR. Oversized (non-UPS) items shipped by common carrier. Monthly summary billing as shipped with itemized detail and cost center reporting. The appropriate sales tax and shipping and handling charges will be reported by cost center. B. Business Forms; Documents; Stationery Products Orders executed electronically through a custom corporate on-line catalog. Items requiring variable information will be edited and proofed on-line. Orders automatically routed to the authorized (BANK NAME) manager for approval (optional). Automatic E-mail order confirmation sent to branch contact(s) by (OUR COMPANY) CSR and / or backup personnel. Approved orders automatically downloaded every thirty (30) minutes. All orders manually reviewed by (OUR COMPANY) CSR for anomalies. Orders routed by (OUR COMPANY) CSR to the appropriate (OUR COMPANY) warehouse facility. Orders picked and shipped UPS within twenty-four (24) hours by the (OUR COMPANY) warehouse representative. Multiple location orders will be grouped when possible. Back orders electronically reported within twenty-four (24) hours by (OUR COMPANY) CSR. Oversized (non-UPS) items shipped by (OUR COMPANY) truck, common carrier or courier service. Monthly summary billing as shipped with itemized detail and cost center reporting. The appropriate sales tax and shipping and handling charges will be reported by cost center. C. Promotional Products The custom website will include scanned images of the actual item(s) to be ordered. Users will select the (BANK NAME) logo of their choice in addition to the size and color (if applicable) of the selected item. Orders executed electronically through a custom corporate on-line company store. Items requiring variable information will be edited and proofed on-line. Orders automatically routed to the authorized (BANK NAME) manager for approval (optional). Automatic E-mail confirmation sent to branch contact(s) by (OUR COMPANY) CSR and /or backup personnel. Approved orders automatically downloaded every thirty (30) minutes. All orders manually reviewed by (OUR COMPANY) CSR for anomalies. Orders routed by (OUR COMPANY) CSR to the appropriate (OUR COMPANY) warehouse facility. Orders picked and shipped UPS within twenty-four (24) hours by the (OUR COMPANY) warehouse representative. Multiple location orders will be grouped when possible. Back orders electronically reported within twenty-four (24) hours by (OUR COMPANY) CSR. Oversized (non-UPS) items shipped by (OUR COMPANY) truck, common carrier or courier service. Monthly summary billing as shipped with itemized detail and cost center reporting. The appropriate sales tax and shipping and handling charges will be reported by cost center.   4. Order Tracking The delivery status of all business forms, stationery and promotional products will be tracked in real-time on the (OUR COMPANY) on-line procurement program (online system name). (OUR COMPANY) will utilize the UPS tracking system for office product orders. Delivery Turnaround Time Orders placed before 11:00 A.M. (Eastern Standard Time), will be delivered on the following business day. Orders placed at or after 11:00 A.M. will be delivered within two (2) business days. Priority orders and the benefits from grouping multiple orders will affect the delivery turnaround time. Priority Order Procedure Priority orders will indicate a specific date and time required. This information will be included with the (BANK NAME) requisition. (OUR COMPANY) will identify and tag priority orders during the order entry process. All priority orders will receive daily attention by the (OUR COMPANY) CSR. The (OUR COMPANY) CSR will notify the (BANK NAME) contact by E-mail if the order will not be delivered when required. Every reasonable attempt, including vehicle deliveries, will be made in order to deliver the priority order by the required date. 7. Reimbursement / Credit / Return Policy Any item that has been damaged in transit, produced incorrectly, or does not meet the expectations of the appropriate (BANK NAME) official, will be replaced or credited quickly, without the need for details or physical evidence. If the item in question has already been invoiced, a full credit will be issued from the (OUR COMPANY) billing department during the next normal billing cycle. If a return shipment is necessary, (OUR COMPANY) will cover the shipping and handling expense associated with returning any unsatisfactory product. 8. Audit Procedures A daily Work-In-Progress report will be generated by the (OUR COMPANY) CSR and matched against a daily Delivery Audit Report. These reports can be used to validate charges related to specific inquiries by (BANK NAME). When necessary, copies of signed delivery receipts will be provided by the (OUR COMPANY) CSR. Order tracking and delivery verification will also be available on-line for authorized (BANK NAME) employees.   9. Sales & Support A. (BANK NAME) will be assigned the following (OUR COMPANY) sales and support personnel: Account Manager – responsible for maintaining and growing a successful partnership. Available on-site for account reviews, new projects, consulting and relationship building. Customer Support Representative (CSR) – responsible for all daily account activity including on-line order down loads, picking, packing, and delivery status inquiries. The above personnel will be employed full time by (OUR COMPANY) to support (BANK NAME). In addition, (OUR COMPANY) will assign the following employees to assist in the partnership where necessary: Information Technology - Available to support and troubleshoot all technology-related issues involving the on-line procurement program. Accounts Receivable – available to resolve any billing, payment or accounting-related issue. B. Reporting - The following management reports will be made available to (BANK NAME): Order Entry (Audit) Report Open Order Report Inventory & Usage Report Also, a number of sales analysis reports can be provided to break down sales by cost center (branch), item, or geographic area. C. Materials & Training Upon completion of the (BANK NAME) site build, (OUR COMPANY) will: Notify the appropriate (BANK NAME) representative(s). Offer on-line training to all (BANK NAME) users. Provide to each (BANK NAME) user by E-mail: User log-in information. User name and password. A quick reference guide. A "Who to Call" reference list.   10. Inventory & Implementation A. Pre-Existing Inventory In the event of a comprehensive partnership with (BANK NAME), (OUR COMPANY) will coordinate the transfer (to our facility), of any and all pre-existing inventory related to this program. (OUR COMPANY) will store the inventory under the terms of this agreement. (OUR COMPANY) will issue a trade credit to (BANK NAME) equal to the total fair market value of the inventory within one (1) year from the date of commencement. The credit will be issued as the inventory is released and invoiced by (OUR COMPANY). All pre-existing inventory will be released within one (1) year from the date of commencement. The total credit amount will include pre-owned inventory as well as any inventory that is not owned by (BANK NAME) due to a prior agreement with a third party. B. Other (Non-Supplied) Inventory In addition to the existing inventory, (OUR COMPANY) will agree to inventory and distribute other products that have not been supplied by (OUR COMPANY). The charges, if any, related to this service will be determined by the scope of the inventory. C. Implementation Phase In the event of an agreement with (BANK NAME), (OUR COMPANY) will require a period ranging from six (6) to ten (10) weeks to implement the full program. This "implementation phase" will help guarantee a successful relationship. Product & Service Price Policy & Current Line Item Costs A. Agreement Period The wholesale cost policy contained in this proposal will be guaranteed for a one (1) year term. The cost policy will be reviewed and updated (by mutual agreement), on an annual basis. B. Office Product Wholesale Cost Matrix The enclosed office products matrix covers the current wholesale cost of office products compatible with the office products indicated in the RFP. C. Promotional Product Wholesale Cost Matrix The enclosed promotional product matrix covers the current wholesale cost of promotional products compatible with the promotional products indicated in the RFP. D. Business Forms & Stationery Products Wholesale Cost Matrix The enclosed business forms and stationery products matrix covers the current wholesale cost of business forms and stationary products indicated in the RFP. E. Program Management Fee A program management fee ranging from (x) percent to (y) percent of the total monthly sales volume (in U.S. dollars) will be invoiced to (BANK NAME) on a monthly basis. This fee is designed to cover various (OUR COMPANY) services including: Storage / Inventory Management / Reporting Bill As Shipped Financing Picking / Packing / Distribution Website Development & Maintenance Company Store Development & Maintenance Priority Service Program Set Up Typesetting / Proofing / Editing The monthly service fee will be divided and appropriated by cost center, and will appear as a non-taxable expense on the (OUR COMPANY) invoice. There are no one-time or start-up charges associated with this proposal. Shipping and handling charges associated with the product or products will be added to the wholesale cost of the product sale. There will be no "mark-up" (margin) added to shipping and handling charges.   Competitive Advantages & Distinctions (online system name) Technology Offering – Single Source Procurement The uniqueness of the proposed partnership with (BANK NAME) is our willingness and readiness to share with (BANK NAME) some of the risks of doing business. Since our comprehensive procurement program covers all facets of printing, mailing, forms, office products and promotional products, the (OUR COMPANY) team would fully expect to join the (BANK NAME) team in a committed and intimate partnership. Our on-line, automated procurement program, (online system name), is a critical component to the success of this partnership. Through (online system name), (BANK NAME) will have access to a robust and state-of-the-art program, which will help manage many critical non-banking activities. The ability to order, track, and manage the entire scope of (BANK NAME)s print, promotional and office product requirements is a key advantage. This single-source program will allow (BANK NAME) to invest its resources in, retail banking and commercial lending, for example, instead of in the handling of paperwork necessary to coordinate several suppliers. A (online system name) demo is available at (ourcompany.com) Besides offering total procurement management, (online system name) is a flexible, client-driven program with the ability to customize and personalize. Options for custom features include: One or multiple client managers. On-line, customizable item folders selected by (BANK NAME). Ability to set item viewing restrictions by user or location. Re-branding the site with (BANK NAME) identification. Credit card payment option to promote on-line Company Store.     Program Offering – Unique & Competitive Advantages A. Increased Cash Flow Through Deferred Billing One unique aspect of our program is our integrated "Bill-as-Shipped" policy which covers all printed, promotional and office supply products. Under this policy, (BANK NAME) will be invoiced for the exact quantity released to each branch location during the billing period. In other words, (BANK NAME) will be able to take advantage of price concessions offered by volume production without the requirement to pay for and store large amounts of product at one time. B. Reduced Tax Liability Besides the obvious cash flow and reporting benefits, our "Bill-as-Shipped" policy allows (OUR COMPANY) to offer another unique advantage: (OUR COMPANY) will hold itself responsible for invoicing and collecting the appropriate sales tax for all (BANK NAME) branches outside (STATE). In other words, (OUR COMPANY) will file as a use-tax reporting entity with each state where (BANK NAME) branches are located. (OUR COMPANY) will collect the sales tax at the point-of-sale, relieving (BANK NAME) from the liability (and paperwork), associated with the proper accounting of sales tax. (OUR COMPANY) will guarantee compliance with state tax laws. C. Wholesale Cost Guarantee All prices included with this proposal represent the manufactures wholesale cost to the distributor. (OUR COMPANY) will not add a "mark-up" (margin) to any item covered under our procurement program. In effect, (OUR COMPANY) is proposing to become a purchasing extension of (BANK NAME). During the term of this agreement, (OUR COMPANY) will guarantee that (BANK NAME) receives the lowest possible wholesale cost for all print, promotional and office products. Also, minimizing product costs will result in a lower sales tax obligation. This wholesale cost pricing policy will also cover any charges associated with shipping and handling. Account Management Personnel & Reporting The CSR will report to the Account Manager who will be responsible for the success of the (BANK NAME) relationship. Daily communication between these dedicated representatives will help insure a successful program. A minimum of two (2) additional employees will be fully cross trained for the purpose of assisting, as necessary, with the program. The Account Manager will report to the Business Development Manager with an account status report on a weekly basis. Monthly usage reporting will be provided to (BANK NAME) by the CSR after both the Account Manager and the Client Billing Supervisor have approved the data. Semi-annual or annual account reviews will be held with (BANK NAME) to include both the Business Development Manager and the Account Manager. 14. Total Quality Management The following actions and involvements are examples of the (OUR COMPANY) commitment to quality people and programs: (OUR COMPANY) has organized a 4-person Order Processing Committee to improve workflow and eliminate deviations. (OUR COMPANY) would be happy to provide (BANK NAME) with details regarding the Committee’s progress. The (OUR COMPANY) team is committed to continuing the investment in quality assurance. All major (OUR COMPANY) procedures have been clearly documented with flow charts. This information is readily available to all (OUR COMPANY) employees. (OUR COMPANY) has embarked on a cross training initiative which covers customer support, administration and accounting. (OUR COMPANY) has been an active member of the leading industry association, the Document Management Industries Association (DMIA), for (number) years. (OUR COMPANY) has been represented by at least one (1) employee at the association's annual Print Solutions conference for (number) consecutive years. (OUR COMPANY) is a long-standing member of the Promotional Products Association International (PPAI), the only international association dedicated to the promotional products industry. All (OUR COMPANY) sales representatives have successfully completed the DMIA Business Printing Curriculum. All (OUR COMPANY) employees are expected to travel to a training seminar or an industry conference at least once every three (3) years. All (OUR COMPANY) employees receive technical education and/or industry publications on a monthly basis. The average length of employment for all current (OUR COMPANY) employees is (number) years. (OUR COMPANY) is active with its technology partner(s), including (name the technology partners), and (OUR COMPANY) employees actively participate in various training programs and client conferences offered by these partners.     15. Invoicing Procedures & Terms (OUR COMPANY) will provide a separate monthly summary invoice with cost center reporting for each program. Detailed order information to include order numbers, quantities, product and service costs, shipping and handling charges and sales tax will be identified for each branch location, and will accompany the summary invoice. The payment terms for (BANK NAME) are 2% 10 Days; Net 30 Days. It is conceivable that, under the terms of a proposed agreement with (OUR COMPANY), (BANK NAME) would issue twelve (12) checks per year which would cover the vast majority of the costs associated with outsourcing printed, office and promotional products. 16. Closing Comments This proposal has been developed as thoroughly as possible in order to comply with the (BANK NAME) RFP instructions. The proposal team has also attempted to provide relevant information which will demonstrate a potential "fit" between our organizations. The (OUR COMPANY) proposal team understands that this document is subject to a review process that could potentially result in a negotiated agreement. (OUR COMPANY) is fully prepared to answer any questions, arrange additional meetings, or take part in the negotiation process. Thank you for selecting (OUR COMPANY) for participation in the RFP process. The entire (OUR COMPANY) team looks forward to the opportunity to partner with (BANK NAME). Certificate of Proposal The undersigned on behalf of the company named below herby represents and certifies to (BANK NAME) to the best of their knowledge that: The information contained in the enclosed proposal is accurate and truthful. Complies with all applicable laws, regulations, or ordinances of applicable federal, state, and other governmental or regulatory agencies. With jurisdiction of our services and products proposed to be provided under the enclosed proposal. Unless fully disclosed in the proposal, the proposal was not prepared or submitted in conjunction or cooperation with any other company or individual. Submitted by: (OUR COMPANY), Inc. Street Address: (address) City, State, Zip: (city, st, zip) Signature: ______________________________ Printed Name: (President's Full Name) Office Title: President Telephone Number: (phone) Fax Number: (fax) Email Address: (email address) Date: (Date)