Robotic Process Automation (RPA) Proposal

This Robotic Process Automation (RPA) proposal delineates the envisaged implementation of a Robotic Process Automation (RPA) solution, with the primary aim of automating specific manual processes within the business operations of [Client.Company].

Client:

​[Client.FirstName][Client.LastName]​

​[Client.StreetAddress]​

​[Client.City][Client.State][Client.PostalCode]​

(Client Legal Entity Type)

(Client Registration Number, if applicable)

Provider (RPA Vendor):

​[Provider.FirstName][Provider.LastName]​

​[Provider.StreetAddress]​

​[Provider.City][Provider.State][Provider.PostalCode]​

(Provider Legal Entity Type)

(Provider Registration Number, if applicable)

The Parties hereto acknowledge that this proposal is not intended to create any legally binding obligations between the Parties, and the Parties expressly agree that the implementation of the RPA solution is contingent upon the execution of a formal agreement detailing the specific terms, conditions, and obligations governing the relationship.

Introduction & Cover Letter

Dear [Client.FirstName][Client.LastName]​,

Subject: Proposal for Robotic Process Automation (RPA) Implementation

I am delighted to present our proposal for implementing a Robotic Process Automation (RPA) solution at [Client.Company]. This initiative aims to automate manual processes, enhancing operational efficiency. As part of our existing business relationship, this proposal outlines key objectives. It emphasizes our commitment to a collaborative and innovative partnership.

The proposal signifies our joint intent to engage in further negotiations toward a formal agreement. Confidentiality of information exchanged is a priority, governed by stringent provisions.

We are eager to discuss any questions or concerns, tailoring our solution to align seamlessly with your objectives. [Provider.Company] (RPA Vendor Company Name) is excited about the prospect of contributing to the success of [Client.Company], and we look forward to the opportunity to finalize the terms of our collaboration.

Sincerely,

​[Provider.FirstName][Provider.LastName]​

​[Provider.Title]​

​[Provider.Company]​

​[Provider.Email]​

​[Provider.Phone]​

Why US

As a leading provider of Robotic Process Automation (RPA) solutions, [Provider.Company] stands out for several compelling reasons that set us apart in the industry.

1. We innovate with purpose: At the core of our approach is a commitment to innovation with purpose.

2. Our RPA solutions are meticulously designed to streamline business processes, enhance efficiency, and drive substantial cost savings for our clients.

3. We leverage cutting-edge technology to create bespoke automation solutions that align seamlessly with each business's unique needs and challenges.

4. Customer-Centric Excellence

What Our Customers Say

Client satisfaction is at the heart of our mission, and the testimonials from our valued customers reflect the transformative impact of our RPA services.

Our Team

At the heart of our success is a team of seasoned professionals with a wealth of experience in RPA implementation.

Executive Summary

The Proposal, presented by [Provider.Company], outlines a strategic and legally sound approach to implementing RPA solutions tailored to enhance operational efficiency, cost-effectiveness, and compliance for [Client.Company].​

Project goals

1. (List your goals)

2. (List your goals)

3. (List your goals)

Robotic Process Automation Implementation Plan

Commencement of Implementation

The implementation of the RPA solution shall commence (effective date) upon the execution of the formal agreement by both Parties.

Project Timeline

The Parties agree to establish a detailed project timeline outlining key milestones, deadlines, and deliverables associated with the RPA implementation. Any modifications to the timeline shall be communicated promptly and in writing.

Roles and Responsibilities

Clear delineation of roles and responsibilities for both [Client.Company] and [Provider.Company] personnel involved in the implementation process. This includes designated project managers, technical teams, and other relevant stakeholders.

Data Migration and Integration

The Parties will collaborate to facilitate the seamless data migration from existing systems to the RPA solution. The integration process shall be conducted in accordance with industry best practices, ensuring data integrity and security.

Testing and Quality Assurance

Rigorous testing protocols will be established to validate the functionality and efficiency of the RPA solution. Quality assurance measures will be implemented to identify and rectify any issues promptly.

Training Programs

​[Provider.Company] will develop and provide comprehensive training programs for [Client.Company] personnel interacting with the RPA solution. Training sessions will be scheduled to ensure a smooth transition and optimal utilization of the automated processes.

Termination and Transition

Contingency plans will be established in the event of termination or expiration of the formal agreement. This includes procedures for transitioning back to manual processes or transferring to an alternative RPA solution, as agreed upon by the Parties.

Ongoing Support

Continuous Bot Management

The Provider shall proactively manage and maintain the RPA bots deployed within the Client's infrastructure. This encompasses routine inspections, updates, and optimizations to ensure optimal performance.

Usage Monitoring

The Provider shall implement a robust system for real-time monitoring of bot usage. This includes tracking operational metrics, identifying potential bottlenecks, and implementing preventive measures to mitigate system interruptions.

Error Handling

The Provider shall establish a comprehensive error-handling framework to swiftly identify, diagnose, and rectify any anomalies or errors encountered during bot operations. Timely resolution of issues shall be a key priority to minimize disruptions to business processes.

Adaptation to System Modifications

The Provider shall implement a structured change management process to assess and address any modifications or upgrades to the underlying systems. This ensures seamless integration and continued efficacy of the RPA bots.

Business Fluctuations

The Provider shall develop a flexible framework to accommodate Client business process fluctuations. This includes adjustments to RPA configurations, workflows, and logic to align with dynamic business requirements.

Budget Estimates

Set Up Fees

RPA Software Licensing: One-time fee per bot license based on the initial number of automation planned.

Bot Development Costs

Initial process automation bot build quote will be provided based on process complexity, integrations required, and time/resources involved at a rate of $(enter amount)

Training Services

Annual Ongoing Fees

Intellectual Property and Confidentiality

IP Ownership

The Parties acknowledge that the RPA solution may involve the creation of custom automation tailored to the unique processes of [Client.Company]. Accordingly, ownership of intellectual property rights associated with these custom automation shall be explicitly allocated as follows:

​[Client.Company] shall retain exclusive ownership of any pre-existing intellectual property integrated into the RPA solution.

​[Provider.Company] shall retain exclusive ownership of any pre-existing intellectual property incorporated into the RPA solution.

Any newly created intellectual property directly resulting from the collaborative efforts of [Client.Company]​ and [Provider.Company] shall be jointly owned, with each Party holding an undivided interest.

Non-Disclosure Agreement

The Parties recognize the sensitivity of information exchanged during the RPA implementation. Therefore, both [Client.Company] and [Provider.Company] shall enter into a comprehensive Non-Disclosure Agreement (NDA) to safeguard the confidentiality of sensitive client data, trade secrets, and any proprietary information shared during this engagement.

Service Warranties and Limitation of Liability

Service Warranties

Limitation of Liability

Force Majeure

The Provider shall not be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including but not limited to acts of God, acts of government, war, riot, civil unrest, acts of terrorism, labor disputes, or equipment failures.

Claims Procedure

Any claims arising under this section must be submitted in writing to the Provider within (number) days of the date the Client becomes aware of the circumstances giving rise to the claim. Failure to adhere to this procedure shall result in the waiver of such claims.

Governing Law

This section shall be governed by and construed in accordance with the laws of (jurisdiction) without regard to its conflicts of law principles.

Approval and Acceptance

By signing below, the Client provides formal approval and acceptance of this RPA Proposal.

The Provider may proceed with the RPA software installation, process discovery, bot development, system integration, testing, and training activities outlined herein as per the section of Commencement of Implementation’s Effective Date. Client’s signature expressly authorizes Provider to assign personnel and commence work promptly following the proposal date to deliver services as expeditiously as feasible based on the proposal terms.