Proposal: How to write software purchasing proposal

Sample Proposal for Cost Savings

Situation: Our current printers print on one side only. All prints generated for employee use or customer mailouts require a separate piece of paper for each page of the document.

Proposed Solution: The addition of a duplex printer and a duplex printing policy would allow the company to save considerable money by printing on both sides where possible. Cost savings would result from using less paper, fewer paper clips and staples, and less postage on larger mailouts.

Steps Involved:

1. Purchase a printer with duplex printing capabilities.
2. Show employees how to set printer options to print on both sides.
3. Communicate the new policy requiring employees to use duplex printing wherever applicable.

Benefits:

1. Duplex printing would reduce the following costs: paper ($250/month), supplies ($25/month), and postage ($15/month).
2. Duplex printing supports the company’s green initiatives to reduce waste.

Potential Obstacles:

1. The cost of the new printer ($1200). The new equipment would pay for itself within five months of use.
2. The time associated with setting up employee workstations for duplex printing and communicating the new policy to employees (approximately 1 hour per employee). Additional months of use would offset the costs associated with this hour of lost productivity.
3. The resistance of employees to change and follow the new procedures. While there will always be those resistant to change initially, this is not a difficult adjustment to make. However, management may need to visit the issue with employees who are regularly found not adhering to the new policy.