Offer TPL-PRIME-2026-002 — Pilot: Email-Order Desk, Cylinders Department

From: TPL S.A. · To: Prime Products Ltd (PRIME PRODUCTS Ε.Π.Ε.), Piraeus Date: 2026-07-11 · Validity: 30 days · Status: draft — pending TPL C-suite review and issue 📄 Signed-copy master: PDF to be generated on issue

This offer covers the pilot requested by Prime Products (REQ-014): prove value in one department first — the calibration-gas cylinders team — before committing to the full 12-month program. It is scoped from the validated picture of the 2026-07-06 clarification call and executes the pilot discovery plan Phases 1–3 plus build, supervised operation, and measured results. It is independently valuable: the process map, KPI baseline, technical feasibility findings, and the working pilot system are usable assets for Prime Products whether or not the wider program is commissioned. It precedes and de-risks the program’s Stage 7 (department pilots) in the stage & offer structure; results feed directly into program scoping.

1. Objective

Give the 3-person cylinders team one platform with a morning worklist — replacing the manual juggling of Outlook, SoftOne, and customer platforms — and measure the improvement in time-to-close against a baseline taken before the pilot, so the go/no-go decision on scaling is made on evidence.

2. Scope

The pilot covers the department’s three sub-processes as captured on the clarification call:

1. Intake → quote → order: read customer RFQs from the shared Customer Service mailbox (PDF, Excel, free text) and the ~3 customer procurement platforms; extract to a structured case draft (human-reviewed); register in SoftOne via Web Services — no re-keying; draft supplier RFQ emails (suppliers are email-only) with the port→supplier candidates surfaced; flag contract-covered vessels from the contract list (MSC-scale entitlement check) instead of today’s manual lookup.
2. Vessel-window tracking: every open case carries its port-call window; the worklist surfaces cases at risk of missing the window and re-opens sourcing when a window is missed.
3. Agent delivery & confirmation: delivery-leg status (agent, paperwork, signed delivery note or courier AWB) tracked to case close.

Included pre-work per the discovery plan: department deep-dive interviews and half-day desk-side observation, KPI baselining (time-to-close), SoftOne Web Services live verification, mailbox-access model, and customer-platform access assessment — with a red–amber–green feasibility note per integration leg.

Human-in-the-loop throughout: the system drafts, the team approves — extraction to case, SoftOne posting, and outbound supplier emails all pass a person until autonomy boundaries are agreed in writing at scoping (none stated on the call; to be confirmed).

Out of scope: other departments and product lines (the 10–15-person quotes/offers pattern is an expansion signal for the program, not this pilot); on-prem hardware (the pilot runs on interim cloud infrastructure — see §8); automated posting into customer platforms (read/pull only, pending Phase-2 access findings); SoftOne customization beyond its Web Services API.

3. Deliverables

#	Deliverable	Acceptance form
D1	Process map (SIPOC + swimlane) of the three sub-processes + KPI baseline sheet (time-to-close, cases/person, comms/case) from desk-side measurement	Department-lead sign-off
D2	Technical feasibility note — red–amber–green per leg (email intake / SoftOne write / customer platforms / outbound RFQ), with SoftOne Web Services verified by live test call	Steering acceptance
D3	The pilot system in production use — single case worklist covering intake→quote→order, vessel-window tracking, and delivery confirmation, integrated with the shared mailbox and SoftOne	4-week supervised run started with all 3 team members onboarded
D4	Pilot results report — measured time-to-close vs baseline, adoption, quality findings, scale-up recommendation with a go/no-go proposal	Steering acceptance; go/no-go recorded in the decision log

All artifacts are delivered in the Prime Products knowledge vault (English, per program language policy) and published to Mission Control per the program’s access tiers.

4. Timeline and team

• Duration: 13 weeks — discovery & baseline (2 wks), build (6 wks), supervised run (4 wks), results & readout (1 wk). Start: on receipt of the two open call action items — the team-details email + Evangelia (IT) intro, and the 20–50 sample order emails with matching SoftOne orders.
• TPL team: CTO (engagement lead for this pilot; architecture, feasibility, steering), COO (process mapping and baseline observation), a senior consultant/engineer carrying the build, and an analyst (baselining, transcription, test cases). CEO joins the kickoff and the go/no-go readout.
• Client participation required: Fotini (champion) 3 h/week; the other 2 team members 2 h/week during build (feedback on drafts), rising to in-flow daily use during the supervised run; Evangelia (IT) 4 h/week during weeks 1–3 (SoftOne Web Services, mailbox access, platform credentials), then on call; Kostas Vanos (sponsor) 1 h/week plus the go/no-go readout.

5. Price

Item	Amount
Computed effort value (89 person-days, §6)	€61,700
Pre-work credit (Phase-0 call, pilot questionnaire & discovery plan already delivered at no charge)	−€1,700
Subtotal	€60,000
Program-launch discount (15%)	−€9,000
Fixed fee, pilot	€51,000

• Fee is fixed: TPL absorbs any effort overrun within the agreed scope.
• Expenses within Attica included. VAT excluded. Interim cloud infrastructure: pass-through at cost (§8).
• Payment: 30% on start (€15,300) / 40% on start of the supervised run — D3 (€20,400) / 30% on results acceptance — D4 (€15,300).
• Change requests via the program decision log, priced separately.

Optional add-ons (priced on request)

• Automated posting of quotes back into the customer procurement platforms (after Phase-2 access findings).
• Structured contract-entitlement register (replacing the manual list) as its own deliverable.
• Second pilot department in the same wave (reusing the platform for another product line’s quote desk).

6. Pricing rationale

The fee is built bottom-up from the effort the pilot actually requires, at the same three role tiers as Offer TPL-PRIME-2026-001:

Role tier	Day rate	Basis
C-level (TPL CEO / CTO / COO)	€1,100	Greek-market rate for partner/C-level advisory time
Senior consultant / engineer	€700	Senior delivery consultant or engineer, boutique firm
Analyst	€450	Analysis, baselining, test-case and artifact production

Workstream	C-level	Senior	Analyst	Subtotal
Department deep dive: interviews, desk-side observation, process map, KPI baseline	2	5	4	€7,500
Systems & access verification (SoftOne WS test call, mailbox model, ~3 customer platforms)	1	4	—	€3,900
Solution design & pilot scoping (autonomy boundaries, go/no-go criteria)	2	4	2	€5,900
Build: intake & extraction (email + PDF/Excel attachments → structured case draft)	—	10	4	€8,800
Build: SoftOne integration (order registration via Web Services)	—	8	—	€5,600
Build: case worklist, supplier-RFQ drafting, vessel-window tracking	—	12	4	€10,200
Build: contract-entitlement check (per-vessel, MSC-scale list)	—	3	—	€2,100
Supervised run (4 weeks): onboarding, tuning, weekly feedback loop	2	6	4	€8,200
Results measurement, report, go/no-go readout	2	3	2	€5,200
Program management, steering, quality assurance	2	3	—	€4,300
Total	11 d	58 d	20 d	€61,700

Why this is a fair price:

1. Effort-transparent. The table above is the whole calculation — no blended “project fee” hiding margin. 89 person-days over 13 weeks averages ~1.4 FTE, consistent with a build-heavy pilot carried by one senior engineer with C-level checkpoints.
2. Priced on a validated picture, not guesses. The scope comes from a recorded clarification call with the sponsor and the department lead — volumes (~5–10 requests/day, ~1,100 cases/half-year, ~15 comms/case), the three sub-processes, and the email-only supplier constraint are all confirmed, which is why TPL can commit to a fixed fee.
3. The pre-work credit is earned, not cosmetic. The Phase-0 clarification call, the pilot questionnaire (English + Greek administration copy), and the discovery plan were designed and delivered before this offer at no charge; the credit passes that saving on.
4. Fixed fee shifts delivery risk to TPL. Integration unknowns (customer-platform access, mailbox consent model) are TPL’s to absorb within scope; the feasibility gate (D2) exists precisely to surface any true blocker early rather than bill through it.
5. Proportionate to the problem. The 3-person team handles ~2,200 cases/year at ~15 communications each and is beyond capacity; the same coordination pattern burdens another 10–15 people on other product lines. €51,000 buys a measured answer to whether this pattern is automatable — the decision base for the wider program.
6. No lock-in. The process map, baseline, feasibility findings, and results report are usable standalone; Prime Products may stop after the pilot and keep full value, per the program’s commercial principles.
7. Program-launch discount. The same 15% discount as Stage 1, shown as its own line — not folded invisibly into the rate card.

7. Acceptance criteria

• KPI baseline measured and signed before build starts (D1);
• feasibility note delivered with SoftOne Web Services verified live (D2);
• pilot system in daily use by all 3 team members for the 4-week supervised run, covering intake→quote→order, vessel-window tracking, and delivery confirmation from a single worklist (D3);
• ≥70% of the team’s new cases handled through the pilot system by the final week of the run;
• results report with measured time-to-close vs baseline accepted by steering; go/no-go decision recorded (D4).

8. Dependencies and terms

• Signed engagement; NDA in place; the two open action items delivered (team-details email + Evangelia intro; the 20–50 sample order emails with matching SoftOne orders, including exception cases).
• SoftOne Web Services access with a test environment or agreed safe-write conventions; shared-mailbox access under the agreed consent model; read access to the ~3 customer platforms.
• Interim infrastructure: the pilot predates the on-prem platform and runs on TPL-managed cloud infrastructure — usage passed through at cost with full invoice transparency, no TPL margin, consistent with the program’s hardware pass-through principle. Migration to the on-prem platform (program Stage 6) is included in the wider program, not this pilot.
• Customer and supplier data handled as high-sensitivity Prime Products business data; the sample email set is used for extraction development only and deleted or returned at pilot close, per the data-handling agreement.
• Autonomy boundaries (draft-vs-send for outbound email, SoftOne write approval) confirmed in writing at scoping before any automated action is enabled.
• Working sessions in Greek; all committed artifacts in English.
• This offer is subject to the master services agreement; it does not commit either party to the 12-month program or any of its stages.