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To provide technology consulting focused on process automation, architecture enhancements, and AI/ML-driven improvements to ComFire's ERP system—enhancing operations, increasing efficiency, and driving better business outcomes.
Phase 1 Focus: Foundation infrastructure (UI modernization, automated follow-up with SMS) plus high-impact AI (deficiency assessment).
H1: Operational Bandwidth Role-optimized web interfaces will increase coordinator capacity by reducing time spent on queue management and data lookup by 15-25%, freeing hours each week for higher-value work.
H2: Response Time Automated follow-up detection with SMS capability will improve customer response time by hours, with consistent follow-up across all open work orders.
H3: Revenue Capture AI-powered deficiency assessment will identify 95%+ of repair opportunities, reducing missed revenue from overlooked deficiencies.
H4 (Margin Optimization) addressed in Phase 2.
H5: Scalability (Phase 1 Foundation) Phase 1 lays the groundwork for scalability: modern web interfaces reduce dependency on FileMaker-specific skills, streamlined UX reduces errors and training time, and platform independence enables faster feature development. Full scalability benefits — including reduced maintenance cost, improved user adoption, and higher throughput — compound in Phase 2.
| Challenge | Impact |
|---|---|
| Manual follow-up queue management | Coordinators spend hours sorting/filtering work orders |
| Missed follow-ups | Revenue leakage from untracked deficiencies |
| Inconsistent follow-up execution | Impedes review for both humans and AI; variable service quality |
| Customer churn from slow response | Time-to-respond frustration drives customers to competitors |
| Data silos and no summarized view | No single view of customer/location history; repeated issues go undetected |
| FileMaker UI limitations | Can't scale or modernize without major rework |
| No SMS capability | Slower affiliate/customer communication |
Based on placeholder assumptions. Master Design will validate with ComFire data.
| Benefit Area | Calculation | Est. Value |
|---|---|---|
| H1: Operational Bandwidth | 10 coordinators x $60K x 15% capacity recovered | $90K |
| H3: Revenue Capture | $70MM x 3% more x 20% margin | $420K |
| Total | ~$510K |
| Metric | Value |
|---|---|
| Phase 1 Investment | $395,000 |
| Assumed Annual Benefit | ~$510,000 |
| Implied Payback | ~9 months |
| Implied Year 1 ROI | ~29% |
Master Design phase will validate these assumptions with actual ComFire metrics.
| Metric | Value |
|---|---|
| Phase 1 Investment | $395,000 |
| Loops (2-week sprints) | 22 |
We deliver in 2-week sprints ("loops"). Each sprint is staffed by a blended Proof+Geist team, producing working, demonstrable output. You'll see progress every two weeks and have the opportunity to provide feedback that shapes the next loop.
Billing: Invoice monthly for completed sprints.
Flexibility: Workstreams can be resequenced based on business priorities. Allocations may adjust during D&D phase based on detailed requirements.
This document represents a Rough Order of Magnitude (ROM) estimate based on our current understanding of scope and requirements. It is not a fixed-price commitment or guarantee of deliverables.
We commit to transparent communication if scope changes materially affect the estimate.
1 Loop = 2 weeks of focused team delivery
| Work Type | Per Loop | Team |
|---|---|---|
| D&D Standard | $20,000 | Sr Consultant, Lead Analyst, PM |
| Web | $15,500 | Developer, Sr Developer, PM |
| FileMaker | $15,500 | FM Developer, Sr FM Developer, PM |
| Intelligence | $20,500 | Sr AI/Data Engineer, AI Engineer, PM |
| UAT | $16,000 | PM, Developer, Business Analyst |
Note: Internal QA/testing is baked into development loops. UAT is client-side acceptance testing.
Scope: Initial discovery and master architecture planning for Phase 1
Discovery Activities: - Stakeholder interviews and requirements gathering - Current system review and workflow documentation - Overall technical architecture and integration strategy - Project roadmap and sequencing
Hypothesis Validation: - Validate assumptions in H1-H3 with actual ComFire data - Quantify current coordinator time, deficiency capture rates - Identify baseline metrics for measuring success - Adjust scope and ROI projections based on findings
Complexity Factors: - Multi-role user base (service coordinators, project managers, affiliates, customers) - Complex workflow patterns (follow-up chains, deficiency assessment) - Legacy system constraints (FileMaker) - Multiple integration points
Deliverables: - Project roadmap and technical architecture - Validated hypotheses with baseline metrics - Refined scope and ROI projections - Detailed estimates for development workstreams
| Work Type | Loops | Price |
|---|---|---|
| D&D Standard | 2 | $40,000 |
Total: $40,000
Scope: Move the "Customer Service" interface into standalone function/role-based web interfaces
Role-Based Interfaces: - Service Coordinators (KEC, Fire Services): Territory-based queues (e.g., "West" territory), status filtering (Open, Scheduled, Completed, Paperwork Due), Affiliate grouping - Operations: Cross-functional views, reporting
Note: PM interface is excluded from 3a — PMs already have a standalone assessment/AQR/Quote interface. PM-facing UI enhancements are scoped under Workstream 3e (Deficiency Assessment AI).
Data Display per Work Order: - Work order details, Location, Customer, Affiliate - Notes (with "Deficiency" notes highlighted) - Images (repair estimates, returned paperwork) - IVR data (check-in/out) - Email threads (external and FM-based)
Functionality: - Follow-up documentation (Affiliate/Customer, Inbound/Outbound, Call/Email) - Status updates with last follow-up date and type - Affiliate email dispatch (from FM or external client) - "Make Note All Records" for bulk operations
Data Management: - Bi-directional sync with FileMaker master DB - Data set cleanup and refresh - Sync conflict resolution
Complexity Factors: - Multiple distinct interfaces (2-3 roles) - Real-time or near-real-time sync requirements - FileMaker integration architecture - Data security and access control per role
Risk: MEDIUM - FileMaker UI surface limitations likely requiring new web-UI interfaces - Performance with large datasets - Sync conflict resolution
Deliverable: Production-ready web interfaces with FileMaker sync
| Work Type | Loops | Price |
|---|---|---|
| D&D Standard | 1 | $20,000 |
| Web | 4 | $62,000 |
Total: $82,000
Scope: Train and equip system to recognize work orders that are candidates for simple follow-up, with SMS outreach capability
Follow-up Criteria (rule-based detection): - Open: Need schedule date from Affiliate - Scheduled + past date: Need confirmation work completed, or reason for miss - Completed: Need paperwork from Affiliate - Paperwork Due: Need paperwork submission
Automation Features: - Automated queue generation per coordinator/territory - Notification/alerting to coordinators - Follow-up action documentation: - Creates note for each WO - Records communication type and date - Triggers email or SMS dispatch as configured
SMS Integration (NEW): - Twilio or similar SMS API integration - Opt-in/consent management for affiliates and customers - SMS message templates per follow-up type - Delivery tracking and response logging - Inbound SMS handling and routing
Communication Workflow Support: - Outbound Call documentation - Outbound Email documentation (external client or FM-sent) - Outbound SMS documentation - Inbound communication logging (email, SMS) - "Follow-up complete" flagging for communication chains
Complexity Factors: - Rule-based logic (relatively straightforward) - Integration with work order status system - SMS API integration and consent management - Notification system design
Risk: LOW-MEDIUM - Depends on clean data in FileMaker - SMS consent/compliance requirements
Deliverable: Automated follow-up detection and notification system with SMS capability
| Work Type | Loops | Price |
|---|---|---|
| D&D Standard | 1 | $20,000 |
| FileMaker | 3 | $46,500 |
| Web | 1 | $15,500 |
Total: $82,000
Scope: Build and validate a prototype AI system that assists PMs in identifying deficiencies — proving the concept with real data before committing to production deployment
Goal: Answer the question: Can AI reliably surface deficiencies that PMs would otherwise miss?
Prototype Assessment Interface for PMs: Guided interface exposing contextual data for PM review: - Notes: "Deficiency" notes highlighted, any note indicating deficiency existence - Images: Repair estimate images, handwritten notes on returned paperwork, equipment photos - Work Order Comments: Deficiency data, work requested/required insights - Work Order Fields: Instructions, Customer description, Deficiency description - Related Records: Other Estimates/Quotes/Work Orders for same location/service with their notes/images/comments
Vector Database Setup: - Notes (deficiency-related) - Comments - Images (OCR processed) - Historical deficiency patterns
AI Capabilities (Prototype Scope): - Multi-modal analysis (text + image) - Image OCR and understanding (handwritten notes, equipment photos) - Pattern recognition across deficiency types - Domain knowledge (fire safety equipment deficiencies) - Repair action recommendations
Assessment Outcomes: - Deficiency Found: Document deficiencies and repair actions required/recommended → Initiate Estimate Request - No Deficiency Found: Flag work order accordingly, document via Notes
Complexity Factors: - Multi-modal AI (text + image analysis) - Image OCR and understanding (handwritten notes, equipment photos) - Domain knowledge (fire safety equipment deficiencies) - Vector DB for historical deficiency data
Risk: HIGH
Deliverable: Working prototype for field validation — not a production system
| Work Type | Loops | Price |
|---|---|---|
| D&D Standard | 1 | $20,000 |
| Intelligence | 6 | $123,000 |
Total: $143,000
Scope: Parallel user acceptance testing and client feedback throughout development - UAT sessions for each workstream deliverable - Client feedback loops and iteration - User training and documentation validation - Go-live readiness sign-off
Complexity Factors: - Multiple stakeholder groups (coordinators, PMs, operations) - Coordination with active development - Feedback integration into sprint cycles
Risk: LOW - Structured feedback reduces rework - Early validation catches issues before they compound
Deliverable: Client-approved deliverables ready for production
| Work Type | Loops | Price |
|---|---|---|
| UAT | 3 | $48,000 |
Runs parallel to development workstreams
Total: $48,000
| Workstream | Loops | Price | Risk |
|---|---|---|---|
| Master Design Phase | 2 | $40,000 | - |
| 3a: Work Order UI Decoupling | 5 | $82,000 | Medium |
| 3b: Simple Follow-up + SMS | 5 | $82,000 | Low-Medium |
| 3e: Deficiency Assessment AI | 7 | $143,000 | High |
| UAT/Validation (parallel) | 3 | $48,000 | Low |
| TOTAL | 22 | $395,000 |
| Work Type | Loops | Price |
|---|---|---|
| D&D Standard | 5 | $100,000 |
| Web | 5 | $77,500 |
| FileMaker | 3 | $46,500 |
| Intelligence | 6 | $123,000 |
| UAT | 3 | $48,000 |
| TOTAL | 22 | $395,000 |
1 Loop = 2 weeks of focused team delivery
The following workstreams are deferred to Phase 2:
| Workstream | Est. Price | Notes |
|---|---|---|
| 3c: Nuanced Follow-up AI | $140,000 | Requires 3b foundation |
| 3d: Conversational Follow-up AI | $140,000 | Very high risk, requires 3c validation |
| 3f: Deficiency Resolution Workflows | $105,000 | Requires 3e foundation |
| 3g: Phone System Integration (Avaya) | $50,000 | Pending feasibility assessment |
| Additional UAT | $30,000 | For Phase 2 workstreams |
| Phase 2 Total | ~$465,000 |
Full Program (Phase 1 + 2): ~$860,000
Based on 22 loops:
Recommended Approach: - Master Design: 2 loops (4 weeks) - Parallel execution 3a + 3b + UAT: ~5 loops (10 weeks) - 3e (Deficiency AI) + UAT: ~7 loops (14 weeks)
Estimated Duration: ~6-7 months
Pacing Options:
| Pace | Monthly Investment | Est. Duration |
|---|---|---|
| Growth | ~$36,000/month | ~11 months |
| Dedicated | ~$57,000/month | ~7 months |
| Accelerated | ~$100,000/month | ~4 months |
Billing: Invoice monthly for completed sprints.
D&D Deliverables: - All D&D loops include estimation as a core deliverable - D&D Standard produces: PRD, technical architecture, and detailed estimates
Billing: - Invoice monthly for completed sprints
Flexibility: - Workstreams can be executed in different sequences based on business priorities - Allocations may adjust during D&D phase based on detailed requirements