IT Project Proposal Template

[DATE]

[COMPANY NAME], an information technology (IT) firm with an address at [ADDRESS] (hereinafter also referred to as “[SHORTENED COMPANY NAME OR ACRONYM]”) is pleased to provide this IT project proposal to [CUSTOMER NAME], a [COMPANY OR INDIVIDUAL] with an address at [ADDRESS] (hereinafter referred to as “[SHORTENED COMPANY NAME OR ACRONYM]”) in support of [CUSTOMER NAME]’s [IT PROJECT NAME] project (hereinafter referred to as the “IT Project”).

By the signature of [COMPANY NAME]’s authorized representative hereunder, this IT Project proposal constitutes [COMPANY NAME]’s formal offer to provide the services and/or deliverables described herein on the terms and conditions described herein.

This IT Project proposal will be valid for a period of [NUMBER OF DAYS] days following the date first set forth above.

PandaTip: You don’t want your proposal to be “open” forever. Set an expiration so that your customer is aware of when they will need to make a decision because your business is awesome and important! You can always later extend this period in writing.

[COMPANY NAME]

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field-name

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1. EXECUTIVE SUMMARY

PandaTip: Before offering the details of your proposal, you will want to demonstrate an understanding of your customer’s request/needs. This may include a description of the problem and how their current operations are being impacted, or a description of their desired future state. Finally, you want to address the benefits of selecting your company’s solution/services/team. What sets you apart?

[CUSTOMER NAME] has identified a need for [DESCRIPTION OF NEED] and is looking for a qualified IT services firm to perform the following:

PandaTip: Provide bulleted list of tasks above.

[COMPANY NAME] has over a decade of experience serving local businesses in their IT needs. Our services range from [DESCRIPTION OF SERVICES OFFERED] to [DESCRIPTION OF SERVICES OFFERED].

PandaTip: Expand on the above and elaborate on the superiority of your company/solution.

Benefits of selecting [COMPANY NAME] for this IT Project include:

PandaTip: Feel free to make changes to the above list as appropriate.

2. ABOUT [COMPANY NAME]

PandaTip: Provide some background on your company below. What is your prior project experience? Are any of these past projects similar to this IT project? If yes, how? Include references and contact information. What makes your firm best qualified to handle this IT project?

[COMPANY NAME] is a leading provider of expert IT services to local businesses. [COMPANY NAME] has served an ever-growing number of clients since its founding in [YEAR]. In a relatively short period of time, [COMPANY NAME] has quickly become the go-to IT firm for [DESCRIPTION OF SERVICES]. What’s more, [COMPANY NAME] has completed [NUMERICAL VALUE] comparable projects, and these past IT projects demonstrate our ability to perform quality work on IT projects such as yours, on time and within budget. Our references provided below will attest to this fact.

a. [TITLE OF PROJECT OR BRIEF DESCRIPTION]

[DETAILED DESCRIPTION OF PROJECT]

PandaTip: Provide a quick overview of the project and describe how it is similar to the current project.

Client:                 [CLIENT NAME]

POC:                  [POC NAME], [POC TITLE]

Contact Info:      [POC EMAIL], [POC PHONE]

b. [TITLE OF PROJECT OR BRIEF DESCRIPTION]

[DETAILED DESCRIPTION OF PROJECT]

Client:                 [CLIENT NAME]

POC:                  [POC NAME], [POC TITLE]

Contact Info:      [POC EMAIL], [POC PHONE]

c. [TITLE OF PROJECT OR BRIEF DESCRIPTION]

[DETAILED DESCRIPTION OF PROJECT]

Client:                 [CLIENT NAME]

POC:                  [POC NAME], [POC TITLE]

Contact Info:      [POC EMAIL], [POC PHONE]

[NAME OF EMPLOYEE], a [TITLE OF EMPLOYEE] at [COMPANY NAME], has extensive experience in this area and will lead this IT Project. Below is a list of [NAME OF EMPLOYEE]’s achievements, and his responsibilities under this IT Project.

PandaTip: Exclude this “key resources” section from your proposal if you are a sole proprietor.

Achievements:

Responsibilities:

3. STATEMENT OF WORK

PandaTip: This is where you outline the work that will be performed and any deliverables that will be provided.

PandaTip: Note that the language below assumes the work will be done on an hourly rate basis. If the work will be performed for a firm-fixed-price, then the description of services provided in this section will need to be very detailed. This is to ensure that it is perfectly clear what is entailed in the fixed-price; and more importantly, what is not.

[COMPANY NAME] will provide the following services in support of this IT project:

1. [GENERAL TITLE OR BRIEF DESCRIPTION OF TASK]

[ESTIMATED NUMBER OF HOURS]

[DETAILED DESCRIPTION OF TASK]

[IDENTIFY DELIVERABLES]

PandaTip: Examples of deliverables include a report, an assessment, completion of a phase of web design, completion of a certain amount of development work. For fixed-price work, you can link payment to deliverables, or even milestones that make up a deliverable.

2. [GENERAL TITLE OR BRIEF DESCRIPTION OF TASK]

[ESTIMATED NUMBER OF HOURS]

[DETAILED DESCRIPTION OF TASK]

[IDENTIFY DELIVERABLES]

3. [GENERAL TITLE OR BRIEF DESCRIPTION OF TASK]

[ESTIMATED NUMBER OF HOURS]

[DETAILED DESCRIPTION OF TASK]

[IDENTIFY DELIVERABLES]

4. PRELIMINARY PROJECT SCHEDULE

PandaTip: Here you will provide a preliminary project schedule & milestones (as appropriate). You can delete the table below for simpler projects.

The total period of performance of the work described in this IT Project proposal is anticipated to last [NUMBER] weeks.  The following table provides a preliminary project schedule. This table is intended for planning purposes only.

Task Name

Duration

[TITLE OF PROJECT]

[TOTAL NO. OF DAYS]

  [TASK 1 NAME]

[NUMBER OF DAYS]

  [TASK 2 NAME]

[NUMBER OF DAYS]

  [TASK 3 NAME]

[NUMBER OF DAYS]

  [TASK 4 NAME]

[NUMBER OF DAYS]

5. PRICING

PandaTip: Here you will provide all pricing related terms. The below assumes payment will be made on an hourly basis. For fixed-price type proposals, on the other hand, you will need to provide milestones and completion criteria – e.g. 50% upon project kick-off and 50% upon delivery of final report, or completion of website development.

a. The total estimated price for this IT Project is [DOLLAR AMOUNT], which has been arrived at by multiplying the hourly rate set forth below by the estimated number of hours.

Resource Name:

Labor Category:

Hourly Rate:

Estimated Total Hours:

b. Payment terms and payment schedule will be as follows:

[CUSTOMER NAME] will be responsible for any and all other direct costs/expenses incurred in support of this IT Project, including reasonable expenses for pre-approved travel.

 If travel is required, travel time will be billed at half of the above stated hourly rate.

The pricing provided herein is exclusive of sales or use tax, and if such tax is found to be applicable, [COMPANY NAME] will invoice such tax as a separate item.

Payment will be made by [CUSTOMER NAME] on a bi-weekly basis in accordance with [COMPANY NAME]’s invoices.

Payment shall be made [NUMBER] days following the date of [COMPANY NAME]’s invoices.

6. ASSUMPTIONS

PandaTip: You need to address those things you assumed in coming up with the schedule, hourly rate or price included in your proposal. This is not always the easiest task, but listing assumptions protects you in the event any turn out to not be true. This template uses “soft” language around schedule and number of hours (e.g. they’re “estimates” and are subject to change), so assumptions may be less crucial here. However, for fixed-price projects where you commit to complete a project by a firm date, assumptions become extremely important. Below is a starting point for you to develop your own assumptions.

This IT Project proposal and the pricing and schedule data provided herein assumes the following:

a. Mutually acceptable terms and conditions will be negotiated between [CUSTOMER NAME] and [COMPANY NAME], which will govern the work to be performed.

b. [CUSTOMER NAME] will provide reasonably prompt feedback on any interim and final deliverables. Any delay to provide feedback or approval could impact the estimated schedule and estimated number of hours for the project. In addition, the estimated schedule and number of hours assumes only one round of comments on final deliverables.

c. All relevant staff of [CUSTOMER NAME] will be accessible throughout the project.

d. [COMPANY NAME] personnel will have remote access to the on-premise infrastructure for the duration of the project.

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