IT Services Proposal Template

Summary

We are pleased to offer this IT services proposal for your review and approval. The solution detailed in this proposal has been created with the [Client.Company]'s needs and budget in mind, and we are confident you’ll find that it offers great value to your organization.

Please review the proposed solution carefully to ensure it meets your expectations.

Should you have any concerns whatsoever, please reach out via email to [Sender.Email]. If you are willing to move forward with the solution as it is described in this proposal, simply sign your approval at the bottom.​

Proposed Solution

​[Sender.Company]’s managed IT services are designed to support growing companies by offering fully managed technology solutions at an affordable cost.

We plan to implement a strategy that allows you to manage bug fixes, backup data, update software and systems, and do lots more with the help of our 24/7 off-site support (24/7 off-site support is included as part of our service and would not require any additional costs). This strategy will help ensure that your systems operate at peak efficiency.

Our package also includes on-site support throughout the first two months of service, during which we will inventory your hardware and software and configure your systems for remote support.

Our system administration services cover the following key areas:

• User Management

• Security Monitoring & Response

• Software License Management

• 24/7 System Monitoring

• Software Deployment & Updates

• Hardware Inventory

• System Usage/Reliability Reporting

In addition to the above listed services, we offer on-site services at an additional cost. These services include:

• User Training

• Hardware installation

• Full-time onsite support

For pricing on these additional services, please contact our sales team directly.

Our Service System’s Lifecycle

We adhere to the ITIL lifecycle's five stages: Service Strategy, Service Design, Service Transition, Service Operation, and Continual Service Improvement (in that exact order).

• The service strategy stage establishes the initial link between the organization's business and IT plans.

• The service design stage is the very first stage of the process. Keeping your requirements in mind, we formulate a plan of action to address all requirements. Some of the popular activities we conduct at this stage are service catalog management and service level management. At the service design stage, we also tackle capacity management.

• The service transition stage offers planning and other support to offer a seamless execution of the road ahead. While here, we also tackle change management and deal with service validation. Testing assessment and knowledge management, too, fall under the capacity of service transition.

• The service operation stage is the second to last stage of this process. It is the step in which the practical implementation is tested. This is done by using a live environment to test the results and practicality of the service design.

• The ITIL Process' Continual Service Improvement (CSI) stage connects all four service lifecycle phases and seeks to find and evaluate optimization areas in these stages before implementing improvement strategies to reduce any areas of difficulty in the workflows.

Why Should You Hire Us?

1. We Help Reduce Business Disruptions

IT outages occur in all businesses, whether they are large or small. While the causes vary, the fact remains that these issues are either due to internal or external hardware or software issues. And it goes without saying any significant business disruptions will have an influence on the way people perceive your brand. You also face the possibility of losing mission-critical data, interrupting office operations, and opening yourself to a plethora of extended security issues. Using our services allows you to bid such disturbances goodbye.

2. Our Services Are Budget Friendly

Hiring managed IT services is an expenditure. Although typically less when compared to keeping an in-house IT workforce, they generally don’t charge you only for the solutions you need — meaning you pay extra at the end of every fiscal year due to per-hour pricing. What sets us apart is that we will provide you with an estimate for the packaged IT services you wish to buy, and will only charge you for the services you need, instead of just presenting you with a blanket cost.

3. We Provide A Proactive Cybersecurity Defense

Your organization will be protected by [Sender.Company] through preventive maintenance program measures, comprehensive data encryption, programming, and security upgrades. [Sender.Company] also teaches your company about data protection best practices and assists you in establishing an approach to disaster recovery in case of an event tied to hacking or viruses.

Service Plans and Costs

To provide service flexibility as per your requirements and to help prevent hefty per-hour fees, we have service plan options. [Sender.Company]’s support services provide a simple choice of two packages for you to select from, each at clearly-defined price points.

The first plan is our basic plan. It covers all the basic services that you may need at an affordable price, such as data security, data recovery in case of a breach, and backup of information. The second is our advanced option for larger companies that may require more complex technical support. Through the advanced option, you also get additional protection and assistance outside of normal hours of operation.

The solution described in this IT services proposal is priced on an annual basis, broken down into quarterly payment cycles as described in the table below. Our standard term is three years from the start date of the initial service contract. Listed below is the standard pricing for our basic plan for one year. If you’d like to know our pricing for the advanced plan, please get in touch with our representative from the sales team at [Sender.Phone] or [Sender.Email].

Time Frame of the Contract and Task Administration

As mentioned, our standard term is for a timeline of three years. If you opt for the basic plan, we’d be undertaking the following activities for you within the three-year time frame:

1. User Management

2. System Configuration

3. Migration of data (if needed)

4. System Monitoring

5. Analytics and Reporting

If you’d like to opt for our advanced plan, here’s what we can offer you:

1. User Training

2. User Management

3. System Configuration

4. Migration of data (if needed)

5. System Monitoring

6. Analytics and Reporting

7. Full Time Service and Assistance (on-site and off-site)

8. License Management

9. Software Deployment

10. Software Updates

11. Hardware installation

If you wish to opt for either a shorter or a longer time period than our standard term, or if you would like to add-on services, please get in touch with our representative at [Sender.Email] or [Sender.Phone], and we’d be happy to work out a solution for you.

Customer Highlight (Case Study)

IT Project Goals

We worked with a growing travel and ticketing firm that has an on-premise network based on Microsoft Small Business Server 2008 (Running Windows 2008, Exchange Server 2007) with a standard shared documents folder and file system for many years.

A network renewal was on the horizon as their gear and software approached end-of-life.

The company considered modernizing its equipment and maintaining its network on-premises, as opposed to taking advantage of the chance to migrate everything to the cloud.

They were looking for a solution that would allow them to view documents on mobile devices while avoiding the constraints of a remote desktop solution (RDS) or virtual private network (VPN).

Our Solution

We reviewed different cloud platforms with our customer, and after careful consideration, they picked Microsoft Office 365 as the best option for hosting email and directory/domain/security services.

The company chose the Office 365 E3 (Enterprise) package to benefit from increased security services and SharePoint, among other included apps.

What Our Client Had To Say

In the words of (Client2.FirstName) (Client2.LastName) , the Creative Director at (Client2.Company),

“The single sign-on was something we never thought of applying. With the solution that [Sender.Company] installed for us, accessing our files has become faster and more organized.

The best aspect of the product is that it's so easy to use. Employees from our organization are keen on using it in offline mode too. We can work on documents while disconnected from the internet and simply sync them straight into the system when we reconnect to the internet.

With a simple shift in our IT service provider, our workflows and documentation processes have been conveniently updated in a better-than-imaged way.”

Terms On Personal Data Protection

1. Personal data received by the parties during the execution of this contract should be limited to that which is absolutely required for the fulfillment of the transaction and will only be utilized or used to fulfill the agreement's objective.

2. Personal data will be retained for as long as it is essential for the purposes stated in this agreement.

3. Personal data collected under this engagement will be safeguarded in line with the laws of [Sender.Country]​.

4. Personal information provided by users must not be sold or disclosed to other entities, with the exception being government agencies presenting court orders to view such information.

Approval Form

Please sign below to indicate your approval of the proposed IT services solution: