This is a sample template (a simple form) on what you can cover to address a customer's proposal for hardware/software upgrade.

1. <Project/Solution Name>
Server Proposal - Hardware and Software
<Sample>
Page 1 of 7

2. 1. Introduction ..........................................................................................................................................................................3
2. Hardware...............................................................................................................................................................................3
2.1 Option 1 ..................................................................................................................................3
2.1.1 Leasing.......................................................................................................................................................................3
2.1.2 Customer Owned Hardware......................................................................................................................................4
2.2 Option 2 (with Load Balancing)............................................................................................5
2.2.1 Leasing.......................................................................................................................................................................5
2.2.2 Customer Owned Hardware......................................................................................................................................6
3. Service & Support.................................................................................................................................................................7
4. Other Costs ...........................................................................................................................................................................7
4.1 One Time Server Setup costs ................................................................................................7
4.2 Application Support Cost.......................................................................................................7
5. Payment Term.......................................................................................................................................................................7
Page 2 of 7

3. 1. Introduction
<Explain the background of this proposal>
2. Hardware
2.1 Option 1
<Explain the overall of this option, giving the advantages and disadvantages of this option. It is recommended
to include diagram to elaborate the option clearer.>
Advantages
Disadvantages
2.1.1 Leasing
<Explain the background of leasing and the one-time cost and possible monthly recurring cost>
One Time Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Software Windows OS Windows Server Std 2003 English
MVL (x1)
Software Windows OS SQL Server 2005 Standard Edition
English MVL (x1)
Total:
Monthly Recurring Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Hardware Database and Application 1 CPU DUO CORE, 4GB RAM, 3 x
Leasing Servers 146 GB, 3 yrs warranty (RAID 5)
(x2)
Total
Leasing includes providing of hardware together with maintenance, daily backup and security management.
Monthly Recurring Cost (Optional)
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Optional Disaster Recovery (50% Monthly Cost per server (x2)
Capacity)
Total
Page 3 of 7

4. This is an optional item which the vendor will provide a backup server at half capacity for disaster recovery
management.
2.1.2 Customer Owned Hardware
<Explain the background of customer-owned hardware and the one-time cost and possible monthly
recurring cost>
One Time Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Hardware Database and Application 1 CPU DUO CORE, 4GB RAM, 3 x
Purchase Servers 146 GB, 3 yrs warranty (RAID 5)
(x2)
Software Windows OS Windows Server Std 2003 English
MVL (x1)
Software Windows OS SQL Server 2005 Standard Edition
English MVL (x1)
Total:
Monthly Recurring Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Data Center Database and Application (x2)
Hosting Servers
Services
Total
This service includes maintenance, daily backup and security management.
Monthly Recurring Cost (Optional)
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Optional Disaster Recovery (50% Monthly Cost per server (x2)
Capacity)
Total
This is an optional item which the vendor will provide a backup server at half capacity for disaster recovery
management.
Page 4 of 7

5. 2.2 Option 2 (with Load Balancing)
<Explain the overall of this option, giving the advantages and disadvantages of this option. It is recommended
to include diagram to elaborate the option clearer.>
Advantages
Disadvantages
2.2.1 Leasing
<Explain the background of leasing and the one-time cost and possible monthly recurring cost>
One Time Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Software Windows OS Windows Server Std 2003 English
MVL (x1)
Software Windows OS SQL Server 2005 Standard Edition
English MVL (x1)
Total:
Monthly Recurring Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Hardware Database and Application 1 CPU DUO CORE, 4GB RAM, 3 x
Leasing Servers 146 GB, 3 yrs warranty (RAID 5)
(x3)
Total
Leasing includes providing of hardware together with maintenance, daily backup and security management.
Monthly Recurring Cost (Optional)
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Optional Disaster Recovery (50% Monthly Cost per server (x3) 1,560
Capacity)
Total 1,560
This is an optional item which the vendor will provide a backup server at half capacity for disaster recovery
management.
Page 5 of 7

6. 2.2.2 Customer Owned Hardware
<Explain the background of customer-owned hardware and the one-time cost and possible monthly
recurring cost>
.
One Time Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Hardware Database and Application 1 CPU DUO CORE, 4GB RAM, 3 x
Purchase Servers 146 GB, 3 yrs warranty (RAID 5)
(x3)
Software Windows OS Windows Server Std 2003 English
MVL (x1)
Software Windows OS SQL Server 2005 Standard Edition
English MVL (x1)
Total:
Monthly Recurring Cost
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Data Center Database and Application (x3)
Hosting Servers
Services
Total
This service includes maintenance, daily backup and security management.
Monthly Recurring Cost (Optional)
Description Item Configuration (units) Cost (in LOCAL
CURRENCY)
Optional Disaster Recovery (50% Monthly Cost per server (x3)
Capacity)
Total
This is an optional item which the vendor will provide a backup server at half capacity for disaster recovery
management.
Page 6 of 7

7. 3. Service & Support
<Define the types of support and services to the customer in terms of supporting the hardware and
application>
Item Description Contact Media Response Time
1 1st Level Application Support Email/ 30 minutes
Phone Call
2 Advanced Application Support Phone Call 1 hour
After Office Hours
Support calls will be defined as per prioritization and response time.
4. Other Costs
4.1 One Time Server Setup costs
<What other one-time implementation cost for the setup of the Hardware and Software>
Description Total (LOCAL
CURRENCY)
Server set up costs (one-time)
Total:
4.2 Application Support Cost
<Define the monthly cost for 1 support personnel for support the application>
Description Total (LOCAL
CURRENCY)
Support (0.5 head count)
Total:
5. Payment Term
<Define how the payment term is to be established between the service provider and the Customer. Advise to
include any cancellation charge and terms should the Customer may forfeit the contract when purchasing has
been done.>
Page 7 of 7