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How to write your Computer Hardware and Networking Contract
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Use cases for this template
Maple & Mint Retail stabilizes a chaotic network rollout
The Challenge
After opening three new stores, Maple & Mint Retail juggled mismatched devices, unclear coverage, and surprise additional costs from break/fix visits; outages spread as laptops and printers failed without spare parts or a defined response time, leaving an in-house staff member firefighting with no scope or schedule to guide decisions.
The Solution
They hired Apex NetWorks LLC under a network services contract and used Proposal Kit to create supporting documents: a line-item quoted proposal for network maintenance and software maintenance bundles, a configuration and models catalog, and AI Writer-generated backup and recovery plans, contact and escalation lists, and a maintenance calendar to sit alongside, not replace, the contract.
The Implementation
Technicians inventoried all sites, standardized configurations, secured computer rooms with UPS coverage, defined supplier lanes for quick replacement decisions, and stocked spare parts; the team published the Proposal Kit documents to guide change windows, service tiers, and approval workflows while training managers on where to search for procedures.
The Outcome
Unplanned downtime dropped, response time became predictable, and costs normalized because approvals and out-of-scope work were evaluated before spending; when a switch failure caused damage, the team executed the recovery plan and restored service before opening hours.
Orchid Valley Dental turns security policy into daily practice
The Challenge
A compliance audit flagged weak password controls, missing log reviews, and inconsistent user offboarding, putting patient data at risk and exposing the clinic to interest penalties from insurers if remediation lagged.
The Solution
Under a managed network contract with BrightCedar IT, the clinic used Proposal Kit to produce supporting materials: a line-item quote for encrypted laptops and monitoring tools, AI Writer-crafted security standards, account lifecycle procedures, and a schedule for log search, access reviews, and patch cycles tied to defined severities.
The Implementation
Technicians configured servers and endpoints to the new baselines, set maintenance windows, and published contact roles; Proposal Kit documents clarified coverage hours, incident definitions, and configuration controls so the front desk and in-house hygienists knew exactly how to report and track issues.
The Outcome
Audit findings were cleared, response time shortened for priority incidents, and onboarding/offboarding became routine, reducing risk while avoiding additional costs from repeat visits and emergency callouts.
BlueForge Aerospace unifies plants after a merger
The Challenge
Two factories ran conflicting networks and suppliers after a merger; models varied across routers and laptops, recovery procedures were undocumented, and a power event caused damage that extended downtime and delayed shipments.
The Solution
BlueForge signed a consolidated services agreement with North Pier Systems and used Proposal Kit to assemble a supporting program: a line-item quoted rollout for standardized devices, AI Writer-built disaster recovery runbooks, capacity and coverage reports, and a phased migration plan aligned to production windows.
The Implementation
Field technicians mapped assets, defined replace-versus-repair criteria, secured server rooms with layered access, and staged spare parts; Proposal Kit documents guided the cutovers, change freezes, and vendor contact paths so both plants shared one schedule and common definitions.
The Outcome
Production uptime improved, recovery steps executed cleanly during a later outage, and finance gained predictable forecasting as additional costs were pre-approved against the plan, cementing trust between operations and IT.
Abstract
This agreement sets out how a service provider will design, install, and manage a customer's network within an information technology environment. The scope and schedule are defined in Exhibits A and B, which function as the working specifications and operational definitions. The provider handles network maintenance across Linux, Windows, Macintosh, Sun, and UNIX systems and manages delivery milestones that are estimates rather than fixed deadlines. Parties should evaluate these exhibits to understand coverage, response time expectations, and any additional costs tied to third-party services.
Security duties are extensive. The provider will secure computer rooms with access controls, monitoring, and a 12-hour UPS for critical devices to reduce damage caused by power failures. Technicians will search logs, enforce password policies, close compromised accounts, and apply patches based on advisories. These measures aim to keep systems secure and stable in the interest of uptime and compliance.
Software maintenance includes installation, updates, upgrades, and configuration of server applications with change logs and virus protection. The provider manages licenses and communicates threat guidance to users and managers. User account administration includes daily reporting on traffic and performance.
Hardware services cover installing and maintaining workstations, printers, peripherals, and integrating new devices, including laptops, from various suppliers and models. The provider may order gear, manage warranty contracts, arrange repairs, replace failing components, and source spare parts. Support includes a help desk with phone and email contact during business hours, along with ticket logging to completion.
Daily operations include supplies management, troubleshooting queues, and a defined backup schedule with off-site storage to support recovery. Administration and planning services help the customer evaluate needs, purchases, and vendor negotiations under the agreement.
Financial terms appear in Exhibit A. If payments lapse, the provider may terminate services or remove company-owned equipment. The warranty is limited to 30 days to bring the network into conformance with the specifications.
The customer indemnifies the provider for third-party claims and acknowledges no responsibility for disruptions caused by outside services. The provider acts as an independent contractor and may use the finished work for promotional purposes.
Use cases include replacing an aging in-house network, onboarding a new office, or rolling out secure laptops for a distributed staff member base.
Proposal Kit can help teams assemble this type of agreement with document assembly, automated line-item quoting, an AI Writer to build supporting documents, and an extensive template library for ease of use.
Beyond the core terms, this agreement highlights how disciplined definitions in the exhibits reduce scope creep and unexpected additional costs. By clearly defining specifications, coverage windows, and the schedule for milestones, both parties can evaluate priorities, allocate technicians, and align response time commitments with business cycles. If operations need after-hours escalation beyond the stated help desk hours, that expectation should be captured in the exhibits to avoid gaps in service.
The operational model also benefits from explicit inventories and configuration baselines. Listing device models, laptops, and critical servers, along with approved suppliers and spare parts stock, speeds replacement and reduces downtime when failures occur. Coupled with backup and recovery procedures and periodic testing, this supports resilience when damage caused by power issues, intrusions, or software faults occurs. Regular search and review of security logs, combined with user account audits, keep the environment secure while providing traceability for audits.
The risk allocation is straightforward: a short conformity warranty, limits on damages, confidentiality obligations, and customer indemnification for third-party claims. Finance and operations leaders should map these clauses to internal controls, vendor management processes, and insurance coverage so a single staff member is not solely responsible for decisions that have a broader impact.
Proposal Kit can streamline creating and maintaining this agreement by assembling consistent scope and specification sections, producing automated line-item quoting for network maintenance and software maintenance packages, and using its AI Writer to write supporting documents such as backup policies, recovery plans, contact and escalation lists, and maintenance schedules. Its template library helps teams standardize definitions and configuration details for easier updates.
Typical situations include replacing fragmented in-house systems after a merger, opening a branch office on a tight schedule, rolling out secure laptops to a remote workforce, or preparing for a compliance audit that requires documented procedures and verifiable controls.
To deepen the value of this agreement, use the exhibits to convert high-level promises into operational governance. Add precise definitions for incident severities, service tiers, and response time bands; define maintenance windows, change freezes, and approval workflows so technicians know exactly when they can modify configuration and when they must defer. Include a communication plan with named contact roles, on-call rotations, and status report templates, plus a schedule for service reviews where both parties evaluate KPIs such as MTTR, change success rate, backup success rates, and capacity trends.
Strengthen lifecycle control by documenting asset intake through disposal. Capture device models, serials, warranty dates, and approved suppliers; define replace-versus-repair criteria, refresh intervals for laptops and servers, and RMA steps to secure spare parts quickly. Extend user management with onboarding/offboarding timelines so no staff member retains access longer than necessary.
For security, add standards for baseline hardening, periodic access reviews, and lost-device recovery procedures for mobile devices, including remote wipe and proof of remediation. Specify log retention and audit search requirements to support investigations without over-collecting.
Clarify commercial triggers early. Identify additional costs for after-hours work, expedited parts, or out-of-scope tasks; define the approval path before spend occurs. Align payment milestones to verifiable deliverables (e.g., acceptance of a site cutover) to balance risk with both parties' business interests. Where third parties are involved, list covered suppliers and interfaces, and note who owns escalations when a dependency fails.
Plan resilience as a program, not a checkbox. State recovery objectives (target RTO/RPO), the testing cadence for restores, and a post-incident review process that turns lessons into defined changes. Include a knowledge transfer and training plan so in-house teams can operate steadily after handoff.
Proposal Kit can help teams assemble these governance details consistently, building scope exhibits, SLAs, line-item quoting for network maintenance and software maintenance bundles, and AI Writer-generated supporting documents like change procedures, contact trees, maintenance schedules, and asset lists, streamlining updates over time.
Additional situations include data center consolidation, a rapid temporary site for a seasonal ramp, a hardware refresh across regional offices, or formalizing operations after a recovery from a ransomware event.
How do you write a Computer Hardware and Networking Contract document? - The Narrative
THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name, ("Company") and Company Name ("Customer"). Company has experience and expertise in the development of Networks. Customer desires to have Company develop a Network for them. Company desires to develop Customer's Network on the terms and conditions set forth herein (the "Network").
In consideration of the mutual covenants set forth in this Agreement, Customer and Company hereby agree as follows:
Development of Network
Company agrees to installation, management and development of the Network(s) and Network-based operations according to the terms listed on Exhibit A attached hereto.
Specifications
Company agrees to develop the Network pursuant to the Specifications set forth in Exhibit B attached hereto (the "Specifications").
Delivery Dates and Milestones
Company will use reasonable diligence in the development of the Network and endeavor to deliver to Customer an operational Network no later than Delivery Date. Customer acknowledges, however, that this delivery deadline, and the other payment milestones listed in Exhibit A, are estimates and are not required delivery dates.
Services Provided
Services described here are provided for Linux, Windows, Macintosh, Sun, UNIX systems only unless otherwise specified.
1 Physical Security
Company will provide an operating environment ("Computer Rooms") for all hardware with adequate smoke and heat detectors, and inspect existing sprinkler systems to help prevent any damage to hardware from fire. Company will provide a 12-hour UPS backup system for all servers and critical systems to protect against power failure. Company will install and setup security access points to computer room(s) for systems staff to prevent.
Physical attacks, intrusions and other unauthorized access. Security reporting will be provided to monitor and report on all access to computer rooms.
2 Data and Network Security
Company will provide monitoring systems for recording unauthorized access and break-ins. Company will automatically close accounts and force password changes as it deems necessary in order to ensure the integrity of the system whenever accounts have been compromised. Company will establish and ensure that proper procedures are in place, requiring the use of passwords and other security procedures that meet acceptable security standards.
Company will monitor and implement CERT advisories that identify security problems in vendor supplied software. Company will implement any appropriate safeguards it deems fit to prevent unauthorized use of systems, increase Network stability, and repair or remove identified threats to the Network.
3 Software
Company will install, update, upgrade and configure software packages ("Systems") required by the Network and manage all email, ftp, web server, name server and other software and services as set forth in Exhibit B. Company will maintain the installation, any updates, and any daily tasks required for the maintenance of the system software. Company will manage licenses and make long-term software recommendations to Customer.
Company will setup procedures to ensure that only authorized users can make changes to systems and user software. Company will ensure that any changes to systems software are recorded in a log or record format to ensure proper documentation and a history of all changes. Company will establish proper procedures to assist in the detection and repair of computer virus or other threats and employ measures aimed at preventing virus from infecting software.
Company will monitor and apply any patches, upgrades or other fixes necessary for protecting the Network or System software from potential threats as Company becomes aware of them. Company will issue communications to users and managers regarding current threats, guidelines and procedures users must follow and communicate policy recommendations to management and assist in documentation.
4 User Accounts and System Administration
Company will create, maintain, and audit all user accounts and groups and provide daily reports on Network traffic, access, impact, loads and all other metrics as needed or requested by Customer and set forth in Exhibit B. Company will develop and maintain regular monitoring and reporting on Network operation and performance.
5 Hardware Installation, Requirements and Maintenance
Company will install all hardware components, as set forth in Exhibit B, and will maintain and continue to extend Network infrastructure and interfaces as needed. Company will install and maintain any new hardware (workstations, printers, peripherals) and be responsible for ordering any needed hardware or services. Company will be responsible for integration of new hardware and manage any third-party maintenance and warranty contracts on hardware or equipment.
6 Daily Operations
Company will be responsible for ordering and maintaining any relevant supplies (e.g., cables, disks, tapes, backup media). Company will inspect and maintain printer queues, job queues, and provide troubleshooting and/or arrange for repair services for the Network. Company will develop backup procedures and policies for system and user software, and provide adequate testing for all procedures put in place by Company.
Company will maintain off-site storage of any backup media to ensure Network integrity and protection, and will be responsible for setting up a daily procedure for backing up all data.
7 General Support Services
Company will be available to respond to questions about Network and systems problems. Company will staff a help desk with a combination of phone and email support services from 9:00 am to 5:00 pm Monday through Friday Time Zone. Company will be responsible for maintaining an ongoing log of support requests, actions taken and track user support requests to completion.
8 Administration and Planning
Company will work with Customer, its managers and staff, to provide advice on any computing requirements, Network and information management, user requests, hardware and software purchases and assist Customer with negotiations with third party vendors covered under this Agreement as set forth in Exhibit B.
Compensation
For all of Company's services under this Agreement, Customer shall compensate Company, in cash, pursuant to the terms of Exhibit A attached hereto. In the event Customer fails to make any of the payments referenced in Exhibit A by the deadline set forth in Exhibit A, Company has the right, but is not obligated, to pursue any or all of the following remedies: (1) terminate the Agreement, (2) remove equipment owned by Company, whether leased to Customer by Company or not and any Company personnel or staff from Customer location(s), (3) bring legal action.
Confidentiality
Customer and Company acknowledge and agree that the Specifications and all other documents and information related to the development of the Network (the "Confidential Information") will constitute valuable trade secrets of Company. Customer shall keep the Confidential Information in confidence and shall not, at any time during or after the term of this Agreement, without Company's prior written consent, disclose or otherwise make available to anyone, either directly or indirectly, all or any part of the Confidential Information.
Limited Warranty and Limitation on Damages
Company warrants that the Network will conform to the Specifications for 30 days after Customer and Company acceptance that the terms of the Agreement have been met. If the Network does not conform to the Specifications, Company shall be responsible to correct the Network without unreasonable delay, at Company's sole expense and without charge to Customer, to bring the Network into conformance with the Specifications. This warranty shall be the exclusive warranty available to Customer.
Customer waives any other warranty, express or implied. Customer acknowledges that Company does not warrant that the Network will work on all platforms. Customer acknowledges that Company will not be responsible for the results, productivity or any other measurable metric not specified in Exhibit B, obtained by Customer on the Network.
Customer waives any claim for damages, direct or indirect, and agrees that its sole and exclusive remedy for damages (either in contract or tort) is the return of the consideration paid to Company as set forth in Exhibit A attached hereto.
Independent Contractor
Company shall be retained as independent contractors. Company will be fully responsible for payment of their own income taxes on all compensation earned under this Agreement. Customer will not withhold or pay any income tax, social security tax, or any other payroll taxes on Company's behalf.
Company understands that they will not be entitled to any fringe benefits that Customer provides for its employees generally or to any statutory employment benefits, including without limitation worker's compensation or unemployment insurance.
Equipment
Customer agrees to make available to Company, for Company's use in performing the services required by this Agreement, such items of hardware and software as Customer and Company may agree are reasonably necessary for such purpose.
General Provisions
1 Entire Agreement
This Agreement contains the entire Agreement between the parties relating to the subject matter hereof and supersedes any and all prior agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by both of the parties hereto.
2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
3 Binding Effect
This Agreement shall be binding upon and enure to the benefit of Customer and Company and their respective successors and assigns, provided that Company may not assign any of its obligations under this Agreement without Customer's prior written consent.
4 Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
5 Good Faith
Each party represents and warrants to the other that such party has acted in good faith, and agrees to continue to so act, in the negotiation, execution, delivery, performance, and any termination of this Agreement.
6 No Right to Assign
Customer has no right to assign, sell, modify or otherwise alter this Agreement, except upon the express written advance approval of Company, which consent can be withheld for any reason.
7 Indemnification
Customer warrants that everything it delivers to Company is legally owned or licensed to Customer. Customer agrees to indemnify and hold Company harmless from any and all claims brought by any third-party relating to any aspect of the Network, including, but without limitation, any and all demands, liabilities, losses, costs and claims including attorney's fees arising out of injury caused by Customer's products/services, material supplied by Customer, copyright infringement, and defective products sold via the Network. Further, Customer agrees to indemnify Company from responsibility for problems/disruptions caused by third-party services that Customer may use such as merchant accounts, shopping carts, shipping, hosting services, real time credit card processing and other services that relate to the ownership and operation of the Network.
8 Use of Network for Promotional Purposes
Customer grants Company the right to use its work in producing the Network for promotional purposes. Customer grants Company the right to list, reference or otherwise identify Customer as a client of Company in Company's advertising and marketing.
9 No Responsibility for Loss
Company will have no responsibility for any third-party disrupting, intruding or otherwise copying files in part or in whole on all or any part of the Network. Company is not responsible for any down time, lost files or any other loss that may occur in the operation of the Network.
10 Attorney's Fees
In the event any party to this Agreement employs an attorney to enforce any of the terms of the Agreement, the prevailing party shall be entitled to recover its actual attorney's fees and costs, including expert witness fees.
Each party represents and warrants that, on the date first written above, they are authorized to enter into this Agreement in entirety and duly bind their respective principals by their signature below:
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How to Build a Legal Contract with Proposal Kit
This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.
Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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