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Proposal Template
PROPOSAL
[PROJECT NAME]
Prepared for: [CLIENT NAME], [CLIENT TITLE] Company: [CLIENT COMPANY] Prepared by: Alexander Whitestone, Principal Firm: Whitestone Engineering LLC Date: [DATE] Valid until: [DATE + 30 DAYS]
Executive Summary
[CLIENT COMPANY] needs [1-2 SENTENCE SUMMARY OF THEIR PROBLEM]. Whitestone Engineering proposes to [1-2 SENTENCE SUMMARY OF THE SOLUTION] within [TIMELINE], enabling [CLIENT COMPANY] to [KEY BUSINESS OUTCOME].
Our firm brings production-tested expertise in AI agent infrastructure, having built and operated a fleet of five autonomous AI agents, a custom orchestration framework, and supporting infrastructure spanning 43 repositories with 3,000+ automated tests.
Understanding of the Problem
[2-3 paragraphs demonstrating you understand their situation. Be specific. Reference things they told you in the discovery call. Show you've done homework on their business.]
Key challenges identified:
- [CHALLENGE 1]
- [CHALLENGE 2]
- [CHALLENGE 3]
Proposed Solution
Overview
[2-3 paragraphs describing the solution at a high level. Focus on outcomes, not just technical details.]
Scope of Work
Phase 1: [PHASE NAME] — [DURATION]
| Deliverable | Description |
|---|---|
| [DELIVERABLE 1] | [DESCRIPTION] |
| [DELIVERABLE 2] | [DESCRIPTION] |
| [DELIVERABLE 3] | [DESCRIPTION] |
Milestone: [WHAT CLIENT RECEIVES AT END OF PHASE 1]
Phase 2: [PHASE NAME] — [DURATION]
| Deliverable | Description |
|---|---|
| [DELIVERABLE 4] | [DESCRIPTION] |
| [DELIVERABLE 5] | [DESCRIPTION] |
| [DELIVERABLE 6] | [DESCRIPTION] |
Milestone: [WHAT CLIENT RECEIVES AT END OF PHASE 2]
Phase 3: [PHASE NAME] — [DURATION]
| Deliverable | Description |
|---|---|
| [DELIVERABLE 7] | [DESCRIPTION] |
| [DELIVERABLE 8] | [DESCRIPTION] |
Milestone: [FINAL DELIVERABLE / PROJECT COMPLETION]
Out of Scope
The following items are explicitly not included in this engagement. They can be addressed in a follow-on project:
- [OUT OF SCOPE ITEM 1]
- [OUT OF SCOPE ITEM 2]
- [OUT OF SCOPE ITEM 3]
Timeline
| Phase | Duration | Start | End |
|---|---|---|---|
| Phase 1: [NAME] | [X weeks] | [DATE] | [DATE] |
| Phase 2: [NAME] | [X weeks] | [DATE] | [DATE] |
| Phase 3: [NAME] | [X weeks] | [DATE] | [DATE] |
| Total | [X weeks] | [DATE] | [DATE] |
Timeline begins upon receipt of signed agreement and initial deposit.
Investment
Option A: Fixed Project Price
| Item | Price |
|---|---|
| Phase 1: [NAME] | $[AMOUNT] |
| Phase 2: [NAME] | $[AMOUNT] |
| Phase 3: [NAME] | $[AMOUNT] |
| Total Project | $[TOTAL] |
Payment Schedule
| Payment | Amount | Due |
|---|---|---|
| Deposit (50%) | $[AMOUNT] | Upon signing |
| Phase 1 completion (25%) | $[AMOUNT] | Upon Phase 1 milestone |
| Final delivery (25%) | $[AMOUNT] | Upon project completion |
[ALTERNATIVE: For larger projects]
| Payment | Amount | Due |
|---|---|---|
| Deposit (30%) | $[AMOUNT] | Upon signing |
| Phase 1 completion (25%) | $[AMOUNT] | Upon Phase 1 milestone |
| Phase 2 completion (25%) | $[AMOUNT] | Upon Phase 2 milestone |
| Final delivery (20%) | $[AMOUNT] | Upon project completion |
Option B: Monthly Retainer (If Applicable)
| Item | Monthly Rate |
|---|---|
| [SCOPE DESCRIPTION] | $[AMOUNT]/month |
| Minimum commitment | [X] months |
| Included hours | [X] hours/month |
| Overage rate | $[AMOUNT]/hr |
What's Included
- All source code and documentation, delivered to your repository
- progress update meetings (weekly / biweekly)
- Async communication via [Slack / Discord / email]
- days of post-delivery support
- Full documentation and runbooks
- Knowledge transfer session with your team
Our Approach
How We Work
Whitestone Engineering operates as a human-led, AI-augmented firm. Our principal engineer, Alexander Whitestone, leads all client relationships, architecture decisions, and quality reviews. Our fleet of five autonomous AI agents handles implementation, testing, and continuous operations.
This model means:
- Faster delivery — multiple agents work in parallel
- Higher consistency — automated testing and systematic processes
- Around-the-clock progress — agents operate autonomously in 15-minute cycles
- Human accountability — Alexander is your single point of contact
Communication
- Weekly status update via email/Slack with progress, blockers, and next steps
- Biweekly sync call (30 minutes) for discussion and feedback
- Async availability during business hours for questions
- Emergency escalation for critical issues
Quality Assurance
- All code goes through automated test suite before delivery
- Human review of all agent-produced work before client delivery
- Documentation is written alongside code, not as an afterthought
About Whitestone Engineering
We build production AI agent infrastructure. Our own systems include:
- 5 autonomous AI agents running 24/7 as systemd services
- Custom orchestration framework (Hermes) with persistent memory and multi-platform gateway
- 43 active repositories on a self-hosted Gitea forge with 16 organization members
- 3,000+ automated tests covering functionality, security, and behavioral boundaries
- Local LLM inference for sovereign, API-independent operations
- Agent security layer with conscience validation and jailbreak resistance
We don't just consult on AI agents — we run them in production every day.
Terms
- This proposal is valid for 30 days from the date above
- Work begins upon receipt of signed Master Services Agreement and initial deposit
- Client owns all deliverables upon final payment
- Whitestone Engineering retains the right to use general knowledge and techniques (but not client-specific code or data) in future work
- Either party may terminate with 14 days written notice; work completed to date will be invoiced
- All amounts in USD; payments via ACH or wire transfer
Next Steps
- Review this proposal and let us know if you have questions
- Schedule a call to discuss any adjustments: [SCHEDULING LINK]
- Sign the Master Services Agreement (we'll send it)
- Deposit the initial payment
- Kickoff — we start building
Acceptance
By signing below, [CLIENT COMPANY] accepts this proposal and authorizes Whitestone Engineering LLC to proceed with the described scope of work under the terms outlined above.
For [CLIENT COMPANY]:
Name: ________________________________________
Title: ________________________________________
Signature: ____________________________________
Date: ________________________________________
For Whitestone Engineering LLC:
Name: Alexander Whitestone
Title: Principal
Signature: ____________________________________
Date: ________________________________________
Whitestone Engineering LLC — Human-Led, Fleet-Powered [EMAIL] | [PHONE] | [WEBSITE]