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Bid Proposal

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BID FORM

CONTRACTOR      OWNER

    

    

Project      LENDER, if applicable

    

Commencement of Work      Completion of Work

Upon days notice from Owner      within days commencement of work

within days of acceptance. Other

Other

Final Contract Price      Initial Payment

$      $ total with $ credited to owner on each Application for Payment until fully credited.

Progress Payments      Final Payment

Less a % retention to be paid within days of Application for Work Completed

day of month and Application for Final Payment Including any retention to be paid within days of Notice of Completion by the

Termination of Proposal Date Proposal Prepared

Warranty Period on if not accepted before years from completion.

Additional Provisions

Instructions: Contractor completes and executes three copies and delivers two to Owner. Owner accepts proposal by executing and returning one copy to contractor before proposal termination date.

Proposal by Contractor

Signature

Title

Date

Signature

Title

Date

Acceptance by Owner

Signature

Title

Date

Signature

Title

Date

STANDARD PROVISIONS

1. Subcontractors. Contractor at his discretion may delegate any portion of the work by Subcontractor with responsible Subcontractors but such delegation shall not relieve Contractor of full responsibility for the work. Any corresponding subcontract shall require the Subcontractor to be bound to the full terms of this Contract to the extent of his work, and it shall allow the Subcontractor the benefit of the same rights and remedies afforded the Contractor by this Contract.

2. Work Involved. All work will be performed, in a workmanlike fashion according to the plans and specifications identified.

3. Time of Commencement and Substantial Completion. The work shall be convened and, subject to adjustments, substantially completed within the time limits given on the reverse side but Contractor shall not be penalized for Acts of God, strikes, shortages of critical materials and other delays beyond his control. Upon notice by the Contractor of substantial completion of the Project the owner's representative shall tour the project with the contractor and provide contractor with a "Final Punch List" by which the contractor can fully complete his work. Items not included in this Punch List shall be treated as Warranty Work, more fully discussed below.

4. Warranty Work. Contractor warrants to owner that all materials and equipment incorporated into the project will be new unless otherwise specified, and further warrants, all materials and workmanship for the warranty work, which is not part of a subsidiary warranty form a materialman or subcontractor, will be done at full cost to owner.

5. Initial Payment. The initial payment shall be paid by Owner to Contractor prior to commencement or work and shall be used for acquisition of materials and site setup. Contractor shall partially credit owner for such initial payment in each application for payment in the amount shown, until the initial payment is fully credited.

6. Progress Payments. The Owner shall make the monthly progress payments less the given retention to Contractor for all unpaid work completed though the given day of each month based upon an Application for Payment submitted by Contractor. Such progress payments shall be made within given number of days or the receipt of such Application. If for any reason, any such progress payment is not received in full within such time Contractor shall have the right to cease work immediately sending written notice to Owner and to initiate any applicable legal proceedings to collect the amount due together with interest at 10% per annum.

7. Final Payment. All amounts held in retention together with any other unpaid portion of the contract or change orders shall be paid to the Contractor within the given number of days of Contractor's notification to Owner that the work is complete.

8. Effect of Final Payment. The making or the final payment shall constitute a waiver of all claims by Owner except those arising from unsettled liens, from failure of work, to comply with requirements of Contract documents, or from faulty or defective work appearing after standard completion or identified in the final punch list. In like manner, acceptance of final payment by Contractor constitutes a waiver of all claims not previously made to Owner in writing or identified as unsettled in the application for the final payment.

9. Conditions to Progress and Final Payments. Neither progress nor final payments from Owner to Contractor are conditioned upon receipt by Owner of corresponding draws from Owner's Lender. Owner may condition any progress or final payments to Contractor upon receipt from Contractor or appropriate lien waivers themselves conditioned upon receipt of the monies applied for.

10. Surveys, Legal Descriptions and Easements. Owner shall furnish all surveys and legal descriptions of the project, and Owner shall secure and pay for all necessary approvals, easements and charges required for use of occupancy of the project.

11. Professional Fees. Owner shall pay for all real estate fees, financing charges, accounting fees, legal fees, design fees, and engineering fees involved in the acquisition and development of land underlying the project as well as the construction of the project itself.

12. Liability and Property Insurance. Owner shall purchase and maintain both liability insurance for his own liability, and property insurance for the entire project; this property insurance shall include "all risk" coverage for theft and vandalism as well as the standard casualty coverage for fire and flood.

13. Supervision, Safety and Insurance. Contractor shall be responsible for all supervision and coordination of the work and for all responsible precautions needed to carry out such work in a manner safe for both the project and all person involved therein. Contractor shall secure and maintain all liability and Workmen's Compensation Insurance necessary for the work or himself and his subcontractors. If this Contract is performed as "cost plus" Contract all such supervision and insurance costs will be treated as job costs.

14. Administrative and Job Overhead Items. The following administrative and job overhead items are to be absorbed by the Contractor in a fixed fee contract and to be treated as job costs in a cost-plus contract: Office overhead directly related to the project, construction schedules and project record documents, job storage and protection of job materials, as well as maintenance, replacement and rental or tools and equipment.

15. Construction Permits and Sales Taxes. Contractor shall comply with all laws, ordinances and regulations effecting construction of the project, and shall secure and pay for all necessary building and construction permits, and shall pay all sales taxes arising from the construction of the project. If this Contract is performed as "cost plus" contract in lieu of a fixed fee contract all such taxes and fees shall be treated as part of the job costs.

16. Legal Remedies. This Contract shall be governed by the laws of the State of and all applicable case law. All of the remedies available under those laws shall be available to the parties of the Contract.

At the option of either party any dispute arising hereunder may be submitted to arbitration. The prevailing party in any dispute arising will be awarded attorney's fees, arbitration and court costs as the court deems fair.

17. Assignment. This Contract may not be assigned by either party without the other party's written consent.

18. Modifications. All modifications to this Contract shall be in writing by change orders, purchase orders or similar documents signed by agents of both Owner and Contractor.

19. Notice of Completion. Should Owner for any reason record a Notice of Completion which operates to shorten the lien period he shall immediately notify Contractor of the Notice, and deliver a copy of that Notice to Contractor.

20. Acceptance. This Contract shall be executed in duplicate; Owner and Contractor shall each retain one of the original duplicates. This Contract is complete and binding when properly executed as indicated on reverse side.

Enter text✕

What a Bid Proposal Is and when it's used

A Bid Proposal is a formal document submitted by a supplier or contractor outlining the terms, pricing, schedule, and qualifications for completing a defined project or scope of work. It typically responds to a solicitation, request for bid, or invitation to tender issued by a buyer or public agency. A complete Bid Proposal includes a cover summary, detailed cost breakdown, technical approach, timeline, required attachments (licenses, insurance, bonds), and signature blocks for authorized signatories. Clear proposals reduce review delays and support fair, auditable procurement decisions.

Why a clear Bid Proposal matters

A well-structured Bid Proposal establishes pricing and performance expectations, supports fair evaluation, and creates a record that can be enforced if the contract is awarded. For public procurements it helps ensure compliance with procurement rules and auditability; for private engagements it reduces misunderstandings and change orders.

Why a clear Bid Proposal matters

Who prepares and reviews Bid Proposals

Typical participants include the submitting contractor or vendor plus internal reviewers such as contracts, legal, estimating, and procurement staff.

  • Estimating teams prepare the cost and schedule sections and verify bid math and assumptions.
  • Contracts and legal review terms, insurance, bond requirements, and compliance obligations.
  • Procurement officers and project managers evaluate compliance with specifications, scoring criteria, and vendor qualifications.

Collaborative review across those roles reduces the likelihood of technical nonconformance, pricing errors, and post-award disputes.

Core elements to include in every professional Bid Proposal

A professional Bid Proposal organizes essential details so evaluators can score compliance and value quickly. Use consistent labeling and include all required attachments listed in the solicitation to avoid disqualification.

Cover Letter

Briefly identify the bidder, project reference, total bid amount, contact person, and statement of intent to abide by terms.

Scope Summary

Concise description of deliverables, assumptions, exclusions, and any proposed alternates or substitutions with clear boundaries.

Pricing Breakdown

Itemized costs (labor, materials, equipment, overhead, markup) with unit rates and total sums tied to scope line items.

Schedule

Key milestones, start and finish dates, lead times, and assumed working days or site access conditions.

Compliance Attachments

Required documentation such as licenses, insurance certificates, bonding, safety plans, and any specified forms.

Signature Block

Authorized signer's printed name, title, signature, and dated execution aligned with organizational authority.

Required data points and common fields

Bidder Name: Full legal entity name
Bid Number: Solicitation identifier
Project Title: Clear project description
Total Bid Amount: Numeric currency value
Bond Information: Surety name and bond amount
Authorized Signer: Name and title

Step-by-step: completing and submitting a Bid Proposal

Follow these sequential steps to prepare a compliant submission and reduce the risk of disqualification.

  • 01
    Gather Documents: Collect solicitation, attachments, licenses, and bonding paperwork.
  • 02
    Populate Template: Fill required fields and itemize costs with unit rates.
  • 03
    Internal Review: Route to estimating, legal, and procurement for sign-offs.
  • 04
    Submit On Time: Deliver via the method specified before the stated deadline.

How to set up an online workflow for Bid Proposal submissions

Configuring a standardized online workflow reduces manual steps and creates an auditable trail for each submission.

Field Configuration
Template Create a reusable proposal template with locked sections.
Conditional Fields Show alternate pricing fields when optional line items apply.
Authentication Require email verification or SMS code for signer identity.
Bulk Send Enable bulk distribution for multiple evaluators or subcontractor invites.

Typical eSubmission flow for a Bid Proposal

This flow shows the common sequence for submitting and capturing a signed bid electronically.

  • Upload Document: Sender uploads finalized proposal file.
  • Place Fields: Add signature, date, and attachment placeholders.
  • Send to Signer: Generate signing link or email invite to authorized signer.
  • Capture Audit Trail: Signing event records IP, timestamp, and actions.

Technical and format considerations for electronic Bid Proposals

Ensure recipients can open signed files and verify signatures across platforms.

  • File Formats: Use PDF or PDF/A for universal readability.
  • Browser Support: Modern Chrome, Edge, Firefox, or Safari recommended.
  • Integrations: Connectors available for common CRMs and storage.

Standardizing file type and integration points supports consistent archiving and reduces reviewer friction.

Key deadlines to watch when preparing a Bid Proposal

Track solicitation dates and internal milestones to ensure timely, compliant submission and post-award responsiveness.

Bid Submission Deadline:

Exact date and time for proposal receipt; late bids are typically rejected.

Bid Opening / Public Reading:

Scheduled time for opening; may be public for government procurements.

Clarification Cutoff:

Last date to submit questions about the solicitation.

Bond Expiration Date:

Bid bond must be valid through award and bonding period.

Award Notice:

Estimated date when the procuring entity will announce selection.

Milestone timeline from preparation to contract award

Track these numbered stages in sequence to coordinate resources and approvals for timely submission.

01

Solicitation Release

Buyer issues requirements and evaluation criteria.

02

Questions & Addenda

Clarifications and formal amendments to the solicitation.

03

Proposal Submission

Final proposal delivered by stated deadline.

04

Evaluation & Award

Review, scoring, and formal award notification.

Common mistakes that cause bid rejection or disputes

  • Missing or incorrect solicitation ID leading to nonresponsive classification by the buyer.
  • Incomplete attachments such as insurance certificates, licenses, or required forms causing automatic disqualification.
  • Arithmetic or pricing calculation errors that change the total bid amount and impair award validity.
  • Unauthorized signer or missing corporate authorization creating grounds to void or require corrective documentation.

Consequences of an incorrect or noncompliant Bid Proposal

Disqualification: Bid may be rejected for noncompliance
Bid Bond Forfeiture: Failure to execute contract can forfeit bond
Loss of Award: Incorrect terms may forfeit contract rights
Contract Liability: Mismatch between proposal and performance causes claims
Reputational Harm: Procurement relationships may be damaged
Regulatory Exposure: Public procurements may trigger audit findings

Common eSignature vendors for Bid Proposal workflows

Compare typical vendor pricing and key capabilities relevant to high-volume proposal signing and compliance-sensitive procurement workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of Bid Proposal use

These examples show how organizations use online signing and templates to streamline proposals and maintain compliance.

Martin Properties

A regional real estate firm shifted to online proposals to close leasing bids faster.

  • They processed forms on mobile or offline as needed.
  • The firm reported improved compliance and faster turnaround while keeping signatures and audit trails for recordkeeping.

Tech Data

An enterprise distributor standardized proposal templates across departments to reduce errors.

  • Templates enforced required fields and attachments.
  • Consistent workflows increased speed to contract and reduced reviewer clarification cycles across global teams.

Who may legally sign a Bid Proposal for an organization

Authorized Officer

A CEO, president, or other officer with delegated authority may bind a corporation. Confirm signature authority via corporate resolution, bylaws, or power of attorney to avoid post-award challenges.

Designated Procurement Signer

Procurement or contracts managers with written delegation may sign bids within approved limits. Keep delegation documentation on file and attach if required by the solicitation.

Frequently asked questions about Bid Proposal completion and eSubmission

Answers to common concerns about electronic signing, corrections, authority, and storage for Bid Proposals.


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