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Bid Proposal

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BID FORM

CONTRACTOR / OWNER

(Name, Address, Zip Code & Phone)

(Name, Address, Zip Code & Phone)

License No.

Project No.


Project LENDER, if applicable

(Name, Description, Address or Location)

.

(Name, Mailing Address & Zip Code)


Project (Legal Description or address)


Other Contract Documents (identify all plans, specifications, addendums, etc.)


Work Involved


Commencement of Work

Upon days notice from Owner
within days of acceptance.
Other

Completion of Work

within days commencement of work
Other

Final Contract Price

$

Initial Payment

$ total with $

credited to owner on each Application for Payment until fully credited.

Progress Payments

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

Final Payment

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

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

Acceptance by Owner


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 any 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 contractor, vendor, or service provider in response to a solicitation, request for proposals (RFP), invitation to bid, or procurement notice. It describes the scope of work, technical approach, pricing, schedule, and assumed terms, and often includes required attachments such as certifications, references, and a bid bond. The document establishes the offer the bidder proposes to perform if awarded and sets the basis for contract negotiation or immediate award where low-bid procurement applies. Accuracy and completeness affect award eligibility and contract formation.

Why a clear Bid Proposal matters

A complete, well-structured Bid Proposal reduces evaluation delays, lowers the risk of disqualification, and creates a clear record of your offer. It documents price, schedule, assumptions, and required guarantees so evaluators can compare bids objectively and award with confidence.

Why a clear Bid Proposal matters

Who prepares and reviews Bid Proposals

Organizations involved in competitive procurement include bidders, procurement officers, contract managers, and evaluating committees.

  • Prime contractors and subcontractors who assemble technical, cost, and compliance materials for a single proposal package.
  • Procurement officers and purchasing departments that issue the solicitation, set submission rules, and evaluate responses.
  • Project managers and legal teams who verify scope, bonding, insurance, and contract terms before award.

Roles differ by project size and public versus private procurement; internal review gates reduce downstream contract risks.

Essential sections of a professional Bid Proposal

A professional Bid Proposal organizes required elements in a predictable order so evaluators can verify compliance quickly and score proposals consistently.

Cover Letter

Concise statement of intent, contact name and phone, and the proposal version; establishes the bidder's official offer and primary contact for clarifications.

Executive Summary

High-level overview of approach and key differentiators that aligns the proposal with the solicitation's evaluation criteria and summarizes the bidder's qualifications.

Scope & Deliverables

Clear description of tasks, milestones, deliverables, acceptance criteria, and any exclusions so the contract's performance baseline is unambiguous.

Pricing and Payment

Detailed cost breakdown, unit prices, total bid amount, payment schedule, and assumptions that affect pricing; include taxes and optional line items.

Schedule

Project timeline with critical milestones, lead times for approvals or materials, and the bidder's commitments for start and completion dates.

Compliance & Attachments

Required certifications, bid bond or performance bond information, insurance certificates, references, technical data, and any forms the solicitation mandates.

Required information and quick field checklist

Bidder Name: Legal entity name
Contact Details: Phone, email, mailing address
Bid Amount: Total numeric amount
Validity Period: Days bid remains valid
Scope Reference: RFP section cited
Authorized Signature: Signer name and title

Step-by-step: preparing and submitting the Bid Proposal

Follow these sequential steps to assemble, review, and submit a compliant bid package on time.

  • 01
    Review Solicitation: Confirm mandatory forms, deadlines, and evaluation criteria.
  • 02
    Assemble Documents: Collect technical, pricing, and compliance attachments.
  • 03
    Internal Approval: Obtain authorized signatures and bond documentation.
  • 04
    Submit: Send via required channel before the listed deadline.

How to configure an online bid submission workflow

Set up fields, signer order, and verification to match solicitation rules before sending the proposal.

Field Configuration
Signature Field Assign to authorized signer; require date
Attachment Field Allow required PDFs but restrict size
Authentication Email plus SMS or KBA if required
Routing Order Set reviewers and final signer sequence

Where to send the Bid Proposal and how routing works

Understand typical submission destinations and routing expectations for both public and private procurements.

  • Procurement Portal: Upload to the issuing authority's eProcurement site.
  • Email Submission: Use the exact submission address specified in the RFP.
  • Portal Confirmation: Save the portal confirmation number or timestamp.
  • Third-Party Platforms: Follow any platform-specific field mapping rules.

Technology and format requirements for electronic submissions

Confirm permitted file types, maximum sizes, signer authentication, and any cryptographic requirements before sending.

  • File Types: PDF and DOCX are commonly accepted
  • Max Size: Check portal limits, often 10–50 MB
  • Integrations: Salesforce, NetSuite, and Google Workspace

Align your document export and signing workflow to the solicitation's technical specifications to avoid rejection for format or authentication mismatches.

Common Bid Proposal deadlines and timing expectations

Procurement calendars include submission cutoff, Q&A windows, and award notifications; plan internal milestones accordingly.

Submission Deadline:

Submit before stated date and time in the RFP.

Q&A Period:

Questions accepted until the RFP's stated cutoff.

Bid Bond Delivery:

Provide bond or guaranty by the bond submission deadline.

Award Notification:

Procuring entity issues award or regret notices following evaluation.

Contract Start:

Start date specified in award or contract documents.

Common mistakes that lead to disqualification

  • Missing mandatory forms or attachments because the bidder used a generic checklist rather than the solicitation's exact requirements.
  • Incorrect pricing format or arithmetic errors that change the expressed bid price and trigger administrative rejection.
  • Using an unauthorized signer or omitting an authorized signature, which can invalidate the bid under many procurement rules.
  • Submitting after the exact deadline or to the wrong submission address, which typically results in outright disqualification.

Penalties and risks from incomplete or incorrect proposals

Disqualification: Bid rejected from evaluation
Bond Forfeiture: Bid bond may be retained
Contract Loss: Award given to another bidder
Litigation Risk: Bid protests or claims possible
Payment Delays: Administrative hold on invoicing
Reputational Harm: Damages future procurement chances

Real-world examples of electronic Bid Proposal use

Organizations have shifted to electronic bid workflows to maintain compliance and speed.

Martin Properties — Tim Martin

Tim Martin used electronic signatures to manage remote proposals and approvals.

  • Reduced turnaround on proposal execution.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

BIS — Dan Rotelli

BIS prioritized secure, auditable workflows for procurement documentation.

  • Improved audit readiness and compliance posture.
  • "We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Comparing eSignature providers for Bid Proposal workflows

A neutral feature and price snapshot to consider when selecting an eSignature provider for bid workflows; signNow appears first per page conventions.

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 free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Bid Proposals and eSignature

Answers to common legal, technical, and process questions encountered when preparing and submitting Bid Proposals.


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