Establishing secure connection…Loading editor…Preparing document…

Bid Proposal Addendum

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BID PROPOSAL ADDENDUM

Addendum Identification

Recitals

WHEREAS, Owner issued a solicitation identified by Bid Number and received a proposal from Bidder dated ; and

WHEREAS, the parties desire to modify certain terms of the original proposal and contract documents as set forth in this Bid Proposal Addendum (this "Addendum"); and

NOW, THEREFORE, in consideration of the mutual covenants and promises herein, and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the parties agree that the original proposal and related contract documents are modified as set forth in this Addendum.

Scope of Work

Payment Terms

Adjusted Contract Sum as a result of this Addendum:

Invoices shall be submitted to Owner at the address set forth in the contract and shall reference the Addendum number. Payment shall be due within days of receipt of a proper invoice.

Late payment shall accrue interest at a rate of from the date due until paid, or the highest rate permitted by law, whichever is less.

Price Adjustments

The price adjustments resulting from the Scope of Work described above are as follows (describe unit costs, lump sums, credits):

Term and Termination

This Addendum shall become effective on and shall continue in effect until , unless earlier terminated in accordance with this Addendum or the original contract.

Either party may terminate this Addendum for material breach upon days' prior written notice to the other party, provided the breaching party fails to cure the breach within the notice period.

Confidentiality

The parties acknowledge that certain information exchanged pursuant to this Addendum may be confidential or proprietary. Each party agrees not to disclose such Confidential Information to third parties and to use such information only for the performance of the obligations under this Addendum.

Confidential Information shall not include information that is (a) publicly known through no breach of this Addendum; (b) lawfully obtained from a third party without restriction; or (c) independently developed without use of Confidential Information. The obligations of confidentiality shall survive termination of this Addendum for a period of years.

Representations and Warranties

Each party represents and warrants that it has full authority to enter into this Addendum, that its execution and performance will not violate any other agreement, and that the person signing on its behalf is duly authorized to bind the party.

Governing Law

This Addendum shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

Entire Agreement; Amendment

This Addendum, together with the original bid documents and any prior duly executed addenda, constitutes the entire agreement between the parties with respect to the subject matter hereof. Except as expressly modified by this Addendum, all terms and conditions of the original bid documents remain in full force and effect. No amendment to this Addendum shall be effective unless in writing and signed by authorized representatives of both parties.

Changes and Attachments

By checking the box below, the Bidder acknowledges that this Addendum supersedes any conflicting provision of the original proposal and that, except as expressly modified, all other terms remain unchanged.

Special Conditions

Owner / Procuring Entity:

By:

Title:

Date:

Bidder / Contractor:

By:

Title:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What a Bid Proposal Addendum Is and When It Applies

A Bid Proposal Addendum is a formal amendment to an existing bid or solicitation that changes, clarifies, or supplements the original bid documents. It records specific modifications such as revised scope, corrected specifications, price adjustments, schedule changes, or new attachments, and it must reference the original bid number and issuance date so parties can reconcile the change with the base proposal.

Why an Addendum Matters for Clarity and Contract Risk

A clear addendum reduces ambiguity, limits bid disputes, and preserves procurement integrity by creating a documented trail of what changed and why; where electronic signatures are used the addendum remains legally effective under the ESIGN Act (15 U.S.C. §7001) and UETA when state law applies.

Why an Addendum Matters for Clarity and Contract Risk

Who Typically Prepares and Signs a Bid Proposal Addendum

Multiple project stakeholders may prepare, review, or sign addenda depending on the procurement structure and dollar value.

  • Procurement officers and contract administrators who issue or authorize changes to solicitations and manage distribution.
  • Bidders and subcontractors who must acknowledge revisions and adjust pricing or schedules accordingly before the submission deadline.
  • Legal and risk teams that review wording, liability, and warranty impacts to confirm enforceability and compliance.

Proper role separation and recorded approvals help ensure the addendum is accepted and enforceable during evaluation and award.

Representative Roles

Procurement Manager

A procurement manager issues addenda to correct or clarify bid documents, coordinates distribution to all bidders, and documents receipt. They ensure timelines are extended if necessary and that all bidders receive identical information.

General Contractor

A general contractor reviews addenda for scope and cost impact, submits acknowledgements or revised pricing, and obtains required sub-contractor confirmation to maintain compliance with bonding and schedule obligations.

Core Elements to Include in a Professional Addendum

A standard Bid Proposal Addendum is concise and structured so reviewers can immediately see what changed, why, and how to respond; include clear references, scope, pricing impacts, and signature blocks.

Reference

Cite the original solicitation and bid number, plus original issue date so the addendum can be matched to the base documents without ambiguity.

Purpose

Summarize the reason for the change in one sentence—correction, clarification, additional work, or deletion—so evaluators understand intent quickly.

Detailed Change

Provide an exact, line‑item description of each modification including page, section, and paragraph references to avoid interpretation disputes.

Pricing Impact

State any revised unit prices, totals, allowances, or instructions for submitting updated cost proposals; be explicit about whether previous pricing remains valid.

Attachments

List and attach any revised drawings, schedules, or specifications; label each attachment and reference it in the change description.

Signatures

Include a dated signature block for authorized representative(s) and a bidder acknowledgement section that documents acceptance or required response steps.

Key Required Data Fields

Bidder Name: Full legal name
Company EIN: Tax ID or registration
Addendum Number: Sequential identifier
Effective Date: MM/DD/YYYY
Revised Price: Currency value
Authorized Signer: Name and title

Step-by-Step: Completing the Addendum

Follow a concise sequential process to prepare, approve, and distribute an addendum so that bidders can respond accurately within procurement timelines.

  • 01
    Prepare: Draft changes with precise references to original pages.
  • 02
    Review: Obtain legal and procurement approvals before issuance.
  • 03
    Issue: Distribute to all bidders and record delivery.
  • 04
    Acknowledge: Collect signatures or confirmations from bidders.

How to Configure an Online Addendum Workflow

A consistent online workflow reduces processing time and creates an auditable record; configure these settings before sending addenda for signature.

Field Configuration
Authentication Email link, SMS code, or stronger
Signature Order Sequential or parallel routing
Template Save as reusable template
Notifications Auto reminders and delivery receipts

Where to Send and How the Addendum Is Processed

Understand the routing and final storage destinations so the addendum becomes part of the procurement record and contract file.

  • Issue to Bidders: Send identical copies to all registered bidders.
  • Collect Acknowledgements: Obtain bidder signatures or written confirmations.
  • Record Receipt: Log delivery and acknowledgement dates.
  • Store in Contract File: Archive with original bid documents and attachments.

Digital Delivery and Format Requirements

Choose file formats and authentication that meet procurement requirements and ensure long-term reproducibility.

  • File Types: Use PDF or DOCX for text and drawings.
  • Authentication: Email+SMS or stronger signer verification
  • Audit Trail: Record IP, timestamp, and actions

Verify the chosen eDelivery and eSignature platform produces tamper-evident signed PDFs, preserves an audit trail, and meets any industry-specific compliance (for example HIPAA when health data is present).

Typical Timelines and Deadlines to Watch

Keep key procurement dates synchronized with addendum issuance so bidders receive adequate notice and deadlines are extended when required.

Issue Date:

Date the addendum is published to bidders.

Response Deadline:

New submission or clarification deadline, if extended.

Bond Deadlines:

Dates for bid bond or performance bond adjustments.

Award Date:

Expected contract award or decision date.

Recordkeeping Deadline:

When addendum must be archived per procurement policy.

Common Mistakes When Preparing an Addendum

  • Failing to reference the original solicitation page and paragraph numbers, which creates ambiguity about which language is changed or superseded.
  • Issuing inconsistent versions to different bidders or failing to document distribution, leading to protests or disqualification claims.
  • Omitting signature or acknowledgement blocks so bidders cannot confirm acceptance of changes before submission deadlines.
  • Using vague pricing language such as 'subject to adjustment' without specifying calculation methodology or limits.

Consequences of an Incorrect or Missing Addendum

Bid Rejection: Missing or incomplete addenda can disqualify a bid
Bond Forfeiture: Failure to comply with addendum terms risks bond claims
Contract Disputes: Unclear amendments create change-order and litigation risk
Regulatory Noncompliance: Procurement rules violations can trigger administrative penalties
Tax Reporting: Price changes may affect IRS reporting obligations
Reputation Harm: Document errors undermine bidder trust and future eligibility

Representative eSignature Pricing and Feature Comparison

Comparing baseline plans and common features can help you estimate the platform component of addendum execution costs; signNow is presented first per vendor order 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 Yes, 7-day trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About Bid Proposal Addenda

Answers below address common legal, procedural, and technical questions encountered when issuing or signing addenda in U.S. procurements.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.