Can this form be signed electronically?

Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. §7001) and most state laws (UETA or equivalent), provided the procuring party accepts e-signatures and the signature meets any specified authentication requirements.

When does notarization remain necessary?

Notarization is necessary when the buyer or state law requires a notarized acknowledgment or when supporting documents (for example, a power-of-attorney) legally require a notary; check procurement instructions before omitting notarization.

Who within the company may sign?

Anyone listed with proper delegated authority may sign; typically an officer, authorized manager, or a person named in a corporate resolution or power-of-attorney. Verify internal delegation and attach supporting documents for external review.

How do I revoke or change the authorization?

Revoke by issuing a written, signed revocation notice and notifying procurement contacts. For public procurements, follow the buyer’s revocation or amendment procedures to ensure the change is recognized.

What if I made a mistake on the submitted form?

If the form was submitted electronically, correct and re-execute a new form and notify procurement immediately. Some buyers accept corrected scanned replacements; others require formal amendment procedures.

How should I store executed forms?

Store executed originals or certified electronic copies in a secure records system with an audit trail. Retain for the period required by relevant regulators, contract terms, or internal retention policy.

Electronic Signature
Templates
Miscellaneous
Bidding Authority Form

Bidding Authority Form

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

Bidding Authority Form

This Bidding Authority Agreement is entered into between the parties identified below for the purpose of authorizing an agent to prepare, submit and manage bids, proposals and tenders on behalf of the principal under the terms set forth herein.

Identification of Parties

Principal Name:

Principal Address

Agent Name:

Agent Address

WHEREAS

WHEREAS, Principal desires to engage Agent to act as its authorized representative to prepare, submit and manage bids, proposals and tenders (collectively, "Bids") for projects, contracts and procurement opportunities described in the Scope of Work below; and

WHEREAS, Agent represents that it has the experience, personnel and resources necessary to act on Principal's behalf and agrees to perform such duties according to the terms and limitations set forth in this Agreement.

Scope of Work

Agent is authorized to perform the following activities on behalf of Principal within the scope described below. Agent shall act only within the bounds of authority expressly granted in this Agreement and shall comply with Principal's written policies and any express pre-approval requirements.

Authority and Limitations

Maximum Bid Authorization Per Tender: $

Authorized Bid Types: Sealed Electronic Negotiated

Prior Approval Required for Bids Exceeding: $

Approval Contact (Name and Title)

Payment Terms

Compensation to Agent: $ for services as described, plus reasonable out-of-pocket expenses approved in advance.

Payment Schedule

Late Payment Fee: percent per month on overdue balances, compounded monthly.

Term and Termination

Term Commencement Date: Term Expiration Date:

Either party may terminate this Agreement without cause upon days' prior written notice to the other party. Termination for material breach shall be effective immediately upon written notice if the breaching party fails to cure within 15 days of receipt of notice.

Confidentiality

The parties agree that all non-public information exchanged in connection with the bidding activities that is identified as confidential or that reasonably should be understood to be confidential given the nature of the information ("Confidential Information") shall be held in strict confidence and used solely for the purposes of performing under this Agreement. Agent shall not disclose Confidential Information except to employees, subcontractors or advisors who have a legitimate need to know and who are bound by confidentiality obligations no less protective than those contained herein.

Exceptions to Confidentiality (if any)

Indemnity and Insurance

Agent shall indemnify, defend and hold harmless Principal from any claims, losses or liabilities arising from Agent's gross negligence, willful misconduct or material breach of this Agreement. Agent shall maintain, at its expense, general liability and professional liability insurance in amounts customary for the industry and provide proof of insurance upon reasonable request.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to choice of law principles.

Entire Agreement

This instrument constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, warranties and understandings, whether oral or written. Any amendment or modification to this Agreement must be made in writing and signed by duly authorized representatives of both parties.

Authorized Bidders and Contacts

Authorized Bidder 1

Authorized Bidder 2

Certifications and Acknowledgments

The undersigned certify that they are authorized to execute this Agreement on behalf of their respective parties, that the information provided herein is true and correct, and that they will cause their respective party to perform its obligations under this Agreement in good faith.

Principal:

By:

Date:

Agent:

By:

Date:

What the Bidding Authority Form Is and When It’s Used

A Bidding Authority Form is a written authorization that names an individual or role permitted to submit bids, sign proposal documents, or make procurement commitments on behalf of an organization. It documents scope of authority, monetary limits, project or contract identifiers, and any required supporting credentials. Public agencies and private buyers often require a completed form to accept a vendor’s bid; procurement teams use the form to evidence delegated signing power and to limit exposure from unauthorized commitments across procurement lifecycles.

Why a Clear Bidding Authority Form Matters

A clear form reduces bid rejection risk, speeds evaluation, and limits legal exposure by documenting who can bind the organization and under what conditions. It also creates an audit trail for procurement controls and internal review.

Who completes and relies on the Bidding Authority Form

Procurement and contracts teams, authorized officers, and vendor account managers handle preparation and signing of the form.

Procurement officers and contract managers who enforce delegation and verify signature authority during bid intake and evaluation.
Corporate officers or designees who hold formal delegation to commit funds or execute contracts within stated monetary thresholds.
Vendors submitting bids who must include an authorized representative’s details and proof of company authorization when required by the buyer.

Final reviewers and contract administrators retain the signed form with procurement records to support award decisions and audits.

Core elements to include in a professional Bidding Authority Form

A well-crafted form balances clarity with enforceability: identify parties, define the scope of bidding authority, set financial caps, link to contract or solicitation numbers, and provide authentication and contact information.

Authorized Party

Full legal name, job title, and organization of the person or role authorized to sign bids; specify individual or position-based authority and include corporate affiliation.

Scope of Authority

Clear description of permitted actions (submit bids, sign contracts, negotiate terms), project or solicitation identifiers, and any subject-matter limits to avoid ambiguous delegation.

Monetary Limits

Explicit dollar thresholds and currency for authorization; state whether limits are per-bid, per-project, or cumulative during a specified period.

Effective Period

Start and end dates for the authorization and any renewal rules or interim suspension conditions to prevent stale or expired delegations.

Authentication

Signature block, notarization or witness requirements if applicable, and fields for initials, printed name, and date to support validation of the signer.

Supporting Evidence

Required attachments such as corporate resolutions, board minutes, power-of-attorney, or procurement-specific certificates that substantiate the delegated authority.

Essential data elements required on the form

Signer Identity: Full legal name

Role: Job title or position

Entity: Legal business name

Scope: Authorized actions

Limit: Monetary threshold

Dates: Effective start/end

Step-by-step: Completing a Bidding Authority Form

Follow this sequence to prepare, verify, and submit a valid form that satisfies procurement requirements and preserves an audit trail.

01

Prepare details: Gather corporate resolution, POA, and solicitation reference.
02

Complete fields: Fill name, title, scope, limits, and effective dates precisely.
03

Authenticate: Sign, date, and notarize or witness if required by buyer rules.
04

Submit and retain: Send to procurement contact and keep a copy for records.

Where to send the completed form and how it’s processed

Forms typically follow the procurement workflow: bidder → procurement intake → verification → evaluation team → award or clarification requests.

Bidder submission: Attach to bid package or upload via procurement portal.
Procurement intake: Intake team verifies signer authority and documentation.
Evaluation review: Evaluation team considers form in bid eligibility checks.
Award notification: Winning bidder’s authorization kept with contract file.

Digital signing and eSubmission considerations

Confirm whether the buyer accepts electronic signatures, which authentication level is required, and whether notarization may still be necessary.

Accepted formats: PDF and DOCX are commonly accepted.
Authentication: Email, SMS, or stronger KBA/ID checks.
Integrations: Portal APIs and SSO often supported.

Maintain a copy of the signed record and audit trail; use an eSignature provider that supports audit logs, secure storage, and export in industry-standard formats for procurement audits.

Typical timing and deadlines to track for bidding authority

Track key dates from form execution through bid submission and post-award recordkeeping to avoid lapses and ensure authority validity.

Form effective date:

The start date the authority becomes valid for use.

Bid submission deadline:

Ensure the signer’s authority is valid on the bid due date.

Award acceptance window:

Authority must cover the acceptance or negotiation period.

Renewal or expiration:

Note the form’s end date and renewal procedures.

Audit retention start:

Retention clock begins from signature or contract date.

Common mistakes to avoid when preparing the form

Using a nickname or informal name instead of the signer’s full legal name, which causes identity verification failures during procurement review.
Leaving the scope vague (for example, 'general authority') instead of specifying allowed actions and solicitation identifiers, causing disputes over authority boundaries.
Missing effective dates or leaving the end date blank, which can render a delegation stale or allow unintended commitments.
Failing to attach required supporting documents such as corporate resolutions or power-of-attorney, leading to bid disqualification or delays.

Penalties and exposure from incorrect or incomplete forms

Bid rejection: Form errors can disqualify a bid.

Contract voiding: Unauthorized signatures may invalidate agreements.

Financial loss: Bid bond forfeiture or payment disputes.

Audit findings: Procurement audits may flag noncompliance.

Legal liability: Organization may face liability exposure.

Regulatory fines: Public procurements can carry penalties.

How signNow compares on price and basic features

Basic pricing and feature availability for common eSignature vendors. Place vendor selection in the context of procurement volume, authentication needs, and required compliance.

	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, no card	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
Envelope Cap	No cap	100 env/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Bidding Authority Forms

Answers to common questions about validity, eSignatures, notarization, revocation, and correcting errors on the form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. §7001) and most state laws (UETA or equivalent), provided the procuring party accepts e-signatures and the signature meets any specified authentication requirements.
When does notarization remain necessary?
Notarization is necessary when the buyer or state law requires a notarized acknowledgment or when supporting documents (for example, a power-of-attorney) legally require a notary; check procurement instructions before omitting notarization.
Who within the company may sign?
Anyone listed with proper delegated authority may sign; typically an officer, authorized manager, or a person named in a corporate resolution or power-of-attorney. Verify internal delegation and attach supporting documents for external review.
How do I revoke or change the authorization?
Revoke by issuing a written, signed revocation notice and notifying procurement contacts. For public procurements, follow the buyer’s revocation or amendment procedures to ensure the change is recognized.
What if I made a mistake on the submitted form?
If the form was submitted electronically, correct and re-execute a new form and notify procurement immediately. Some buyers accept corrected scanned replacements; others require formal amendment procedures.
How should I store executed forms?
Store executed originals or certified electronic copies in a secure records system with an audit trail. Retain for the period required by relevant regulators, contract terms, or internal retention policy.

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