What if vendor name differs from W-9?

Use the vendor’s legal name exactly as shown on the W-9 for tax and payment setup. If the vendor uses a DBA, record both names and attach the W-9 to the selection file to prevent mismatched payments and IRS notices.

Is a notary required to validate the form?

Most Contractor Selection Forms do not require notarization unless the selection creates or transfers an interest in real property, or state law or funding source specifically requires it. Check the state requirements when real property or statutory approvals are involved.

Can the form be signed electronically?

Yes. Electronic signatures meeting ESIGN and UETA requirements are legally valid for most procurements. Where consumer-facing or special statutory exceptions apply, follow the applicable disclosure and authentication requirements.

How do I correct an error after signing?

Use an amendment or correction addendum signed by the same authorized signatories; avoid manual alterations to executed originals. Preserve both the original and corrected documents in the contract file.

What supporting documents should be attached?

Attach W-9, insurance certificates, licenses, bid schedules, and any required certifications. Keep digital copies in the procurement repository and note expiration dates for periodic verification.

How long do I need to retain the form?

Retain the completed form for the contract term plus applicable post-termination periods; follow federal and industry-specific retention rules such as IRC §6501(a) for tax records and 45 CFR §164.530(j) for HIPAA where relevant.

Electronic Signature
Templates
Miscellaneous
Contractor Selection Form

Contractor Selection Form

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

Contractor Selection Form

WHEREAS

WHEREAS, Client Name: and Client Address: (collectively "Client") seek to retain a contractor to perform the work described below; and

WHEREAS, Contractor Name: and Contractor Address: (collectively "Contractor") represents that it is duly licensed, insured, and qualified to perform the work; and

WHEREAS, the parties desire to set forth the selection, scope, payment terms, and conditions under which Contractor shall perform the services for Client.

Scope of Work

Detailed Scope of Work

Selection Basis and Evaluation

Selection Date: Evaluation Score (0-100):

Selection Rationale

Payment Terms

Total Contract Amount: $

Payment Schedule / Milestones

Retainage (if any): Invoicing Frequency:

Late Payment Fee: Invoices shall specify charges and supporting information reasonably required by Client.

Term and Termination

Contract Start Date: Contract End Date:

Notice Period for Termination Termination for Cause — Procedure

Confidentiality

Contractor shall hold confidential and not disclose any proprietary information received from Client, whether oral, written, or electronic, and shall use such information solely for performance of the Scope of Work. Confidential information excludes information that is (a) publicly known through no fault of Contractor, (b) rightfully received from a third party without restriction, or (c) independently developed by Contractor without use of Client information.

Contractor acknowledges and agrees to implement reasonable administrative and technical safeguards to protect confidential information and to return or destroy confidential materials upon request.

Contractor acknowledges and agrees to the confidentiality obligations set forth above.

Insurance, Licenses and Compliance

Contractor License Number: License State:

Insurance Carrier: Policy Number:

Policy Expiration Date: Contractor represents that it will maintain insurance required by Client and applicable law for the duration of the contract.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles. Except as otherwise agreed in writing, disputes arising out of or relating to this selection or resulting contract shall be resolved by the courts located within that State.

Representations and Warranties

Contractor represents and warrants that it has the full right, authority and capacity to enter into this selection and any resulting contract, that the services will be performed in a professional and workmanlike manner, and that Contractor will comply with all applicable laws, codes and regulations.

Entire Agreement

This Contractor Selection Form, together with any attachments and exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to selection of Contractor for the described work and supersedes all prior proposals, negotiations and understandings, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Attachments / Exhibits

List of Attached Documents (proposals, scopes, insurance certificates, licenses)

Client:

By:

Date:

Contractor:

By:

Date:

What the Contractor Selection Form Is and when it’s used

The Contractor Selection Form is a standardized procurement document used to evaluate, document, and authorize the selection of a contractor for a specific project or scope of work. It captures vendor identity, qualifications, pricing, insurance and bonding status, references, scope acceptance, and any required certifications so the procuring organization can compare candidates objectively. The form serves as an administrative record for award decisions and may be attached to purchase orders or contracts. It is commonly used in construction, facilities, IT, and professional services procurement to document compliance with internal policies and applicable regulations.

Why a clear Contractor Selection Form matters

A well-structured form creates a transparent, auditable record of how and why a contractor was chosen, reducing procurement disputes and supporting regulatory compliance.

Who typically completes and reviews the Contractor Selection Form

The Contractor Selection Form is completed collaboratively: procurement specialists prepare the form, project managers assess technical fit, and legal or compliance teams review contractual terms before award.

Procurement teams: assemble vendor responses, confirm documentation, and maintain the evaluation matrix for audit purposes.
Project managers: score technical capability, schedule fit, and resource availability against the project requirements.
Legal/compliance reviewers: verify contract terms, insurance certificates, licensing, and any industry-specific regulatory requirements.

Final approval and signature are usually by an authorized contracting officer or executive with delegated purchasing authority; distribution follows the organization’s record retention policy.

Core components to include in a professional Contractor Selection Form

A complete form collects the details needed to evaluate offers consistently and to document the award decision. Include sections that align with internal procurement policies and any external funder or regulatory requirements.

Vendor identification

Full legal name, DBA if applicable, federal Taxpayer Identification Number, business structure, primary contact name, phone, and business address to ensure correct vendor onboarding and tax reporting.

Scope and deliverables

Concise description of the work, deliverables, milestones, acceptance criteria, and any project-specific exclusions to permit apples-to-apples comparisons among bidders.

Price and payment terms

Bided price, unit rates, allowances, payment schedule, retainage (if any), and whether prices include taxes, permits, or reimbursable expenses to clarify total cost of ownership.

Insurance and bonding

Required insurance types and limits, certificate holder name, and performance/payment bond requirements; include evidence upload instructions and expiration date checks.

Compliance and certifications

Licenses, professional certifications, safety records, affirmative action or minority-owned certifications, and any industry-specific regulatory credentials necessary for award.

Evaluation and sign-off

Scoring rubric, comparative ranking, conflict-of-interest disclosure, recommendation, signatory name, title, and date for final authorization and audit trail.

Essential data points to collect on the form

Vendor Legal Name: Exact legal name

TIN / EIN: Tax ID for reporting

Contact Details: Phone and email

License Info: License numbers

Insurance Status: Policy types / limits

Bid Amount: Total and unit pricing

Step-by-step: complete and approve the Contractor Selection Form

Follow these sequential steps to prepare, validate, and finalize the selection with an auditable record.

01

Prepare form: Populate procurement details and attach exhibits.
02

Collect vendor inputs: Request bids, licenses, and insurance.
03

Score and recommend: Apply rubric and rank offers.
04

Authorize and file: Obtain signatures and save final record.

How to configure the form for online use

Set up fields, routing, and authentication so the form can be completed and executed electronically while preserving an audit trail.

Field	Configuration
Vendor Name	Required text field; auto-validate against uploaded W-9
Price	Numeric field with currency formatting and sum validation
Insurance Upload	File upload field; require PDF and expiration date
Approval Routing	Sequential routing to PM → Legal → Authorized Signer

Where to send, file, and route the completed form

Choose a consistent routing path and final storage location so approvals and records are centralized for audits and vendor onboarding.

Internal routing: Project manager → legal → procurement
Vendor delivery: Send executed copy to vendor contacts
Finance handoff: Provide final form to AP for payment setup
Records storage: Save in contract repository and GRC system

Options for sharing and executing the form electronically

Use an eSignature-enabled workflow to capture intent, authenticate signers, and maintain an audit trail for the Contractor Selection Form.

Document formats: PDF, DOCX
Integrations: NetSuite, Salesforce, Google Workspace
Authentication: Email link, SMS code, or two-factor

Ensure chosen platform supports required compliance standards (ESIGN, UETA) and any industry-specific needs such as HIPAA or 21 CFR Part 11 where applicable.

Common timelines and processing expectations

Set clear internal deadlines for vendor response, evaluation, and award to avoid procurement delays and to meet downstream scheduling requirements.

Request for bid window:

Typically 7–21 days depending on complexity

Evaluation period:

3–7 business days for standard procurements

Insurance verification:

Confirm within 2 business days after award

Contract execution:

Aim for 5–10 business days after selection

Onboarding start:

Project mobilization within agreed milestone

Common mistakes when preparing the Contractor Selection Form

Using informal vendor names instead of legal entity names, which can prevent correct tax reporting and payment setup.
Failing to require or verify insurance and bonding documentation before award, increasing financial and liability exposure.
Omitting a clear scope or deliverables list, leading to disputes over what services or materials were expected.
Not documenting conflicts of interest or approvals, which can compromise procurement integrity and audit defensibility.

Risks and consequences of incorrect or incomplete forms

Payment delays: Missing or incorrect TINs can trigger backup withholding or AP hold

Contract disputes: Vague scope creates litigation or change-order claims

Regulatory exposure: Noncompliant procurements risk agency sanctions

Insurance gaps: Lack of verified policies increases insurer denial risk

Audit findings: Incomplete records lead to negative audit outcomes

Reputational damage: Procurement irregularities harm stakeholder trust

eSignature vendor feature and pricing snapshot

Select a solution that meets your authentication, compliance, and volume requirements. The table compares starting prices and key capabilities across common vendors.

	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	No	No	Yes, limited	Yes, limited
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 Contractor Selection Form use

These concise examples show how organizations use selection forms to document decisions and speed execution in different contexts.

Optica Ventures LLC

Optica standardized their vendor intake to reduce onboarding time.

The new form required EIN and insurance uploads.
The result improved transparency and made it easier to produce audit-ready procurement records without repeated vendor follow-ups.

Martin Properties

A property management firm shifted to electronic selection forms for maintenance contracts.

They added project schedule and cost columns.
This eliminated paper delays, improved contractor accountability, and reduced time between selection and service start.

Who typically has authority to sign the form

Project Owner

The project owner or manager often recommends the vendor and certifies technical fit, but may not be authorized to execute contracts; their role is to confirm scope compliance and endorse the procurement file for approval.

Authorized Signatory

An officer or designated contracting officer with delegated purchase authority signs awards and binding commitments; confirm signatory limits in your procurement policy and attach delegation documents when necessary.

Key milestones from solicitation to contract start

Track these sequential milestones to ensure timely evaluation, authorization, and mobilization for contracted work.

01

Solicitation Issued

Publish request and accept vendor responses within the stated window.

02

Submission Deadline

Close bidding and lock new submissions for fair evaluation.

03

Evaluation Complete

Finalize scoring, reference checks, and recommendation.

04

Contract Execution

Obtain signatures and initiate vendor onboarding.

FAQs — common questions about the Contractor Selection Form

Answers to frequent questions about completion, signatures, and recordkeeping to help avoid delays and compliance issues.

Need help? Contact support

What if vendor name differs from W-9?
Use the vendor’s legal name exactly as shown on the W-9 for tax and payment setup. If the vendor uses a DBA, record both names and attach the W-9 to the selection file to prevent mismatched payments and IRS notices.
Is a notary required to validate the form?
Most Contractor Selection Forms do not require notarization unless the selection creates or transfers an interest in real property, or state law or funding source specifically requires it. Check the state requirements when real property or statutory approvals are involved.
Can the form be signed electronically?
Yes. Electronic signatures meeting ESIGN and UETA requirements are legally valid for most procurements. Where consumer-facing or special statutory exceptions apply, follow the applicable disclosure and authentication requirements.
How do I correct an error after signing?
Use an amendment or correction addendum signed by the same authorized signatories; avoid manual alterations to executed originals. Preserve both the original and corrected documents in the contract file.
What supporting documents should be attached?
Attach W-9, insurance certificates, licenses, bid schedules, and any required certifications. Keep digital copies in the procurement repository and note expiration dates for periodic verification.
How long do I need to retain the form?
Retain the completed form for the contract term plus applicable post-termination periods; follow federal and industry-specific retention rules such as IRC §6501(a) for tax records and 45 CFR §164.530(j) for HIPAA where relevant.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now