Can a proposal be signed electronically?

Yes. Electronic signatures are legally enforceable in interstate transactions under the ESIGN Act (15 U.S.C. §7001) and in most states under UETA. Ensure the signer demonstrates intent, consent, attribution, and record retention to meet legal validity tests.

Do electronic proposals require notarization?

Generally no for commercial proposals, but some jurisdictions or documents (e.g., deeds, certain affidavits) require notarization. When notarization is required, consider remote online notarization (RON) rules and state notary requirements.

What authentication strength is recommended?

Use email plus SMS or knowledge‑based authentication for moderate value; require multi‑factor or ID credential checks for high‑value contracts to reduce repudiation risk and support admissibility.

How do I correct a signed proposal?

Do not alter an executed PDF. Issue an amendment or change order signed by the same authorized parties; retain the original executed version and the amendment together in the record.

How long should executed proposals be retained?

Retain for the contract term plus at least 3 years; certain records tied to tax, SEC, or HIPAA obligations have specific retention periods (IRC §6501(a); 45 CFR §164.530(j)).

What if party names or signatures are disputed?

Maintain a complete audit trail showing signer identity, timestamps, and IP addresses. If disputed, present the signed PDF, audit certificate, and any authentication logs to substantiate execution.

Electronic Signature
Templates
Miscellaneous
Design & Build Project Proposal

Design & Build Project Proposal

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

Design & Build Project Proposal

This Design & Build Project Proposal (the Proposal) is entered into as of Effective Date: by and between Client Name: and Contractor Name: .

WHEREAS

WHEREAS, Client desires to engage Contractor to provide comprehensive design and construction services for the Project described below, and Contractor represents that it has the skill, personnel and resources necessary to perform such services in accordance with the terms of this Proposal.

WHEREAS, Contractor will deliver integrated design documentation, procurement, coordination, and construction services on a design & build basis, subject to the scope, schedule, and payment terms set forth herein.

WHEREAS, the parties intend that this Proposal constitute a binding agreement for the Project upon execution by both parties.

Project Identification

Project Title Project Address

Scope of Work

Contractor shall provide design, engineering, procurement, project management and construction services necessary to deliver the Project in substantial conformance with the specifications agreed by the parties. The Scope below sets forth major deliverables and obligations.

Detailed Scope Description Key Deliverables (list principal items, each with due date and amount)

Due Date: Amount: $

Payment Terms

The Total Contract Price for the Scope of Work is: $.

Payment Schedule (deposit, milestones, retention)

Deposit required upon execution: $.

Late Payment: Unpaid amounts shall accrue interest at a rate of % per month (or the maximum permitted by law), and Client shall be responsible for collection costs, including reasonable attorneys' fees.

Term and Termination

Term Commencement: Services shall commence on Start Date: and are anticipated to reach Substantial Completion by End Date: , subject to adjustments for changes, delays, or force majeure.

Either party may terminate this Proposal for material breach if the breaching party fails to cure the breach within Cure Period: after written notice. Termination for convenience by Client requires Notice Period: advance written notice and payment for work properly performed to date plus reasonable demobilization costs.

Confidentiality

Each party shall maintain in strict confidence all proprietary or confidential information received from the other party in connection with the Project (Confidential Information). Confidential Information shall not include information that is publicly available through no fault of the receiving party. Confidential Information shall be held for Confidentiality Period: following final payment. Disclosure is permitted when required by law, provided the disclosing party gives prompt notice to the other and limits disclosure to the minimum required.

Indemnification & Insurance

Contractor shall indemnify and hold harmless Client from claims arising out of Contractor's negligent acts, errors or omissions in performance of the Work, subject to any limitations agreed in writing. Contractor shall maintain commercial general liability and workers' compensation insurance in customary amounts and provide certificates upon request.

Governing Law

This Proposal and any dispute arising out of or related hereto 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

This Proposal, together with any exhibits, attachments and incorporated documents, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations and understandings. Any amendment must be in writing and signed by both parties.

Miscellaneous

Assignment: Neither party may assign its rights or obligations under this Proposal without the prior written consent of the other, except that Contractor may assign to an affiliate or in connection with a sale of substantially all of its assets.

Notices required under this Proposal shall be in writing and delivered to the addresses provided below or such other address as a party designates in writing.

Client Mailing Address for Notices Contractor Mailing Address for Notices

Client

Client Name (Print):

By:

Date:

Contractor

Contractor Name (Print):

By:

Date:

What a Design & Build Project Proposal Is and When it’s Used

A Design & Build Project Proposal is a single, consolidated document that outlines the combined design and construction services a design‑builder will provide for a project. It typically includes scope, deliverables, design assumptions, a preliminary schedule, cost estimates, payment milestones, contract terms, and risk allocation. Owners use the proposal to compare firms and authorize work; design‑builders use it to document assumptions, pricing, and exclusions. The proposal often becomes the basis for a subsequent design‑build contract or a guaranteed maximum price amendment once design and permits advance.

Why a Clear Proposal Matters to Owners and Contractors

A well‑structured Design & Build Project Proposal aligns expectations, reduces disputes, and streamlines procurement and permitting. It documents scope and cost assumptions so both parties can move into execution with a shared baseline.

Who Typically Prepares and Reviews These Proposals

The Design & Build Project Proposal is prepared and reviewed by several project stakeholders prior to signing.

Owner / Developer: Reviews budget, schedule, and key contract terms; ensures the proposal matches financing and project goals.
Design‑Builder / Contractor: Prepares scope, price, schedule, exclusions, and risk allocation; coordinates subconsultant input.
Project Manager / Architect: Validates technical assumptions, clarifies design inclusions, and confirms permitting responsibilities.

Each party should verify cost assumptions, insurance and bonding requirements, and who will manage permits and approvals before signing.

Essential Sections to Include in a Professional Proposal

A complete proposal groups information so reviewers can assess scope, schedule, cost, and contract terms at a glance; the following six elements are standard.

Executive Summary

One‑page overview of the project scope, primary deliverables, total proposed price range, and critical dates so decision makers can evaluate quickly.

Scope of Work

Detailed description of design and construction tasks, deliverables, exclusions, and any phased or milestone work to avoid later scope disputes.

Project Schedule

Preliminary milestones, permit deadlines, lead times for long‑lead items, and critical path assumptions tied to payment milestones.

Budget / Cost Breakdown

Line‑item costs for design, construction, contingencies, allowances, and assumptions about site conditions or owner‑provided items.

Terms & Conditions

Payment terms, change order procedures, dispute resolution, warranties, insurance, and bonding requirements that govern the engagement.

Risk Allocation

Who assumes unknown site conditions, permitting delays, code changes, and force majeure; include proposed owner responsibilities and insurance limits.

Step‑by‑Step: Preparing and Finalizing the Proposal

Follow these sequential steps to prepare, review, and execute a Design & Build Project Proposal.

01

Collect Project Data: Gather site surveys, existing conditions, owner requirements, and permit guidance.
02

Draft Proposal: Assemble scope, schedule, budget, and exclusions into a single document with exhibits.
03

Legal Review: Have counsel check payment terms, indemnities, and insurance clauses before issuing to owner.
04

Execute and Archive: Obtain signatures, capture audit trail, and store the executed document in a secure repository.

Configure a Digital Workflow for Proposal Review and Approval

Set up consistent routing, fields, and authentication to reduce signer friction and maintain an audit trail.

Template Selection	Choose a reusable proposal template with locked sections and attach exhibits as separate files.
Signer Order	Define signing sequence: preparer → contractor rep → owner rep → finance approver.
Required Fields	Mark required signature, date, and initials fields and add conditional fields for allowances or alternates.
Authentication	Select email link or SMS code; require stronger ID checks for high‑value projects.
Notifications	Enable reminders, view receipts, and set automatic distribution of the executed PDF.

Typical Online Submission Flow for the Proposal

An efficient eSubmission flow reduces turnaround time and preserves a complete signature record.

Upload Document: Upload the proposal PDF or DOCX to the signing platform.
Place Fields: Insert signature, date, and initial fields and any conditional data entry fields.
Set Signers: Enter signer emails and define signing order or provide a public signing link.
Collect Signatures: Signers authenticate, sign, and receive signed copies and an audit trail.

Technical Considerations When Choosing an eSignature Platform

Select a platform that supports secure authentication, audit trails, and the file formats you use.

File Formats: PDF and DOCX support for editable templates and final PDF output.
Authentication Options: Email link, SMS code, or advanced authentication for high‑value approvals.
Audit Trail: Capture timestamps, IP addresses, and signer actions for admissibility.

Ensure the platform can export signed PDFs with an embedded certificate and retains a reproducible audit log for legal and compliance needs.

Practical Tips for Accurate and Efficient Proposals

Adopt consistent practices to reduce back‑and‑forth and improve enforceability.

Use Standardized Templates

Standard templates reduce drafting time, ensure required clauses are present, and make comparisons across bidders straightforward during procurement or internal review.

Document Assumptions Clearly

State geotechnical, permitting, and access assumptions up front so any required changes are eligible for change orders rather than disputed as implied scope.

Keep Pricing Transparent

Provide line items for allowances and unit prices and explain what is excluded so owners and contractors can reconcile estimates during negotiations.

Preserve the Audit Trail

Capture timestamps, signer identity, and IP addresses for all electronic signatures and retain a noneditable PDF copy of the fully executed proposal.

Common Mistakes to Avoid When Preparing the Proposal

Unclear scope language that omits exclusions, causing later claims and scope creep during construction.
Missing signatures or unsigned exhibits that leave the final price or responsibilities ambiguous and invite disputes.
Incorrect party names or titles that hinder enforceability and delay contract execution or payment.
Weak authentication for electronic signatures on high‑value deals, increasing risk of repudiation or fraud.

Key Risks and Consequences of an Incomplete Proposal

Disputed Scope: Leads to change orders and delay

Payment Delays: Can trigger liens or financing issues

Regulatory Noncompliance: Permits withheld; project stoppage

Invalid Signatures: Document may be unenforceable

Insurance Gaps: Claims denied or coverage limits hit

Record Retention Failures: Unable to defend audits or claims

Who Can Sign and Bind the Parties

Owner / Authorized Representative

The signer should be an individual with express authority to bind the owner organization—typically an officer, director, or delegated project executive. Verify corporate authorization, procurement thresholds, and any internal approval prerequisites before acceptance.

Design‑Builder / Contractor Representative

Signatory should be an authorized company officer or an employee with written delegation. For corporations, include title and authority confirmation to avoid later challenges to signature validity.

Real‑World Examples of Proposal Use and Outcomes

These brief case arcs show how organizations used digital proposals to keep projects moving and preserve compliance evidence.

Optica Ventures — COO

Optica used an online proposal template to streamline client approvals and reduce back‑and‑forth.

The team standardized exhibits across projects to speed reviews.
The result was faster client acceptance and a simpler audit trail; the COO noted the interface was simple for internal teams and customers alike.

Martin Properties — Founder

A small developer moved proposals online to close more site contracts without in‑person meetings.

They captured all signatures and timestamps digitally.
This allowed remote execution with full compliance; the founder reported processing and executing documents online with 100% compliance and built‑in security.

Frequently Asked Questions About Using a Design & Build Project Proposal

Answers to common legal, procedural, and technical questions when preparing, signing, and storing proposals.

Need help? Contact support

Can a proposal be signed electronically?
Yes. Electronic signatures are legally enforceable in interstate transactions under the ESIGN Act (15 U.S.C. §7001) and in most states under UETA. Ensure the signer demonstrates intent, consent, attribution, and record retention to meet legal validity tests.
Do electronic proposals require notarization?
Generally no for commercial proposals, but some jurisdictions or documents (e.g., deeds, certain affidavits) require notarization. When notarization is required, consider remote online notarization (RON) rules and state notary requirements.
What authentication strength is recommended?
Use email plus SMS or knowledge‑based authentication for moderate value; require multi‑factor or ID credential checks for high‑value contracts to reduce repudiation risk and support admissibility.
How do I correct a signed proposal?
Do not alter an executed PDF. Issue an amendment or change order signed by the same authorized parties; retain the original executed version and the amendment together in the record.
How long should executed proposals be retained?
Retain for the contract term plus at least 3 years; certain records tied to tax, SEC, or HIPAA obligations have specific retention periods (IRC §6501(a); 45 CFR §164.530(j)).
What if party names or signatures are disputed?
Maintain a complete audit trail showing signer identity, timestamps, and IP addresses. If disputed, present the signed PDF, audit certificate, and any authentication logs to substantiate execution.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now