Can the form be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act and state UETA provisions when the parties manifest intent, consent, attribution, and records are retained in reproducible form.

Who must sign the form?

An authorized representative of the proposing firm must sign. Confirm authority via a corporate resolution or equivalent if procurement rules require proof of signatory authority.

Is notarization required?

Not typically for a request or proposal, but certain attachments or final contract documents may require notarization or witnesses under state law or for statutory filings.

Can a submitted form be revised?

Revisions after the submission deadline are usually not allowed. If changes are needed, issue an addendum and reopen submissions in accordance with procurement rules.

How long should records be kept?

Retain procurement records to satisfy audits and claims: generally the contract term plus 3–7 years, with specific federal and state standards applicable.

What if a proposer misses a required attachment?

Missing required attachments commonly lead to disqualification. If permitted by procurement rules, you may allow clarifications but avoid substantive changes after submission.

Electronic Signature
Templates
Miscellaneous
Design-Build Request Form

Design-Build Request Form

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

Design-Build Request Form

Client Name: Design-Builder Name:

Recitals (WHEREAS)

WHEREAS, Client seeks design, engineering, procurement and construction services for the Project described herein; and

WHEREAS, Design-Builder represents that it has the skill, experience and resources necessary to perform integrated design-build services in accordance with the specifications and schedule agreed by the parties; and

WHEREAS, the parties desire to set forth the principal terms, scope, payment and other material provisions governing the engagement and subsequent agreement for the Project.

Project Information

Project Title Project Location

Client Contact Phone Email

Design-Builder Contact Phone Email

Scope of Work

The Design-Builder shall provide comprehensive design-build services for the Project, including design development, permitting assistance, procurement of materials, construction, testing and commissioning as required to deliver a completed facility in accordance with the agreed specifications and schedule. The scope below shall govern the work unless otherwise amended in writing by the parties.

Detailed Scope of Work (describe deliverables, milestones, exclusions)

Payment Terms

The parties agree that compensation for the Design-Builder’s services shall be as set forth below. All amounts are exclusive of applicable taxes unless otherwise stated.

Total Contract Price Initial Deposit / Mobilization Payment Schedule and Milestones

Payment Due (days after invoice)

Late Fee / Interest

All invoices shall include substantiating documentation for work performed. If undisputed amounts are not paid within the time agreed, interest as specified above and collection costs shall be chargeable. Design-Builder may suspend work for failure to pay undisputed amounts following ten (10) days’ written notice.

Term and Termination

This Request and any resulting Design-Build Agreement shall commence on the Start Date and continue through the Completion Date unless earlier terminated as set forth below.

Start Date: Anticipated Completion Date:

Notice Period for Termination (days)

Either party may terminate for material breach if the breach remains uncured following the notice period specified above. Termination for convenience by the Client requires payment for work performed, reasonable demobilization costs, and costs for materials procured under non‑cancelable commitments.

Confidentiality

The parties acknowledge that in the course of their relationship one party may disclose confidential or proprietary information to the other. Confidential Information includes designs, drawings, specifications, pricing, financial terms, trade secrets and other non-public business information identified as confidential at the time of disclosure.

The receiving party shall (a) hold Confidential Information in strict confidence, (b) not use it except to perform obligations under this Request or resulting Agreement, and (c) not disclose it to third parties except to the receiving party’s affiliates, consultants and subcontractors on a need-to-know basis and subject to written confidentiality obligations at least as protective as those herein. Exclusions: information that is public, already known without obligation, rightfully received from a third party without restriction, or independently developed.

Confidentiality Agreement

Parties agree to be bound by the Confidentiality provisions above

Representations and Warranties

Each party represents that it has authority to enter into this Request and that performance will comply with applicable law and industry standards. Design-Builder warrants that construction will be performed in a good and workmanlike manner and in accordance with the scope and applicable codes, subject to standard warranty periods to be set forth in the final Design-Build Agreement.

Governing Law

This Request and any resulting Design-Build Agreement shall be governed by and construed in accordance with the laws of the state specified below without regard to its conflicts of law principles.

Governing State

Entire Agreement

This Request, together with any attachments, scope exhibits and subsequent written amendments executed by the parties, constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations and agreements. Any modification must be in writing and executed by authorized representatives of both parties.

Additional Instructions / Notes

Client:

By:

Date:

Design-Builder:

By:

Date:

What the Design-Build Request Form Is

A Design-Build Request Form is a procurement and project-initiation document used to ask design-build teams or contractors to propose services for a construction or renovation project. It typically identifies the owner, project location, scope summary, requested deliverables, submission instructions, schedule constraints, and evaluation criteria. The form starts the selection and contracting process by standardizing information from multiple proposers so the owner can compare offerings, price, qualifications, and proposed timelines in a consistent format before negotiating a final design-build agreement.

Why use a Design-Build Request Form

The Design-Build Request Form standardizes proposals, reduces back-and-forth clarification, and speeds evaluation by collecting consistent scope, budget, schedule, and compliance details from bidders. It supports transparent procurement and creates an auditable record for decision-making and later contract negotiation.

Who typically completes or responds to the form

Multiple internal stakeholders often review submissions: procurement, project management, finance, and legal teams collaborate before selection.

Project Owners and Owners' Representatives — Issue the form to define needs, evaluation criteria, and submission rules for bidders.
Design-Build Firms and General Contractors — Complete technical and cost sections to propose design approach, schedule, and pricing.
Procurement / Legal Teams — Use the form to ensure compliance with procurement rules, bonding, insurance, and contract terms.

Core sections to include in a professional form

A complete Design-Build Request Form organizes project and procurement data so proposers can submit comparable responses; include administrative, technical, and contractual sections.

Project ID

Unique identifier, project name, and physical address. Use consistent naming for tracking and linking to contract documents.

Scope Summary

Clear, measurable description of required design and construction work, deliverables, and exclusions so proposers scope pricing accurately.

Schedule

Key dates: issue date, pre-proposal meeting, submission deadline, expected award date, and Notice to Proceed to set proposer timelines.

Evaluation Criteria

Weighting and criteria (price, schedule, qualifications, safety, minority participation) used to score proposals during selection.

Compliance & Attachments

Insurance, bonding, license requirements, drawings, or addenda that proposers must acknowledge and include with their submission.

Commercial Terms

Payment terms, retainage, liquidated damages, warranty expectations, and proposed contract form to align commercial negotiation.

Step-by-step: completing and issuing the form

Follow a clear sequence when preparing and circulating a Design-Build Request Form to ensure fairness and regulatory compliance.

01

Prepare: Draft scope, schedule, and contract terms; attach drawings and specifications.
02

Review: Legal and procurement review for compliance with policy and bonding requirements.
03

Publish: Issue to prospective proposers and post on procurement portals as required.
04

Collect: Accept proposals until the stated deadline; log receipt and maintain an audit trail.

Typical routing and decision flow

A standardized routing sequence improves transparency and creates an auditable record from issuance through award.

Issue Form: Owner posts form and distributes to prequalified teams or public procurement channels.
Receive Proposals: Secretariat logs proposals with timestamps and secures submissions until evaluation.
Evaluate: Evaluation committee scores submissions against published criteria.
Award: Owner issues intent to award, completes due diligence, and executes design-build contract.

Digital workflow settings to use

Configure the online form and signing workflow to match procurement rules and security needs before distribution.

Field	Configuration
Signer Order	Set fixed order or parallel signing per procurement rules.
Authentication Method	Email verification or SMS code; choose stronger ID proofing if required.
Template Locking	Lock core sections to prevent unauthorized edits by proposers.
Attachment Requirements	Require specific file types and maximum sizes for drawings and schedules.

Sharing and technical delivery considerations

Keep a secure copy in the project repository and ensure the audit trail is preserved for procurement records and future audits.

File Formats: Use PDF or DOCX; PDF preserves layout and is preferred for final submissions.
Integrations: Connect to document management and procurement systems where possible.
Authentication: Use multi-factor options for higher-assurance signers or public-sector rules.

Essential data elements required on the form

Full Legal Name: Exact entity name

License Numbers: State contractor license

Insurance Limits: Policy and limits

Bonding Capacity: Surety bond details

Contact Details: Phone and email

Signature Date: MM/DD/YYYY

Common mistakes to avoid when preparing or submitting

Incomplete attachments — missing drawings or required certifications lead to disqualification or requests for clarification.
Unclear scope or ambiguous exclusions — causes bid variance and invalid comparison between proposers.
Incorrect signatory authority — agreements signed by unauthorized persons can be void or require re-execution.
Improper submission format or late delivery — procurement rules often require adherence to a strict deadline and format.

Potential penalties and risks of errors

Disqualification: Bid rejected for noncompliance

Contract Delay: Prolonged procurement schedule

Financial Liability: Cost overruns or penalties

Tax Reporting: Backup withholding triggers

Legal Challenge: Protest or litigation risk

Recordkeeping: Audit deficiencies

Key dates commonly included on the form

Include precise dates and times to reduce disputes and ensure transparent evaluation and award timing.

Issue Date:

Date the form is published to proposers

Pre-Proposal Meeting:

Date and time for site visit or Q&A

Submission Deadline:

Final date/time for receiving proposals

Evaluation Period:

Window for scoring and clarifications

Target Award Date:

Planned date to notify the selected proposer

Milestone timeline from request to notice to proceed

A concise milestone sequence clarifies procurement pacing and dependencies for both owner and proposers.

01

Request Issued

Form published and distributed to prospective proposers.

02

Proposals Due

Proposers submit packages by the stated deadline; late submissions excluded.

03

Evaluation Complete

Committee finishes scoring, references, and due diligence checks.

04

Award & NTP

Owner issues intent to award, finalizes contract, and issues Notice to Proceed.

eSignature vendor pricing and capability snapshot

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Frequently asked questions about the Design-Build Request Form

Answers to common questions about signing, submission, and legal validity for Design-Build Request Forms in U.S. procurement.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act and state UETA provisions when the parties manifest intent, consent, attribution, and records are retained in reproducible form.
Who must sign the form?
An authorized representative of the proposing firm must sign. Confirm authority via a corporate resolution or equivalent if procurement rules require proof of signatory authority.
Is notarization required?
Not typically for a request or proposal, but certain attachments or final contract documents may require notarization or witnesses under state law or for statutory filings.
Can a submitted form be revised?
Revisions after the submission deadline are usually not allowed. If changes are needed, issue an addendum and reopen submissions in accordance with procurement rules.
How long should records be kept?
Retain procurement records to satisfy audits and claims: generally the contract term plus 3–7 years, with specific federal and state standards applicable.
What if a proposer misses a required attachment?
Missing required attachments commonly lead to disqualification. If permitted by procurement rules, you may allow clarifications but avoid substantive changes after submission.

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