Can I sign this electronically?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws adopted in most jurisdictions. Confirm any narrow statutory exceptions (e.g., certain wills or court filings) before relying on eSignature for unique legal categories.

What authentication level is required?

Choose authentication based on risk: simple email for low-value awards, SMS or knowledge-based authentication (KBA) for moderate risk, and multi-factor or advanced signer verification for high-value procurements or government contracts.

Is notarization required?

Notarization is rarely required for routine bid approvals but may be necessary for certain contract types or state-specific formalities. Check local rules; states like Florida and New York have differing witness or notary practices.

How do I correct an error after signing?

If a clerical error is discovered, execute an amendment or corrective addendum signed by the same authorized parties. Do not edit the original signed document; preserve the original and add a signed modification to maintain auditability.

Who should receive the signed copy?

Distribute signed copies to procurement, project management, contracts/legal, finance, and the awarded vendor. Maintain a master copy in the procurement repository to support audits and future reference.

How long must I keep the approval?

Retain approvals for at least the contract term plus recommended retention (commonly three to seven years). For tax or HIPAA-related records, follow specific retention rules such as IRC §6501(a) and 45 CFR §164.530(j) respectively.

Electronic Signature
Templates
Project Management
Project Management Bid Approval

Project Management Bid Approval

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

PROJECT MANAGEMENT BID APPROVAL

Project Identification

Project Title Project ID Client Name Service Provider (Bidder) Project Manager Project Manager Contact

Scope of Work

The Service Provider shall perform the work described below in accordance with the terms of this Bid Approval. Any material deviation from the described scope requires prior written approval in accordance with the change order process set forth in this document.

Scope of Work Description Out-of-Scope Items

Deliverables and Acceptance Criteria

Each deliverable must include acceptance criteria. Acceptance shall be evidenced by the Client’s written sign-off or an acceptance test executed per the criteria below.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Due Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Due Date:

Project Timeline & Milestones

Planned Start Date Planned End Date Milestone 1

Due Date:

Milestone 1 — Completion Criteria

Budget and Payment Terms

The amounts below establish the financial terms of this bid approval. Payment shall be conditioned on satisfactory completion and acceptance of the associated deliverables or milestones.

Total Approved Budget Payment Schedule (milestone, percent/amount, due upon) Retainage (if applicable) Change Order Process Overtime / Additional Rate (if applicable)

Risk, Confidentiality & Compliance

The Service Provider shall maintain confidentiality of all Client data, materials, and proprietary information received in connection with this project and shall not disclose such information except as required by law or with the Client’s prior written consent. The Service Provider shall implement commercially reasonable administrative, physical, and technical safeguards to protect Confidential Information against unauthorized access, use or disclosure.

Each party represents and warrants that it will comply with applicable laws, regulations, and contractual obligations related to the performance of the work. The Service Provider shall promptly notify the Client of any actual or suspected security incident involving Client data and shall cooperate in remediation efforts.

Governing Law

This Bid Approval and any disputes arising under it shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

Approvals and Certification

By signing below, the undersigned each certify that they are duly authorized to approve and enter into this Bid Approval on behalf of their respective party, that the information contained herein is accurate to the best of their knowledge, and that approval authorizes the Service Provider to commence work in accordance with the Scope and Schedule set forth above.

Approval Status: Approved Approved with conditions Rejected

If approved with conditions or rejected, state reasons and required corrective actions

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What the Project Management Bid Approval Is

Project Management Bid Approval is a formal document that records the selection and authorization of a specific bidder for a defined scope of work. It summarizes the selected proposal's scope, cost, schedule, deliverables, funding source, contingencies, and required approvals. The form identifies responsible parties, required dates, and the signature blocks that trigger contract preparation or purchase order issuance. In regulated or public procurements this approval supports procurement compliance and auditability, and when signed it becomes part of the contracting record used for vendor onboarding and budget control.

Why a Formal Bid Approval Matters

A documented Project Management Bid Approval centralizes the award decision, clarifies budgetary commitment, and creates a verifiable audit trail. It reduces ambiguity about scope and authority, helps prevent unauthorized spending, and supports dispute resolution and post-award reviews.

Who Typically Prepares and Signs This Form

Typical users include the project manager, procurement officer, contract administrator, and authorized executive signatories from both owner and contractor organizations.

Project managers prepare the recommendation, validate scope, and coordinate stakeholder approvals and schedules.
Procurement or contracts teams verify compliance with procurement rules, evaluate bonds, and review insurance and surety requirements.
Executive signatories approve budgetary commitments and sign to authorize award, contract formation, and funding release.

Keep distribution lists concise and ensure each signer has delegated authority; routing errors commonly delay award and execution.

Step-by-Step: Completing a Bid Approval

Follow this sequence to complete a Project Management Bid Approval form accurately and move the award to contract drafting.

01

Gather Bids: Collect all bidder proposals, attachments, and required compliance documents.
02

Evaluate Bids: Compare scope, schedule, price, and qualifications using a documented scoring matrix.
03

Recommend Award: Document the selected bidder, rationale, and any conditional items or clarifications.
04

Obtain Signatures: Route to required approvers and capture dated signatures or e-signatures.

How to Configure an Electronic Approval Workflow

Map the approval hierarchy and retention rules in your e-sign workflow so routing, authentication, and reminders match your procurement policy.

Field	Configuration
Routing Order	Sequential
Authentication	Email + SMS code
Expiration	14 days
Reminders	Every 3 days until completed

Where Approval Forms Move After Completion

Approved bid forms typically proceed from procurement to contract drafting, then to legal review and final signature; track each handoff to preserve continuity.

Upload Document: Upload the finalized approval form and attachments to the platform or repository.
Assign Signers: Add required approvers and set routing order if sequential signatures are needed.
Authenticate Signer: Apply chosen authentication (email link, SMS code, or stronger methods) before permitting signature.
Complete and Archive: Capture completion certificate, distribute signed copies, and archive with procurement records.

Platform Capabilities to Support Bid Approvals

Ensure your eSignature platform integrates with document storage and procurement systems used by the project team.

Integrations: Salesforce NetSuite Procore Google Workspace Microsoft 365
Formats: PDF DOCX Excel
Authentication: Email, SMS code, KBA

Common Deadlines and Timing Expectations

Track key dates to maintain fair competition, allow sufficient evaluation, and preserve rights to protest. Timelines vary by policy and procurement type.

Submission Deadline:

Final date and time for receiving bids; late bids usually are rejected.

Evaluation Period:

Internal review and scoring window, commonly 7–21 calendar days depending on complexity.

Approval Target Date:

Date by which authorized signatories are expected to approve the recommended award.

Contract Issuance:

Prepare contract or purchase order within the agreed timeframe after approval.

Protest Period:

Post-award window for bidders to file procurement protests under policy.

Key Approval Milestones from Close to Execution

Use a milestone sequence to track progress from solicitation close through award and contract execution so stakeholders know expected handoffs.

01

Solicitation Close

Receive and log all bids, then start formal evaluation.

02

Evaluation & Scoring

Score bids per criteria and document exceptions or conflicts.

03

Award Recommendation

Produce written recommendation with pricing and technical rationale.

04

Contract Execution

Finalize contract, capture final signatures, and issue award notice.

Common Preparation Errors to Avoid

Failing to use the bidder's legal entity name can delay contracting and tax reporting and may necessitate amendment or re-issuance of award documents.
Omitting attachments or scope documents creates ambiguity and can lead to disputes about deliverables, change orders, and invoicing.
Using unsigned or undated approvals permits challenges to enforceability and may require re-routed approvals, lengthening the procurement cycle by days or weeks.
Routing to incorrect approvers or using unclear delegation causes processing delays and may invalidate the approval under internal policy.

Risks and Consequences of Incorrect Approvals

Contract Invalidity: May render award legally challengeable.

Bid Bond Forfeiture: Failure to follow award terms can forfeit bonds.

Procurement Protest: Unclear approvals increase protest risk.

Budget Overrun: Incorrect amounts can trigger funding shortfalls.

Audit Findings: Noncompliance may lead to audit exceptions.

Vendor Disputes: Ambiguous scope invites claims and delays.

eSignature Pricing Comparison Relevant to Bid Approvals

Compare baseline pricing and capabilities for common eSignature vendors when selecting a solution to support bid approval workflows; signNow is listed first as the reference column.

	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	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Required Security and Record Elements

Identity Verification: Email, SMS, KBA

Audit Trail: Timestamps, IP, signer actions

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

HIPAA BAA: Required for health-related procurements

Access Controls: Role-based and SSO options

Versioning: Preserve original signed copy

Typical Authorized Signers and Their Roles

Project Manager

The project manager prepares the recommendation and confirms technical and schedule alignment. They gather proposals, document scoring, prepare the approval package, and coordinate routing to procurement and executive signatories for award authorization.

Executive Signatory

An authorized officer or executive approves budgetary commitments and signs to authorize award. They must have delegated authority consistent with internal procurement thresholds and be able to certify funding availability.

Real-World Examples of Digital Bid Approvals

Examples show how organizations use electronic approvals to speed award decisions and preserve compliance evidence.

Martin Properties

Martin Properties uses a digital approval form to process bids and close renovation contracts without in-person signatures.

Reduced turnaround and ensured compliance.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Tech Data

Tech Data centralized approvals to improve internal customer service and accelerate procurement cycles.

Improved speed to revenue per award.
"Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue."

Practical Tips for Accurate and Efficient Completion

Adopt these practices to reduce rework, speed approvals, and maintain clear records for audits and vendor onboarding.

Standardize Templates

Use a single, approved Project Management Bid Approval template with required fields and attachments enforced. Standardization reduces omissions, ensures consistent naming conventions, and supports automated extraction for reporting and recordkeeping.

Pre-Verify Signers

Confirm signer authority and contact information before routing. Pre-verified signers avoid routing loops and delays; maintain an approvals matrix reflecting delegated signing limits and escalation paths for exceptions.

Attach Source Documents

Always attach the bidder's scope, pricing spreadsheet, insurance certificates, and W-9 when routing. Including source files prevents follow-up requests and speeds contract drafting after award.

Preserve the Audit Trail

Keep the complete signed file, audit trail, and any authentication records together in the procurement record. The audit trail supports dispute resolution, internal audit, and any required regulatory review.

Frequently Asked Questions about Bid Approvals and eSigning

Answers to common questions about electronic completion, signatures, authentication, and recordkeeping for Project Management Bid Approvals.

Need help? Contact support

Can I sign this electronically?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws adopted in most jurisdictions. Confirm any narrow statutory exceptions (e.g., certain wills or court filings) before relying on eSignature for unique legal categories.
What authentication level is required?
Choose authentication based on risk: simple email for low-value awards, SMS or knowledge-based authentication (KBA) for moderate risk, and multi-factor or advanced signer verification for high-value procurements or government contracts.
Is notarization required?
Notarization is rarely required for routine bid approvals but may be necessary for certain contract types or state-specific formalities. Check local rules; states like Florida and New York have differing witness or notary practices.
How do I correct an error after signing?
If a clerical error is discovered, execute an amendment or corrective addendum signed by the same authorized parties. Do not edit the original signed document; preserve the original and add a signed modification to maintain auditability.
Who should receive the signed copy?
Distribute signed copies to procurement, project management, contracts/legal, finance, and the awarded vendor. Maintain a master copy in the procurement repository to support audits and future reference.
How long must I keep the approval?
Retain approvals for at least the contract term plus recommended retention (commonly three to seven years). For tax or HIPAA-related records, follow specific retention rules such as IRC §6501(a) and 45 CFR §164.530(j) respectively.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now