Is an electronic submission legally binding?

Yes. Electronic signatures and records are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

Do bidders need notarized signatures on proposals?

Not usually. Only specific certifications or contract executions may require notarization or witnesses; state rules govern notarization for some deeds or powers of attorney.

What if a bidder submits the wrong file format?

If format requirements were stated in the RFT, nonconforming submissions can be rejected. Allowances for corrected resubmission should be documented in the RFT’s clarification and amendment clauses.

How should confidential proposals be handled?

Mark documents confidential and limit access. Use secure storage, access controls, and, for health data, ensure HIPAA protections and a Business Associate Agreement where applicable.

How are late submissions treated?

Treat late proposals according to the RFT terms; public procurement typically rejects late bids. Document any exceptions and keep records to defend the decision.

Can the RFT be amended after issuance?

Yes. Issue addenda to all prospective bidders with an updated submission date if necessary. Record and publish all amendments to preserve fairness and auditability.

Electronic Signature
Templates
Project Management
Project Management Request for Tender

Project Management Request for Tender

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

Project Management Request for Tender

Project Identification

Project Title Project ID Client Name Client Contact Client Address Project Manager (Client) Requested Service Provider (if any)

Tender Overview and Schedule

Tender Reference: Issue Date: Closing Date:

Tender Validity Period (minimum days tender must remain open for acceptance): Mandatory Site Visit Required:

Scope of Work

Provide a detailed description of the work to be performed, objectives, and key performance indicators. Do not include items that are out of scope in this section.

Out of Scope Items

Deliverables and Acceptance Criteria

Describe each deliverable, the form of delivery, and objective acceptance criteria. Acceptance shall be based on the tests or criteria set out below.

Deliverable 1 — Title Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Title Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline and Milestones

Proposed Project Start Date: Proposed Project End Date:

Milestone 1 Milestone 2

Budget, Fees and Payment Schedule

Total Estimated Contract Value (not including taxes):

Payment Schedule — Deposit Payment Schedule — Milestone Payments Change Order Process

Contractual Conditions and Legal Clauses

Tender Submissions: The bidder warrants that the information contained in its submission is true, complete and accurate. The issuing Client may rely on representations made in the tender in evaluating and awarding the contract. Submissions that are incomplete or materially false may be rejected.

Non-Binding Nature of Request for Tender: This Request for Tender is an invitation to tender and does not create any contractual relationship between the Client and any bidder until a definitive written contract is executed by authorized representatives of both parties.

Confidentiality: All information disclosed to bidders in connection with this Request for Tender is confidential. Bidders shall not disclose such information to third parties without prior written consent. Successful bidder shall maintain confidentiality and shall use the information solely for the purpose of performing the contract.

Intellectual Property: Unless otherwise agreed in writing, intellectual property created in the performance of the contract will be assigned to the Client upon payment. Bidders must identify any pre-existing intellectual property and propose licensing terms if required for project delivery.

Insurance and Indemnity: The successful bidder shall maintain insurance customary for the scope and value of the work, including commercial general liability and professional liability. Bidders must certify that they will indemnify and hold the Client harmless from claims arising from bidder performance, except to the extent caused by Client negligence.

Limitation of Liability: Except for liability arising from willful misconduct or gross negligence, each party's liability under any award or contract shall be limited to the total amount paid under the contract.

Governing Law and Dispute Resolution: This Request for Tender and any resulting contract shall be governed by the laws of the following jurisdiction: . Disputes will be resolved first by negotiated settlement, then mediation, and, if unresolved, in the competent courts of the stated jurisdiction.

Submission Requirements and Evaluation

Mandatory submission components (tick to confirm inclusion):
Technical Proposal Cost Proposal Project Plan Proof of Insurance

Evaluation Criteria

Assumptions, Dependencies and Resources

Representations and Certifications by Bidder

By submitting a tender, the bidder certifies that it has the authority to submit the tender, that all information provided is correct, and that it will comply with the terms set out in this Request for Tender and any resulting contract.

Additional Notes to Bidders

Authorized Signatories

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What the Project Management Request for Tender Is and when it’s used

A Project Management Request for Tender is a formal procurement document used to invite qualified vendors or contractors to submit proposals for managing a defined project scope, schedule, and budget. It sets out project objectives, required deliverables, evaluation criteria, contractual terms, and submission procedures so that responses are comparable. Typical uses include construction program management, large IT implementations, facilities upgrades, and multi-vendor coordination where a single project manager or management firm will be appointed. The RFT frames selection, clarifies responsibilities, and reduces ambiguity before contract negotiation begins.

Why a clear Request for Tender improves procurement outcomes

A well-structured Project Management Request for Tender reduces bidder confusion, shortens evaluation time, and supports defensible award decisions under public procurement standards.

Who prepares and who responds to a Project Management Request for Tender

Clear role definitions in the RFT help bidders provide relevant proposals and streamline the evaluation and award process.

Procurement officer or PMO — drafts RFT, defines scope, evaluation criteria, and contract terms for bidders.
Project sponsor or owner — approves budget, milestones, and legal terms before issuance of the RFT.
Bidder teams (PM firms/contractors) — assemble technical approach, staffing plan, schedule, and cost proposal.

Essential components to include in a professional RFT

Include concise, standardized sections so evaluators compare proposals consistently and bidders understand award conditions.

Project Summary

One- to two-page executive overview describing objectives, background, high-level deliverables, and primary constraints for bidders to assess fit.

Scope of Services

Detailed tasks, expected deliverables, milestones, and acceptance criteria that define the project manager’s responsibilities and exclusions.

Evaluation Criteria

Weighted scoring categories (technical approach, experience, personnel, price, schedule) with clear minimum thresholds and pass/fail items.

Contract Terms

Standard terms including payment schedule, liquidated damages, insurance requirements, indemnities, and termination clauses for bidder review.

Submission Instructions

Format, required attachments, confidentiality rules, contact point, and exact submission deadline with time zone specified.

Clarifications Process

Method and schedule for bidder questions, amendment issuance, and how addenda will be posted and handled during evaluation.

Required administrative and compliance data fields

RFT Identifier: Unique reference code

Issue Date: MM/DD/YYYY

Submission Deadline: Date and time

Contact Point: Name and email

Procurement Type: Open | Restricted

Confidentiality: NDA required

Step-by-step: preparing and issuing the Request for Tender

Follow a consistent sequence from scope definition to award to ensure legal clarity and fair competition.

01

Define scope: Document deliverables, constraints, and success criteria clearly.
02

Set evaluation: Choose weighted criteria and minimum qualifications.
03

Publish RFT: Issue RFT with submission instructions and contact info.
04

Evaluate bids: Score proposals against published criteria and document rationale.

How submission and evaluation typically flow

A predictable submission and review workflow reduces disputes and supports auditability for public or regulated procurements.

Issue and Clarify: Publish RFT and accept written questions during the clarification window.
Receive Proposals: Collect sealed or electronic submissions by the deadline.
Technical Review: Assess compliance, technical merit, and staffing.
Commercial Review: Open price proposals and finalize scoring for award recommendation.

Configuring a digital RFT workflow for consistent intake

Set fields and validation rules before publishing to ensure complete, comparable proposals and reduce manual follow-up.

Field	Configuration
Mandatory Attachments	Technical proposal \| CVs \| Certificates
Submission Format	PDF preferred; single archive encouraged
Authentication	Email verification or two-factor
Acknowledgement	Auto-confirmation on receipt

Digital delivery and platform considerations

Ensure the chosen solution meets any regulatory requirements (e.g., HIPAA for healthcare data) and logs actions for procurement audit purposes.

File formats: PDF, DOCX accepted
Integrations: CRM, document storage integrations
Security: TLS and AES encryption

Key deadlines to publish in the RFT

Explicit dates and times avoid disputes; include timezone and whether extensions are allowed.

Issue Date:

Date the RFT is published and available to bidders.

Clarification Deadline:

Last date/time for bidder questions before addenda issuance.

Submission Deadline:

Exact date/time proposals must be received; state time zone.

Evaluation Window:

Anticipated dates for technical and commercial evaluation.

Award Notice:

Target date to notify the successful bidder.

Common mistakes to avoid when preparing a Project Management RFT

Vague scope language that leaves key responsibilities undefined and causes scope disputes during delivery.
Missing submission format or file requirements that lead to unusable attachments or late exclusions.
Unclear evaluation weights which allow subjective scoring and may trigger bid protests.
Failing to require proof of insurance or licensing that disqualifies otherwise acceptable bidders post-award.

Risks and consequences of an incomplete or incorrect RFT

Procurement delay: Reissue required

Bid protest: Award may be overturned

Cost overruns: Change orders increase spend

Contract disputes: Litigation risk rises

Noncompliance: Regulatory penalties possible

Reputational harm: Stakeholder confidence falls

eSignature solution pricing and capability snapshot for RFT eSubmission

Compare basic pricing and key features that affect high-volume RFT issuance and secure vendor responses; signNow is listed first per formatting rules.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about completing and eSubmitting an RFT

Answers to common operational and legal questions when issuing or responding to a Project Management Request for Tender.

Need help? Contact support

Is an electronic submission legally binding?
Yes. Electronic signatures and records are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
Do bidders need notarized signatures on proposals?
Not usually. Only specific certifications or contract executions may require notarization or witnesses; state rules govern notarization for some deeds or powers of attorney.
What if a bidder submits the wrong file format?
If format requirements were stated in the RFT, nonconforming submissions can be rejected. Allowances for corrected resubmission should be documented in the RFT’s clarification and amendment clauses.
How should confidential proposals be handled?
Mark documents confidential and limit access. Use secure storage, access controls, and, for health data, ensure HIPAA protections and a Business Associate Agreement where applicable.
How are late submissions treated?
Treat late proposals according to the RFT terms; public procurement typically rejects late bids. Document any exceptions and keep records to defend the decision.
Can the RFT be amended after issuance?
Yes. Issue addenda to all prospective bidders with an updated submission date if necessary. Record and publish all amendments to preserve fairness and auditability.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now