Can references be e-signed?

Yes. Electronic signatures generally satisfy U.S. law under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

What if a reference does not respond?

Document outreach efforts and include alternate references; procurement evaluators typically allow additional verification time but may mark missing confirmations against the submission.

Are notarization or witnesses required?

Not usually for standard references; check the RFP and state rules. Some states or specific contract requirements may request notarized attestations.

How do I correct a submitted reference?

Notify the procuring entity immediately, follow their revision protocol, and re-submit corrected documents as instructed to preserve an audit trail.

Is PII allowed in references?

Limit personal data to business contact information only; avoid sensitive personal data unless the RFP explicitly requires it and you have proper consents.

How long should I keep reference records?

Retain records for the contract life plus recommended retention periods (e.g., IRS three-year baseline and HIPAA six years where applicable).

Electronic Signature
Templates
Project Management
Project Management RFP References

Project Management RFP References

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

PROJECT MANAGEMENT RFP REFERENCES

Project Identification

Project Title Project ID Client Name Project Manager

Submission Date:

Scope Summary (for reference comparison)

High-level Scope Out-of-Scope Items (if any)

Deliverables and Acceptance

Primary Deliverables (list key deliverables) Acceptance Criteria (for each deliverable)

Timeline

Proposed Start Date: Proposed End Date:

Key Milestones

Budget and Financials

Total Project Value Payment Schedule Change Order Process

References (provide up to three comparable projects)

Reference 1 — Project Name Reference 1 — Client Organization Reference 1 — Contact Name and Title

Phone: Email:

Duration: Role:

Reference 1 — Contract Value Reference 1 — Outcomes / Relevance

Vendor certifies permission to contact this reference for verification and may disclose scope, budget and outcomes.

Reference 2 — Project Name Reference 2 — Client Organization Reference 2 — Contact Name and Title

Phone: Email:

Duration: Role:

Reference 2 — Contract Value Reference 2 — Outcomes / Relevance

Vendor certifies permission to contact this reference for verification and may disclose scope, budget and outcomes.

Reference 3 — Project Name Reference 3 — Client Organization Reference 3 — Contact Name and Title

Phone: Email:

Duration: Role:

Reference 3 — Contract Value Reference 3 — Outcomes / Relevance

Vendor certifies permission to contact this reference for verification and may disclose scope, budget and outcomes.

Representations, Certification and Authorization

The undersigned Vendor certifies that the information provided in this RFP References form is complete, true, and accurate to the best of the Vendor's knowledge. Vendor authorizes the Client and its agents to contact the references listed for the purpose of verifying the Vendor's past performance, scope of work and outcomes. Vendor agrees that any material misrepresentation or omission may be grounds for disqualification from the procurement process or termination of any subsequent agreement.

Vendor further represents that, except as disclosed in writing below, there are no conflicts of interest between Vendor or its key personnel and the Client that would materially affect Vendor's ability to perform. Disclosed conflicts (if any):

Confidentiality and Limitations

Vendor acknowledges that certain information exchanged in connection with the RFP process may be proprietary or confidential. Vendor agrees to maintain confidentiality of proprietary materials received from the Client and to use reference contact information solely for validation of Vendor experience in connection with this procurement. Any further disclosure of reference contact information or confidential materials requires prior written consent of the Client.

Governing Law and Remedies

This form and any dispute arising from the RFP process shall be governed by the laws of the state specified below, without regard to its conflicts of law principles. The parties agree that remedies for breach include injunctive relief and any other remedies available at law or in equity.

Governing Law State

Acknowledgement and Signature

By signing below, each party certifies that it has authority to execute this form, that the representations and certifications contained herein are accurate, and that the parties agree to the terms set forth in this document.

Client:

By:

Date:

Service Provider:

By:

Date:

What Project Management RFP References Cover

A Project Management RFP References document is a structured list of past projects, client contacts, performance summaries, and compliance information that vendors provide in response to a request for proposal. It helps procuring organizations verify experience, scope, timelines, and outcomes for relevant projects, and supports objective evaluation during vendor selection. References typically include project name, role performed, dates, deliverables, contact details, contract value, and any certifications or regulatory obligations met during prior engagements.

Why clear, complete references matter in an RFP

Well-structured references reduce evaluation time, improve comparability between vendors, and lower procurement risk by providing verifiable evidence of relevant experience and compliance. Complete references demonstrate accountability and make it easier to confirm delivery history and technical fit before award.

Who reads and completes RFP reference lists

Multiple stakeholders rely on reference submissions to validate vendor claims and to assess fit for a specific project.

Procurement officers and contracting teams who verify vendor eligibility and past performance during evaluation.
Project managers and PMO staff who assess technical fit, timelines, and resource alignment with internal project needs.
Legal and compliance reviewers who confirm regulatory adherence, insurance, and contract performance history.

Accurate, timely references streamline evaluation cycles and reduce follow-up inquiries during shortlisting and due diligence.

Core elements to include in each reference entry

A professional RFP reference entry balances concise facts with verifiable evidence; include project identifiers, contact points, timeframe, scope, and measurable outcomes.

Project Identifier

Name, internal project ID, and brief one-line description so evaluators can match the entry to the RFP requirement.

Client Contact

Full name, title, phone and email for a client-side reference able to confirm scope and performance within normal business hours.

Role Provided

Vendor role and responsibilities (prime contractor, subcontractor, PMO support, etc.) to clarify accountability and deliverables.

Dates and Duration

Start and end dates, milestones met, and any extensions or change orders that affected delivery timelines.

Key Deliverables

Concise list of major outputs, acceptance criteria, and whether deliverables met the client’s defined outcomes.

Performance Metrics

Measured outcomes such as schedule variance, budget adherence, uptime, or customer satisfaction scores where available.

Required fields for each reference entry

Reference Name: Client or organization name

Contact Info: Phone and email for verification

Project Title: Official project or contract title

Contract Value: Total contract amount or range

Performance Period: Start and end month/year

Compliance Notes: Applicable certifications or regulatory scope

Step-by-step: preparing your RFP reference list

Follow a consistent order and verify contact details before submission to avoid disqualification or delays during evaluation.

01

Gather source files: Collect contracts, statements of work, and performance reports for each referenced project.
02

Confirm contacts: Verify names, titles, phone numbers, and emails with the client before listing them.
03

Summarize scope: Write a one-line summary that aligns with the RFP evaluation criteria.
04

Attach evidence: Include deliverable lists, acceptance letters, or metrics as supporting attachments where allowed.

How to configure an online reference submission workflow

Set consistent field names, signer roles, and notifications when using an e-submission or procurement portal to reduce errors and delays.

Field	Configuration
Upload template	Use a standardized reference template to enforce required fields
Assign roles	Define submitter, reviewer, and approver roles for each entry
Authentication	Require email verification or multi-factor for submitters where appropriate
Notifications	Enable automated receipt and status updates for all parties

Where to send completed reference packages

Submit references to the destination specified in the RFP and follow required file formats and delivery confirmations to ensure receipt and traceability.

Procurement Portal: Upload packages to the portal and confirm submission receipt
Designated Email: Send signed PDFs to the authorized procurement inbox if allowed
Vendor Portal: Use the vendor or supplier portal linked in the RFP for structured entries
Physical Filing: Deliver printed copies only when the RFP explicitly permits hard-copy submissions

Technical and file-format expectations for digital submissions

Check the RFP for mandatory file types, compression limits, and permitted eSignature methods before exporting documents.

Accepted formats: PDF, DOCX, and sometimes flattened TIFF
Maximum size: Adhere to portal file-size limits (often 10–50 MB)
Authentication: Email verification, SMS code, or stronger eID where required

Ensure any embedded attachments are searchable and that the final package includes an audit trail or confirmation of submission.

Typical RFP reference schedule and response windows

RFP timelines vary; plan internal cutoffs to allow verification and approver sign-off before the official due date to avoid late submissions.

RFP Issuance Date:

Start of solicitation and official calendar for responses

Reference Submission Deadline:

Vendor must submit references by the stated due date and time

Clarification Period:

Window for questions and addenda prior to closing

Evaluation Period:

Time evaluators review and verify references

Contract Award:

Notification date for successful vendor(s)

Common mistakes to avoid when preparing references

Listing unavailable or incorrect contact details that trigger verification delays and repeated evaluator follow-up.
Providing vague project summaries that do not map to the RFP’s mandatory evaluation criteria or required experience.
Attaching redacted or incomplete evidence that prevents confirmation of deliverables, acceptance, or compliance.
Missing required attestations or conflicts-of-interest disclosures that can lead to disqualification.

Consequences of incomplete or inaccurate references

Disqualification: May lead to removal from the procurement

Delayed Award: Additional verification can postpone selection

Liability Exposure: False claims can create contractual risk

Financial Impact: Lost revenue from missed opportunities

Reputational Harm: Damaged trust with procuring entities

Corrective Action: May require audits or remediation

eSignature vendor comparison for submitting RFP references

Compare basic plan pricing, trial availability, bulk-send capability, audit trail support, and HIPAA compliance when choosing a signing platform for reference packages.

	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	Free trial available	Free trial available	Free trial available	Free trial available
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 reference use in project selection

Below are two customer examples illustrating how references supported procurement decisions and reduced verification time.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Verification was completed by procurement within two business days.
The rapid confirmations reduced time-to-award by shortening the due-diligence window and preventing follow-up requests, improving the bid timeline.

Martin Properties (Founder)

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing options allowed remote site confirmations.
Project close-out required fewer site visits and saved operational time while keeping a complete audit trail for landlord approvals.

Frequently asked questions about RFP reference submissions

Answers to common questions about e-signatures, verification, notarization, and correcting submitted reference entries.

Need help? Contact support

Can references be e-signed?
Yes. Electronic signatures generally satisfy U.S. law under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
What if a reference does not respond?
Document outreach efforts and include alternate references; procurement evaluators typically allow additional verification time but may mark missing confirmations against the submission.
Are notarization or witnesses required?
Not usually for standard references; check the RFP and state rules. Some states or specific contract requirements may request notarized attestations.
How do I correct a submitted reference?
Notify the procuring entity immediately, follow their revision protocol, and re-submit corrected documents as instructed to preserve an audit trail.
Is PII allowed in references?
Limit personal data to business contact information only; avoid sensitive personal data unless the RFP explicitly requires it and you have proper consents.
How long should I keep reference records?
Retain records for the contract life plus recommended retention periods (e.g., IRS three-year baseline and HIPAA six years where applicable).

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