Can the disclosure be signed electronically?

Yes. Electronic signatures are legally effective under the federal ESIGN Act and state UETA rules in most U.S. jurisdictions. Confirm the solicitation’s acceptance of eSignatures and preserve the consent and audit trail required for enforceability.

Is notarization or witnessing required?

Not typically for standard proposal disclosures. If the solicitation or a specific contract clause requires notarization or witnesses, follow those instructions; remote notarization (RON) may be available in many states.

Who should sign the disclosure?

An authorized company representative with the legal authority to bind the proposing entity should sign. Indicate the signer’s title and, where required, attach a corporate resolution or power of attorney evidencing authority.

How do I correct an error after signing?

If clerical errors are identified, prepare a signed amendment or corrected disclosure referencing the original document and date. Where allowed, the recipient may permit a corrected resubmission; document all changes in writing.

What records should be retained?

Keep the signed disclosure, attachments, communications, and audit trail for the contract term plus retention periods required by IRS, HIPAA, or applicable regulators as appropriate.

How is confidential information protected?

Mark proprietary sections clearly, include confidentiality clauses, and use secure transmission and storage. For PHI or regulated data, include required HIPAA protections and execute a BAA if applicable.

Electronic Signature
Templates
Miscellaneous
Project Proposal Disclosure

Project Proposal Disclosure

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

PROJECT PROPOSAL DISCLOSURE

Parties

Client Name:

Client Address

Contractor Name:

Contractor Address

Recitals

WHEREAS, Client desires to obtain certain services and deliverables relating to the project described herein (the "Project"), and Contractor represents that it has the expertise and resources to prepare and propose a plan, scope, budget and schedule for the Project; and

WHEREAS, the parties intend by this Project Proposal Disclosure to set forth the terms under which Contractor will disclose a proposed scope, cost estimates and related confidential information, and to define the obligations of the parties pending negotiation and execution of any further agreement to perform the Project.

Scope of Work

Proposal Description Primary Deliverables

Proposed Project Start Date: Proposed Project End Date:

Payment Terms

Total Proposed Fee: $

Payment Schedule

Invoicing:

Late Payment Fee:

Term and Termination

Agreement Term Commencement Date: Agreement Term Expiration Date:

Either party may terminate this Proposal Disclosure upon written notice to the other party delivered at least days prior to the effective termination date. Termination shall not relieve either party of obligations accrued prior to termination, including payment for services rendered and expenses incurred.

Confidentiality

Each party acknowledges that, in the course of discussions and proposal preparation, it may receive Confidential Information of the other party. "Confidential Information" means non-public technical, financial, business and other proprietary information disclosed in oral, written or electronic form. Each receiving party shall: (a) keep such information confidential using at least the same degree of care as it uses to protect its own confidential information but no less than reasonable care; (b) use Confidential Information solely for evaluating and negotiating the Project; and (c) not disclose Confidential Information to any third party except to employees, agents or professional advisors who have a need to know and who are bound by confidentiality obligations no less restrictive than those contained herein.

Confidential Information does not include information that: (i) is or becomes publicly available through no breach of this Agreement; (ii) was already known to the receiving party without restriction prior to disclosure; (iii) is rightfully received from a third party without restriction; or (iv) is independently developed by the receiving party without use of Confidential Information.

Intellectual Property and Use of Proposal Materials

All drafts, proposals, estimates, charts and other materials prepared by Contractor for purposes of the Proposal shall remain Contractor's property unless and until the parties execute a separate definitive services agreement that states otherwise. Client is granted a limited, non-exclusive, non-transferable license to use disclosure materials solely for evaluation of the Project. Any use, distribution or reproduction beyond evaluation requires prior written consent and appropriate compensation.

Representations; No Binding Commitment to Proceed

Each party represents that it has authority to enter into this Project Proposal Disclosure. Except for the Confidentiality, Payment Terms and termination provisions of this Disclosure and any other provision expressly stated to be binding, the parties agree that this Disclosure is preparatory and does not create an obligation to proceed with the Project; any decision to proceed shall be subject to execution of a separate, written agreement setting forth detailed terms of performance.

Governing Law; Dispute Resolution

This Project Proposal Disclosure shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties shall first attempt to resolve disputes through good faith negotiation; if unresolved, disputes shall be resolved in the state or federal courts located within the same state selected above.

Entire Agreement; Amendment

This Project Proposal Disclosure constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior understandings, proposals and communications, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Miscellaneous Provisions

If any provision of this Disclosure is held invalid or unenforceable, the remaining provisions shall continue in full force and effect. Neither party may assign its rights or obligations under this Disclosure without the prior written consent of the other, except to a successor in interest by merger or sale of substantially all assets.

Acceptance of Disclosure

By signing below, each party acknowledges receipt of this Project Proposal Disclosure, represents that it has read and understands the terms herein, and agrees to be bound by those provisions that are stated to be binding.

Client - Printed Name:

By:

Date:

Contractor - Printed Name:

By:

Date:

What the Project Proposal Disclosure Is and When it’s Used

A Project Proposal Disclosure is a formal written statement that accompanies a project bid or proposal to disclose key facts, relationships, assumptions, and potential conflicts that could affect award, performance, or legal compliance. It typically summarizes the project scope, estimated costs, proprietary information, third-party relationships, and any material terms that differ from standard proposals. Organizations use it to ensure transparency with procurement officers, clients, or regulators and to document the proposer’s representations and warranties before contract award or negotiation begins.

Why a Clear Disclosure Protects Your Proposal and Reputation

A complete Project Proposal Disclosure reduces bid disputes, prevents inadvertent nondisclosure, and supports informed evaluation by the recipient. Clear disclosures can limit later claims of misrepresentation and establish a factual record of assumptions and exclusions.

Who Prepares and Reviews a Project Proposal Disclosure

Proper internal review before submission reduces the risk of award delays, required amendments, or disqualification.

Project managers and proposal authors who assemble technical and cost details for submission.
Procurement officers and contract administrators who verify compliance and competitive fairness.
Legal counsel or compliance teams who check conflict-of-interest, confidentiality, and regulatory disclosures.

Step-by-step: Prepare and Submit the Disclosure

Follow these core steps to complete and deliver a compliant Project Proposal Disclosure.

01

Draft: Compile scope, costs, relationships, and exclusions in clear numbered sections.
02

Review: Have procurement and legal review for conflicts, confidentiality, and formatting.
03

Sign: Obtain signature from authorized signatory and date the form.
04

Submit: Deliver per solicitation instructions — upload, email, or eSubmit with audit trail.

Essential Sections to Include in a Professional Disclosure

Organize the disclosure into consistent sections so evaluators can find required information quickly and audit reviews remain straightforward.

Contact Information

Provide full corporate name, mailing address, primary contact name, phone number, and email so reviewers can verify proposer identity without cross-referencing other documents.

Scope Summary

Concise description of the proposed work, deliverables, key milestones, and any deviations from the solicitation scope to avoid misunderstandings during evaluation or negotiation.

Cost Breakdown

Itemize labor, materials, overhead, and assumptions. Be explicit about timeframes, currency, and contingencies that affect price validity.

Conflicts & Relationships

Disclose related-party relationships, prior contracts with the recipient, and any staff or financial interests that might present a conflict.

Confidentiality & Proprietary

Identify proprietary sections, clearly label redacted data if allowed by solicitation rules, and reference any non-disclosure protections.

Signatures & Authority

Include a declaration of signer authority, printed name, title, date, and any witness or notarization line required by the solicitation or applicable law.

Data and Security Items to Record

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Trail: Timestamps, IP, actions

Certifications: SOC 2 Type II, ISO 27001

HIPAA: BAA required where PHI involved

21 CFR Part 11: Available for regulated workflows

Typical Submission and eSign Flow

A standard eSubmission sequence reduces friction and preserves an admissible record of the signing event.

Upload Document: Sender uploads disclosure PDF or DOCX to the signing platform.
Place Fields: Add signature, initial, and date fields where required.
Authenticate: Use email, SMS code, or stronger verification per solicitation.
Complete: Signed copies and audit trail are returned to parties.

Digital Workflow Settings to Configure

Configure these settings when preparing the template for repeated use or high-volume submissions.

Sender Account	Use a centralized account for templates and audit continuity
Authentication Method	Choose email, SMS, KBA, or two-factor per procurement rules
Template	Create reusable template with conditional disclosure sections
Conditional Fields	Show or hide clauses based on proposer responses
Reminder Schedule	Set automated reminders and expiration for signing links

Technical Considerations for eSubmission

Ensure the signing platform supports required authentication and retention before e-submitting the disclosure.

File Formats: PDF or DOCX supported
Integrations: Salesforce, NetSuite, Microsoft 365
Retention: Exportable audit trail and signed PDFs

Common Timing Rules and Processing Expectations

Timelines vary by solicitation; confirm submission windows and signature deadlines before sending the disclosure.

Submission Deadline:

Meet the solicitation’s stated cutoff to avoid disqualification.

Proposal Validity:

State the price validity period in days as required by the solicitation.

Review Window:

Allow a 15–30 day review period for complex proposals.

Amendment Period:

Submit amendments before bid closing when permitted by procurement rules.

Record Availability:

Signed disclosure copies should be retrievable for audits and dispute resolution.

Common Mistakes to Avoid

Omitting material relationships or subcontractor arrangements that evaluators expect to see can lead to bid rejection or later contract disputes.
Using inconsistent entity names between the disclosure and the proposal creates administrative delays and may invalidate signatures.
Failing to follow solicitation-specific disclosure format or required attachments often results in a non-responsive determination.
Missing signature authority or unsigned pages forces amendments and can delay award by days or weeks.

Potential Consequences of Inaccurate or Missing Disclosures

Bid Disqualification: Immediate rejection from procurement

Contract Voidance: Award may be rescinded if misrepresentation found

Regulatory Liability: Exposure under industry regulations

Financial Penalties: Fines or damages may apply

Reputational Harm: Loss of future opportunities

Litigation Costs: Increased legal fees and remedies

eSignature Pricing Comparison for Signing and Managing Disclosures

This comparison highlights starting prices and key feature differences to consider when choosing an eSignature provider for handling Project Proposal Disclosures.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium tier)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

How Organizations Use Project Proposal Disclosures

Real-world examples show how disclosures reduce ambiguity and support faster award decisions.

Optica Ventures — Proposal Transparency

Optica standardized disclosures for all bids to list subcontractors and exclusions.

This clarified cost assumptions.
Result: fewer clarification requests during evaluation and a smoother award negotiation process for both parties.

Martin Properties — Remote Execution

Martin Properties adopted electronic disclosures to collect signatures remotely.

They preserved a complete audit trail.
Result: quicker turnaround, consistent records for leasing teams, and reduced in-person administrative burdens.

Practical Tips for Accurate and Efficient Completion

Adopt these best practices to improve accuracy, reduce review cycles, and maintain an auditable record.

Standardize the Template

Use a single template with numbered sections and conditional fields to ensure consistency and speed reviewer checks across multiple proposals.

Centralize Reviews

Route disclosures through a centralized contract or legal reviewer before signing to catch conflicts, formatting errors, and missing attachments.

Record Authority

Include a statement confirming the signer’s authority and attach a corporate resolution if required by procurement rules to avoid later challenges.

Preserve Audit Logs

When using eSignature, ensure the platform retains timestamped audit trails, IP addresses, and signer verification data for future audit or dispute needs.

Frequently Asked Questions About Project Proposal Disclosures

Answers to common questions about completing, signing, and storing disclosures to reduce delays and compliance issues.

Need help? Contact support

Can the disclosure be signed electronically?
Yes. Electronic signatures are legally effective under the federal ESIGN Act and state UETA rules in most U.S. jurisdictions. Confirm the solicitation’s acceptance of eSignatures and preserve the consent and audit trail required for enforceability.
Is notarization or witnessing required?
Not typically for standard proposal disclosures. If the solicitation or a specific contract clause requires notarization or witnesses, follow those instructions; remote notarization (RON) may be available in many states.
Who should sign the disclosure?
An authorized company representative with the legal authority to bind the proposing entity should sign. Indicate the signer’s title and, where required, attach a corporate resolution or power of attorney evidencing authority.
How do I correct an error after signing?
If clerical errors are identified, prepare a signed amendment or corrected disclosure referencing the original document and date. Where allowed, the recipient may permit a corrected resubmission; document all changes in writing.
What records should be retained?
Keep the signed disclosure, attachments, communications, and audit trail for the contract term plus retention periods required by IRS, HIPAA, or applicable regulators as appropriate.
How is confidential information protected?
Mark proprietary sections clearly, include confidentiality clauses, and use secure transmission and storage. For PHI or regulated data, include required HIPAA protections and execute a BAA if applicable.

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