Can exhibits be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA (where adopted), electronic signatures are legally valid if intent and consent are documented. Confirm any procurement-specific rules or consumer-facing disclosure requirements before accepting e-signed submissions.

Are notarized exhibits required?

Not generally for standard RFP exhibits, but specific states or solicitation types may require notarization for certain affidavits or bond documents. If notarization is required, follow state notary rules or RON processes where permitted.

What if a bidder submits the wrong signer?

If the submitted signer lacks authority, request corrective documentation such as a corporate resolution or power of attorney. Establish authority requirements in the exhibits to avoid delays and disqualifications.

How to correct an exhibit after submission?

Corrections typically require a formal amendment or re-submission per the solicitation’s change control rules. Document any permitted updates in an addendum and notify all bidders to preserve fairness.

Do privacy rules affect exhibits with personal data?

Yes. If exhibits collect personal health information, HIPAA applies and a Business Associate Agreement may be required (45 CFR §164.502). For consumer financial data, follow applicable federal and state privacy laws.

What makes an exhibit nonresponsive?

Missing mandatory attachments, unsigned required forms, materially different pricing formats, or failure to meet submission instructions typically render a bid nonresponsive and subject to rejection.

RFP Exhibits Template

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

RFP EXHIBITS TEMPLATE

This RFP Exhibits Template (the "Exhibits") is incorporated into and made part of the Request for Proposal identified below between:

Procuring Entity: RFP Reference:

Respondent: Effective Date:

WHEREAS

WHEREAS, the Procuring Entity issued the Request for Proposal identified above to solicit competitive proposals for the goods and/or services described in Exhibit A; and

WHEREAS, the Respondent submitted a Proposal in response to the RFP and certain documents, specifications and schedules are appended as Exhibits to define deliverables, pricing and performance standards; and

WHEREAS, the parties desire to identify and attach those Exhibits as the controlling descriptive and contractual materials for evaluation, negotiation and, if selected, contracting.

EXHIBITS AND ATTACHMENTS

List all exhibits appended to this RFP package. Each exhibit description must identify the document title and a brief statement of contents and binding effect.

Exhibit A — Technical Specifications / Scope Exhibit B — Pricing Schedule Exhibit C — Deliverables & Milestones Exhibit D — References & Supplier Information Exhibit E — Security, Compliance, and Data Handling Requirements

SCOPE OF WORK

The Scope of Work for any contract that may arise from this RFP shall be defined by the technical specifications and deliverables set forth in Exhibit A and Exhibit C. Describe the agreed scope below:

PAYMENT TERMS

The parties agree the compensation terms applicable to award of work under this RFP shall be as follows.

Total Contract Amount (not guaranteed) Payment Schedule (milestones, percentages, or amounts) Late Payment Fee

Invoices shall reference the applicable Exhibit and milestone. Payment obligations are subject to verification of work performed and compliance with invoicing requirements set out in Exhibit B.

TERM AND TERMINATION

Term: This agreement shall commence on and shall continue until unless earlier terminated in accordance with this section.

Notice Period for Termination Without Cause

Termination for Cause: Either party may terminate for material breach after providing written notice and a cure period not less than the notice period above. Termination procedures, final accounting, and obligations upon termination are detailed in Exhibit C and must be followed.

Termination Procedures and Final Deliverables (if any)

CONFIDENTIALITY

All Exhibits and any information exchanged under this RFP that is reasonably designated confidential shall be treated as Confidential Information. Neither party shall disclose Confidential Information except as required by law or as necessary to perform obligations under the agreement.

Exhibits Contain Confidential Information? Yes Confidentiality Duration

GOVERNING LAW

This RFP Exhibits Template and any contract formed following award shall be governed by and construed in accordance with the laws of the state of , without regard to conflict of law principles.

ENTIRE AGREEMENT

The Exhibits identified in this document, together with the requesting RFP and any subsequently executed contract or purchase order, constitute the entire agreement between the parties with respect to the subject matter herein and supersede all prior negotiations, proposals, and understandings, whether written or oral. No modification shall be binding unless executed in writing by authorized representatives of both parties.

ADDITIONAL PROVISIONS

ATTACHMENTS / FILE IDS

Use this section to record file identifiers, version numbers, or physical attachment descriptions that form part of the Exhibits.

Procuring Entity:

By:

Date:

Respondent:

By:

Date:

What the RFP Exhibits Template Is and When It’s Used

The RFP Exhibits Template is a standardized set of annexes and supporting schedules that accompany a formal request for proposals. It consolidates technical specifications, pricing worksheets, compliance certifications, sample contracts, and reference documents so bidders can respond consistently. Agencies and purchasing entities use exhibits to define submission formats, required attachments, evaluation criteria, and any mandatory forms bidders must complete. A well-structured template reduces questions during procurement, supports objective scoring, and creates an auditable record of what bidders were asked to provide during the solicitation process.

Why a Clear RFP Exhibits Template Matters

A clear exhibits package ensures bidders submit comparable information, shortens evaluation time, and reduces disputes by documenting mandatory disclosures, formats, and legal terms up front.

Typical Users and Contributors

Procurement officers, contract managers, subject-matter experts, and legal counsel are the primary creators and maintainers of RFP exhibits.

Procurement teams preparing the solicitation and scoring criteria for evaluators.
Legal counsel reviewing contract terms, indemnities, and compliance language.
Technical SMEs defining specifications and acceptance criteria.

Contributors should coordinate to align legal terms, technical scope, and submission instructions so bidders receive a single authoritative exhibits package.

Who Signs or Approves Exhibits

Procurement Manager

The procurement manager reviews and approves the exhibits package for issuance. They confirm evaluation criteria, submission deadlines, and any bond or certification requirements, coordinating with finance and legal to ensure procurement rules are met and competing vendors receive identical instructions.

Agency Counsel

Agency counsel validates contract terms and legal notices included among exhibits. They ensure indemnity, liability, confidentiality, and data-handling clauses meet statutory requirements and recommend statutory citations or consumer disclosures when required.

Essential Compliance and Security Details to Include

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit Trail: Comprehensive action log and timestamps

HIPAA: BAA required for PHI handling

ESIGN / UETA: E-signature legal framework compliance

SOC 2: SOC 2 Type II report available

21 CFR Part 11: Controls for FDA-regulated records

Core Components to Include in RFP Exhibits

A professional exhibits template groups mandatory forms, technical appendices, pricing formats, legal attachments, evaluation matrices, and submission checklists for consistent bidder responses.

Mandatory Forms

Signed disclosure forms, conflict-of-interest statements, and certification of compliance that bidders must return with their proposal to be considered responsive.

Pricing Worksheet

Structured pricing table with unit rates, total cost calculations, and assumptions so evaluators can compare offers without reformatting bidder files.

Technical Specs

Detailed performance requirements, acceptance tests, and deliverable descriptions that define minimum compliance and drive technical scoring.

Legal Exhibit

Draft contract or sample terms, insurance minimums, indemnity clauses, and termination provisions that set the contracting baseline.

Evaluation Matrix

Scoring rubric and weightings aligned to submission sections so evaluators apply consistent criteria during award decisions.

Submission Checklist

Itemized list of required attachments, page limits, file formats, and signer authority needed for a responsive bid.

Step-by-Step: Preparing Exhibits for an RFP

Follow these sequential steps to assemble, review, and issue the exhibits package to prospective bidders without missing mandatory items.

01

Draft Exhibits: Collect technical, pricing, and legal templates.
02

Internal Review: Legal and finance review terms and fees.
03

Finalize Format: Lock fields and export in required formats.
04

Issue with RFP: Publish exhibits with submission instructions.

Typical Submission and Review Flow

The exhibits travel with the solicitation through publication, bidder submission, evaluation, award, and contract execution; each stage has specific handoffs.

Publish: Post RFP and attach exhibits to the solicitation.
Bid Submission: Bidders return completed exhibits per instructions.
Compliance Check: Procurement verifies required exhibits are present.
Evaluation: Scorers use exhibits to assess technical and price responses.

Configuring the Digital Exhibit Workflow

When using an electronic platform, set up fields, authentication, and routing so exhibits capture required data and evidence of signature.

Field	Configuration
Signature Field	Require signer name, date, and role
Authentication	Email link with optional SMS code
Conditional Attachments	Make supporting docs required based on selections
Routing Order	Define sequential approvers if needed

Digital Delivery and Platform Requirements

Confirm supported file types, authentication options, and audit capabilities before issuing exhibits electronically.

File Formats: PDF and DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS OTP, or ID verification

Ensure your chosen platform provides tamper-evident signing, exportable audit logs, and role-based access to protect procurement integrity.

Common Deadlines to Include with Exhibits

Define clear cutoffs for questions, addenda, submission, and award dates so all bidders observe the same timeline and submission rules.

Questions Deadline:

Date and time when bidders must submit questions

Addenda Issuance:

Date by which amendment or clarification will be posted

Proposal Due Date:

Date and local time for receipt of final proposals

Evaluation Period:

Window for scoring and compliance review

Award Notification:

Date when a tentative award will be announced

Key Milestones from Release to Contract

Numbered milestones guide procurement teams and bidders through critical actions from solicitation release to contract execution.

01

Solicitation Release

Publish RFP and exhibits to interested bidders.

02

Clarifications and Addenda

Issue answers to bidder questions and any amendments.

03

Proposal Receipt

Receive and log submissions before the cutoff.

04

Award and Contracting

Notify selected bidder and begin contracting steps.

Common Mistakes When Preparing Exhibits

Leaving required attachments optional or ambiguous, causing nonresponsive bids and the need to re-evaluate or reissue the solicitation.
Using inconsistent field formats for pricing or dates, which forces manual normalization and increases evaluation time and error risk.
Failing to specify signer authority or required corporate resolutions, resulting in delayed award or requests for corrective documentation.
Not accounting for statutory exceptions to e-signature acceptance, which may require paper originals or notarization for certain instruments.

Risks of Incomplete or Incorrect Exhibits

Bid Rejection: Nonresponsive bids may be disqualified

Procurement Delay: Award schedules can be postponed

Contract Risk: Ambiguous terms increase dispute potential

Financial Penalty: Incorrect tax data may trigger withholding

Compliance Failure: Privacy breaches risk regulatory fines

Re-solicitation: May require a new RFP issuance

eSignature Pricing and Feature Snapshot for Exhibit Workflows

Basic pricing and feature differences for common eSignature vendors. Choose a plan that matches volume, authentication, and compliance needs without assuming envelope limits.

	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	Varies	Varies	Varies
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Exhibit Use

Organizations use exhibits to standardize vendor responses and document compliance across many contracts.

Optica Ventures

Optica standardized exhibits for portfolio transactions to reduce back-and-forth with bidders.

Results included clearer pricing comparisons and fewer clarification requests.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Martin Properties

A property management firm attached technical and lease exhibits to every RFP to speed procurement.

The consistent structure reduced evaluation time and legal review cycles.
I can process and execute all of these documents online with 100% compliance and built-in security.

Frequently Asked Questions and Troubleshooting

Answers to common questions about e-signing, notarization, and correcting exhibit submissions during procurement.

Need help? Contact support

Can exhibits be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA (where adopted), electronic signatures are legally valid if intent and consent are documented. Confirm any procurement-specific rules or consumer-facing disclosure requirements before accepting e-signed submissions.
Are notarized exhibits required?
Not generally for standard RFP exhibits, but specific states or solicitation types may require notarization for certain affidavits or bond documents. If notarization is required, follow state notary rules or RON processes where permitted.
What if a bidder submits the wrong signer?
If the submitted signer lacks authority, request corrective documentation such as a corporate resolution or power of attorney. Establish authority requirements in the exhibits to avoid delays and disqualifications.
How to correct an exhibit after submission?
Corrections typically require a formal amendment or re-submission per the solicitation’s change control rules. Document any permitted updates in an addendum and notify all bidders to preserve fairness.
Do privacy rules affect exhibits with personal data?
Yes. If exhibits collect personal health information, HIPAA applies and a Business Associate Agreement may be required (45 CFR §164.502). For consumer financial data, follow applicable federal and state privacy laws.
What makes an exhibit nonresponsive?
Missing mandatory attachments, unsigned required forms, materially different pricing formats, or failure to meet submission instructions typically render a bid nonresponsive and subject to rejection.

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