Can a Tender Prices Proposal be e-signed?

Yes. Electronic signatures meet U.S. legal standards under ESIGN (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

When is notarization required?

Notarization is rarely required for standard tender price submissions; however, specific solicitations or jurisdictions may demand notarized affidavits or bond forms—check the solicitation instructions.

What if the buyer requires a wet signature?

If the solicitation mandates an original ink signature, provide the wet-signed document by the required delivery method; electronic copies may be used for review but cannot replace the required original.

How should I correct a submitted error?

Notify the buyer immediately in writing, follow any amendment procedures in the solicitation, and resubmit corrected documentation only if the buyer permits modifications before the deadline.

Are electronic submissions secure enough?

Use platforms that provide TLS 1.2/1.3 in transit and AES-256 at rest, plus an audit trail; for healthcare-related proposals, ensure a BAA is in place to meet HIPAA requirements.

Who to contact about bidder disqualification?

Refer to the solicitation’s point of contact and debriefing procedures; procurement officers can clarify disqualification reasons and explain remedies, if any.

Electronic Signature
Templates
Miscellaneous
Tender Prices Proposal

Tender Prices Proposal

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

Tender Prices Proposal

Client Name: Tenderer (Proposer) Name:

Tender Reference No.: Proposal Date:

RECITALS

WHEREAS, Client Name: has issued a request for tender for the goods and/or services described herein; and

WHEREAS, Tenderer Name: possesses the experience, skill and capacity to supply the goods and/or services and submits this Tender Prices Proposal in response to that request; and

WHEREAS, the parties intend that this Proposal, when accepted by the Client, will constitute a binding offer to supply the deliverables on the terms and prices set forth below.

SCOPE OF WORK

Description of goods and services

PRICING

Currency: Validity Period (days):

Itemized Tender Prices

Item / Description	Quantity	Unit Price	Total Price

Aggregate pricing

PAYMENT TERMS

Total Contract Price:

Payment schedule and milestones

Deposit required (if any): Payment due on receipt (Yes):

Late payment fee: Interest of per month on overdue amounts plus reasonable collection costs.

TERM AND TERMINATION

Contract Commencement Date: Contract Expiry Date:

Either party may terminate this Proposal/contract for convenience upon written notice of days to the other party. Termination for material breach may be immediate if the breaching party fails to remedy such breach within a reasonable cure period not to exceed 30 days.

CONFIDENTIALITY

Each party shall keep confidential all proprietary information disclosed by the other party in connection with this Proposal and shall not disclose such information to any third party without the express prior written consent of the disclosing party, except as required by law. Confidential information excludes information that (i) is or becomes generally available to the public other than by breach of this obligation, (ii) is rightfully received from a third party without restriction, or (iii) is independently developed by the receiving party.

GOVERNING LAW

This Proposal and any contract arising from its acceptance shall be governed by and construed in accordance with the laws of: , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Proposal, the Scope of Work, and any attachments expressly incorporated herein constitute the entire agreement between the parties with respect to the subject matter and supersede all prior proposals, negotiations, representations and agreements, whether written or oral. Any amendment must be in writing and executed by authorized representatives of both parties.

ACCEPTANCE

By signing below, the parties acknowledge that they have read, understood and agree to be bound by the terms of this Tender Prices Proposal. This Proposal becomes a binding offer upon signature by both parties or upon the Client issuing a written acceptance referencing the Tender Reference No. above.

Proposal Valid For: days from the Proposal Date.

Tenderer (Proposer)

Company Name:

Authorized Signee:

By:

Date:

Client (Purchaser)

Company Name:

Authorized Signee:

By:

Date:

What a Tender Prices Proposal Is and when it’s used

A Tender Prices Proposal is a formal document submitted by a supplier or contractor that itemizes the costs, unit prices, and total amount for goods or services in response to a solicitation, request for tender, or bid package. It typically lists line-item rates, quantities, assumptions, exclusions, delivery or performance timelines, and any contingencies that affect price. The proposal creates a written basis for award evaluation, contract negotiations, and budget comparisons, and it may be incorporated into the final contract by reference once accepted.

Why a clear Tender Prices Proposal matters

A precise proposal reduces disputes, supports objective bid comparison, and protects both parties by documenting scope, pricing assumptions, and terms that affect final cost.

Who prepares and who reviews Tender Prices Proposals

Typical participants include bidders, procurement officers, estimators, project managers, and contract administrators who review and compare offers.

Procurement teams evaluating price fairness and contract compliance across multiple bids.
Estimators and quantity surveyors preparing detailed line-item cost breakdowns for submission.
Contract managers comparing accepted proposals against scope and payment milestones.

Roles vary by project scale and sector; public procurements often require stricter documentation and auditability than private bids.

Primary signers and responsible parties

Procurement Manager

A procurement manager or contracting officer typically reviews proposals, confirms compliance with solicitation terms, and has authority to recommend award or request clarifications from bidders.

Authorized Signer

An authorized company representative (officer or delegated signatory) signs the proposal attesting to price accuracy and binding intent; signatory must be shown on corporate resolution or signature authority listing.

Essential elements to include in a professional Tender Prices Proposal

A complete proposal combines pricing detail with contextual contract terms so evaluators can compare offers fairly and enforce obligations after award.

Itemized Pricing

Provide unit prices, quantities, extended line totals, tax treatment, and any volume discounts to enable apples-to-apples comparisons across bids.

Assumptions & Exclusions

List assumptions that affect price (site access, utilities, client-supplied materials) and explicit exclusions to prevent post-award disputes or scope creep claims.

Payment Terms

Specify payment milestones, retention or holdback, invoicing schedule, and late-payment interest or discounts for early payment where applicable.

Delivery / Performance

State lead times, completion dates, phased delivery, liquidated damages for delays, and conditions that trigger schedule adjustments.

Validity Period

State how long prices remain valid (e.g., 30, 60, 90 days) so award decisions made later do not require immediate re-pricing.

Supporting Documents

Attach required certificates, proof of insurance, bonds, technical specifications, and any forms specified in the solicitation package.

Step-by-step: preparing and submitting a Tender Prices Proposal

Follow this sequential checklist to prepare a compliant, auditable proposal that aligns with solicitation requirements and minimizes evaluation delays.

01

Review Solicitation: Confirm scope, mandatory forms, and submission instructions before pricing.
02

Prepare Pricing: Calculate unit rates, totals, taxes, and contingencies with supporting worksheets.
03

Assemble Attachments: Include bonds, insurance certificates, and technical evidence required by the buyer.
04

Submit and Confirm: Deliver per instructions and retain proof of submission or delivery receipt.

How to configure an online Tender Prices Proposal workflow

Set up a digital workflow that mirrors your internal review and approval steps and preserves an audit trail for each action.

Field \| Setting	Configuration
Signature Type	eSignature (ESIGN/UETA compliant)
Authentication	Email link or SMS code for signer verification
Bulk Send	Use bulk-send for multi-recipient invitations
Storage Format	Store final PDF/A with audit trail

Digital signing and submission considerations

Ensure the chosen e-signature process meets legal, audit, and procurement requirements before submitting an electronic tender.

Authentication Level: Match authentication strength to procurement rules and document sensitivity.
Audit Trail: Capture timestamps, IP, and signer attribution for auditability.
File Formats: Use PDF or PDF/A to prevent accidental edits after signing.

Where procurement rules allow eSubmission, maintain a reproducible signed copy and confirm receipt per solicitation instructions.

Typical digital submission flow for a Tender Prices Proposal

This simplified flow explains common steps when preparing, routing, signing, and storing proposals online.

Upload Document: Upload the draft proposal and supporting schedules in PDF or DOCX.
Place Fields: Add signature, date, and initial fields where required.
Invite Signers: Send signing requests to authorized representatives and reviewers.
Archive Final: Save the signed file with audit trail and submission receipt.

Key timing considerations and typical deadlines

Adhere to solicitation deadlines and internal milestones to avoid disqualification or late penalties.

Submission Deadline:

Send before the exact time and date specified in the solicitation.

Bid Validity:

Maintain prices for stated validity period (commonly 30–90 days).

Clarification Window:

Submit questions by the buyer’s question cutoff date.

Award Notice:

Buyer typically issues award within stated evaluation timeframe.

Contract Execution:

Execute contract within the buyer’s specified period after award.

Milestones from bid prep to contract start

A sequential milestone view helps coordinate pricing, approvals, and required deliverables before work begins.

01

Internal Approval

Obtain internal estimate approval and sign-off before submission.

02

Bid Submission

Submit proposal per buyer instructions and obtain confirmation.

03

Evaluation Stage

Buyer reviews bids for compliance and price reasonableness.

04

Contract Mobilization

Upon award, finalize contract documents and mobilize resources.

Common mistakes that cause disqualification or delays

Missing or incorrect solicitation reference numbers that prevent matching to the buyer’s package and cause administrative rejection.
Obscure assumptions buried in attachments that create scope ambiguity and lead to post-award disputes over excluded work.
Failing to include mandatory attachments such as bonds, certificates of insurance, or required forms listed in the solicitation.
Submitting prices without a stated validity period, causing bidders to be unable to honor rates when award is delayed.

Potential penalties and legal risks for incorrect or late proposals

Late Submission: Disqualification or rejection

Material Misstatement: Liability for damages

Failure to Bond: Forfeiture of bid security

Noncompliance: Loss of award and debarment risk

Tax Withholding: 24% backup withholding risk

Intentional Misquote: Civil or contract claims

How a Tender Prices Proposal differs from a standard quotation

This comparison highlights core distinctions that affect procurement evaluation and enforceability.

Criteria	Tender Prices Proposal	Standard Quotation
Purpose	formal bid	informal price indication
Formality	high	low
Attachments	bonds, specs	optional
Legal Weight	often contract‑forming	usually non-binding

eSignature vendor pricing and feature snapshot for tender submissions

Compare entry-level pricing and select feature considerations for eSignature platforms often used to sign and submit procurement documents; signNow appears first per vendor comparison guidance.

	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 (Business Premium+)	Available (plan dependent)	Available (plan dependent)	Available (plan dependent)	Available (plan dependent)
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Vendor-specific	Vendor-specific	Vendor-specific	Vendor-specific
Envelope Cap	No cap	100 envelopes/user/year limit	Plan-dependent	Plan-dependent	Plan-dependent

Sample use cases showing practical proposal adaptations

Real-world examples illustrate how different organizations structure tender pricing for specific procurement settings.

Optica Ventures

A small developer standardized line-item pricing to speed evaluation

Used a 60-day price validity clause to avoid re-bidding
The clearer assumptions reduced post-award change orders and accelerated contracting with public agencies.

Martin Properties

A regional contractor attached unit-rate worksheets for site prep

Included contingency percentages per line item
This level of detail improved transparency in municipal procurements and reduced negotiation time before award.

Practical tips for accurate and efficient Tender Prices Proposal completion

Adopt these practices to reduce errors, speed approvals, and make your bid easier to evaluate.

Use standardized templates and version control

Maintain a single approved template for proposals with prefilled mandatory fields, standardized assumptions, and a controlled document history to reduce errors and ensure consistent responses across bids.

Double-check numeric calculations and currency

Validate all arithmetic, include currency designation, and attach calculation worksheets so evaluators can verify totals without re-creating your pricing model.

Document assumptions and exclusions clearly

State site conditions, allowances, and excluded items explicitly in a dedicated section to avoid scope disputes and enable apples-to-apples bid comparisons.

Preserve an auditable signing trail

When submitting electronically, capture signer identity, timestamps, IP, and a static final PDF to ensure the signed proposal is reproducible and admissible for procurement audits.

Frequently asked questions about Tender Prices Proposals

Answers to common procedural and legal questions about preparing, signing, and submitting tender price proposals.

Need help? Contact support

Can a Tender Prices Proposal be e-signed?
Yes. Electronic signatures meet U.S. legal standards under ESIGN (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
When is notarization required?
Notarization is rarely required for standard tender price submissions; however, specific solicitations or jurisdictions may demand notarized affidavits or bond forms—check the solicitation instructions.
What if the buyer requires a wet signature?
If the solicitation mandates an original ink signature, provide the wet-signed document by the required delivery method; electronic copies may be used for review but cannot replace the required original.
How should I correct a submitted error?
Notify the buyer immediately in writing, follow any amendment procedures in the solicitation, and resubmit corrected documentation only if the buyer permits modifications before the deadline.
Are electronic submissions secure enough?
Use platforms that provide TLS 1.2/1.3 in transit and AES-256 at rest, plus an audit trail; for healthcare-related proposals, ensure a BAA is in place to meet HIPAA requirements.
Who to contact about bidder disqualification?
Refer to the solicitation’s point of contact and debriefing procedures; procurement officers can clarify disqualification reasons and explain remedies, if any.

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