Looking for a free bid proposal template to help you win more contracts? Whether you are responding to a Request for Proposal (RFP), an Invitation to Bid (ITB), or pitching your services directly to potential clients, having a well-structured bid proposal template is essential.
Signeasy offers a free, customizable bid proposal template that you can download, fill out, and send for electronic signatures in minutes. This template works for construction companies, freelancers, consulting firms, and any business looking to submit professional bids.
A bid proposal is a formal document that a contractor, vendor, or service provider submits in response to a client's project requirements. It outlines the scope of work, deliverables, timeline, pricing, and terms and conditions for completing a specific project.
Bid proposals are commonly used in competitive bidding situations where multiple contractors submit their proposals, and the client evaluates each one based on criteria such as price, quality, experience, and timeline. Once accepted, the bid proposal often becomes the foundation for a legally binding contract between both parties.
Industries that commonly use bid proposals: Construction companies use construction bid proposal templates for building projects and renovations. Consulting firms create bid proposals for management, IT, and marketing engagements. Freelancers submit bid proposals for design, writing, and development work. Suppliers and vendors bid on government contracts and corporate procurement projects.
How to sign a bid proposal template
Download our bid proposal template.
Customize the proposal template to suit your project requirements (you can also add your brand logo).
Upload the bid proposal template to Signeasy (Sign up for a 14-day free trial!)
Click on the "Sign" button.
Click on the section of the document that requires a signature.
Now that you know how easy it is to sign and send a bid proposal template, let's look into the different sections that are included in this type of document. This will help you better fill in the template and, in turn, receive a better response from contractors.
1. Introduction
Start off the proposal with details about your company and the contractor that will be receiving the document. Also include a short description of the legacy and strengths of your businesses.
This section should also include the job name and job number, so that both parties can easily identify what the bid proposal is all about.
2. Project and budget overview
The purpose of this section is to get contractors interested in the job being pitched and give them an overview of the deliverables involved. It should also give them an idea of how much you are willing to pay for it.
Below is an example of how you can lay this section out in a clear and simple way.
Signeasy tip: Laying out the project phases, deliverables, and timelines will help the prospective contractor better assess how much they should charge for the job.
3. Agreement terms
Once all of the bidding contractors have shared their rates, the one with the winning bid will sign a legally binding contract with your company.
This contract starts off by introducing all parties, mentioning that your business is planning a project and that the contractor is willing to undertake the project under certain terms and conditions.
Signeasy Tip: Before you enter into a legal agreement, always consult with a local legal advisor to ensure that the terms are favorable and aligned with your city or state's legislation.
4. Contractor duties, payment details, and expenses
Here, you refer to all the duties and deliverables that the contractor will be responsible for. Also, mention how much will be liable to pay the contractor for the project, and who will be responsible for any additional expenses.
5. Ownership of the work and term
How long is the agreement valid and who owns the rights to the completed project? This section will answer both of these important questions.
In the Term clause, make note of who can modify the duration of the project if the need arises. Meanwhile, in the Ownership provision, you should clearly mention that the Contractor does not hold any ownership rights to the project deliverables at any point in time.
6. Standard clauses
Modification and Applicable Law provisions are included in most contracts. The former states the rules for any changes made to a contract, and the latter mentions which jurisdiction's law will be used to interpret this agreement. As a rule of thumb, most companies choose the governing law they are most familiar with.
7. Acknowledgement section
Once both parties sign this agreement, it will be considered legally binding.
You may use an eSignature solution like Signeasy to ink the deal without ever having to line up an in-person meeting. By keeping your agreement workflow completely contact-free, eSignatures make doing business in a pandemic - and in a remote-first world - so much safer and easier.
8. Attachments and annexes
A contractor is expected to perform a wide range of duties once they accept a mandate. These responsibilities will vary from project to project and industry to industry, so you will need to clearly mention all the duties (Schedule A) for each project separately.
You will also need to set payment expectations right from the start, so be sure to attach a payment schedule (Schedule B) that details how much will be paid out to the contractor and when.
Bid proposal templates by industry
Construction bid proposal template
Construction companies frequently use bid proposals for building projects, renovations, and infrastructure work. A construction bid proposal template should include material specifications, labor costs, equipment requirements, and project timelines. Many general contractors also need subcontractor agreement templates for hiring specialized trades.
Subcontractor bid proposal template
Subcontractors bidding on specific portions of larger projects need templates that focus on their specialized scope of work. These proposals should clearly define the boundaries of work, interface points with other trades, and specific deliverables.
Freelance and consulting bid proposals
Freelancers and consultants use bid proposals to pitch services to potential clients. These proposals emphasize expertise, portfolio examples, and the value delivered. Check out our business proposal template for more comprehensive proposals.
Download your free bid proposal template
Ready to create professional bid proposals that win more contracts? Download Signeasy's free bid proposal template today. Our template is easy to customize, and when you are ready to send it for signatures, Signeasy makes the process simple and secure.
With Signeasy, you can sign, send, and manage all your business contracts in one place. No complex setup, no hidden fees, just an easy way to get documents signed.
How to write a bid proposal
Writing a winning bid proposal requires careful preparation and attention to detail. Follow these steps to create a compelling proposal that stands out from the competition:
1. Understand the project requirements
Before writing your bid, thoroughly review the RFP or project description. Understand what the client needs, their timeline expectations, and any specific requirements they have outlined. If anything is unclear, ask for clarification before proceeding.
2. Research the client
Learn about the client's business, their challenges, and their goals. This helps you tailor your proposal to address their specific needs and demonstrate that you understand their situation.
3. Define your scope of work
Clearly outline the tasks, deliverables, and milestones you will provide. Be specific about what is included in your bid and what falls outside the scope. This prevents misunderstandings later.
4. Develop accurate pricing
Break down your costs clearly. Include labor, materials, equipment, and any other expenses. Provide a detailed cost breakdown that shows the client exactly what they are paying for.
5. Include your qualifications
Highlight your relevant experience, certifications, and past projects. Include testimonials or references from satisfied clients if possible. This builds trust and credibility.
6. Set clear terms and conditions
Specify payment terms, project timeline, warranty information, and any other conditions that govern the agreement. See our service proposal template for more guidance on structuring terms.
What to include in a bid proposal template
A comprehensive bid proposal template should include the following key sections:
Contact information
Start your proposal with complete contact details for both your company and the client. Include business names, addresses, phone numbers, and email addresses. Also include the job name and reference number so both parties can easily identify the project.
Project overview and scope
Provide a clear description of the project, including all tasks and deliverables. Lay out project phases, timelines, and milestones so the client understands exactly what to expect. This section should generate interest and give contractors a realistic picture of the work involved.
Pricing and payment terms
Include a detailed breakdown of costs, payment schedules, and who is responsible for any additional expenses. Clear pricing helps the client compare bids and makes negotiations smoother.
Terms, conditions, and ownership
Specify the duration of the agreement, modification procedures, applicable law, and ownership of project deliverables. These provisions protect both parties and establish clear expectations.
Signature section
Once both parties sign the agreement, it becomes legally binding. Use an electronic signature solution like Signeasy to finalize the deal without scheduling in-person meetings. This makes the entire process faster and more convenient for everyone involved.
What is a bid proposal?
Bid proposals are a company's way of soliciting/scouting for bids from contractors or suppliers to undertake a given job.
What is the difference between a bid and a proposal?
A bid is a detailed document that contractors share in response to a company's RFP. It focuses on the estimated costs that the contractor will charge for the mandate. On the other hand, proposals are even more detailed, and are the tool of choice for contractors who wish to compete with others on the basis of value offered.
Note: These templates are provided for general informational purposes only and are not intended to constitute legal advice. We recommend consulting a qualified professional to ensure the template meets your specific needs and complies with applicable laws.
Frequently asked questions
What is the difference between a bid and a proposal?
A bid focuses primarily on pricing and is typically a response to specific project requirements. A proposal is more comprehensive and includes not just costs, but also the contractor's approach, qualifications, and value proposition. Proposals allow contractors to differentiate themselves beyond just price.
Can I use the same bid proposal template for different projects?
Yes, a well-designed bid proposal template can be customized for different projects. Simply update the project-specific details, pricing, and scope while keeping the overall structure consistent. This saves time while ensuring professional presentation.
How do I submit a bid proposal electronically?
Yes, a well-designed bid proposal template can be customized for different projects. Simply update the project-specific details, pricing, and scope while keeping the overall structure consistent. This saves time while ensuring professional presentation.
Is a signed bid proposal legally binding?
Yes, once both parties sign a bid proposal, it typically becomes a legally binding contract. Electronic signatures are legally recognized in most jurisdictions, including under the ESIGN Act in the United States and the eIDAS regulation in the European Union. Always consult with a legal advisor to ensure your specific agreement meets local requirements.
