"Bid Proposal Template"

What Is a Bid Proposal?

A Bid Proposal is a document that is used by an individual or an entity (a bidder or a contractor) when they participate in the bidding process. The purpose of the document is to provide all of the data about a bidder's goods or services to the client with the intention to offer the best conditions for a deal. The proposal summarizes important information in order to encourage the client to choose the bidder and hire them.

Alternate Name:

  • Bid Proposal Letter.

Generally, the document is submitted as a response to a request for a bid proposal (or to an invitation to bid). After receiving bid proposals from all bidders, the client is supposed to analyze them and choose the one which they will find the most suitable. When making their decision, the client usually pays attention to the most important aspects stated in the document, which can be the price, the time period that the work will take, and the qualifications and experience of the bidder. A Bid Proposal template can be downloaded below, or you can make your own using our online form builder.

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How to Write a Bid Proposal?

An effective document is supposed to help the bidder win the bidding process. Before writing one, the bidder should thoroughly research the request for bid proposal and realize what the client would like to see there. A standard bid proposal form can include parts such as:

  • Introduction. The proposal should start with a title. It will help to state the nature of the document and avoid any misunderstanding. Some companies put their logo on the proposal as well make it more unique and memorable, which may help during the bidding process;
  • Information About the Bidder. Here the bidder should state information about their company, such as their name and location, their work experience, the projects they have participated in, etc. This part of the document can be used by the bidder to provide data about their skills and qualifications in order to convince the client that they are trustworthy, proficient worthy of being chosen;
  • Bidder's Conditions. In this part of the proposal, the bidder is supposed to describe their offer. Depending on what is required by the request for a bid proposal, whether its production of certain goods, providing services, etc., the bidder can provide information about their conditions, time period, price, and other important aspects that can influence the client's decision. Generally, the request states what kind of information the client would like to receive from the bidder, so that should not be ignored. The client might ignore the proposals that do not contain the required information;
  • The Budget. Usually, the budgeting of the project is a very important part that contains a lot of information. That is why it should be divided into a fully separate part dedicated to the budgeting of the project;
  • Contact Information. Bidders should provide their contact information in case the client will have any questions or would like to get in touch with the bidder. It should include their full address, telephone number, fax, and email. The bidder should also provide the name of the person responsible for contacting the client;
  • Conclusion. In the end, the bidder should politely thank the client for their time, express their hopes to work together in the future, and to hear from them soon.

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Bid Proposal
1. About Us. ​ D escribe your business, focusing on what makes you stand out in your
industry. Include the biographies of some of the key management and operations staff in
the company. Introduce the internal team that the contractor will work with once the
contract begins.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Aim to convince the contractors you have invited to bid that working with your firm
would be a worthwhile venture.
2. About the Project. ​ T his section can be used to describe your project from start to
finish. If the requirements are complicated, divide the work into several phases. List the
deliverables, which are the tangible and intangible products to be provided by the
contractor. Link them to the appropriate phase, and define the specifications and
requirements for each.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Most projects will require the input of more than just one player. Include the tasks that
will be completed by your organization or other suppliers, so the contractor is able to
understand the entire project.
3. Timeline. ​ I ndicate the period of performance for the project. When will the contract
start and by when does it need to be completed? Consider showing the phases of the
project graphically. You can use a schedule diagram like the one below. As they apply to
your project, you should describe which tasks are dependent on one another
(contingencies) and any potential risks to the schedule.
_______________________________________________________________________
_______________________________________________________________________
© ​
T EMPLATEROLLER.COM
Bid Proposal
1. About Us. ​ D escribe your business, focusing on what makes you stand out in your
industry. Include the biographies of some of the key management and operations staff in
the company. Introduce the internal team that the contractor will work with once the
contract begins.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Aim to convince the contractors you have invited to bid that working with your firm
would be a worthwhile venture.
2. About the Project. ​ T his section can be used to describe your project from start to
finish. If the requirements are complicated, divide the work into several phases. List the
deliverables, which are the tangible and intangible products to be provided by the
contractor. Link them to the appropriate phase, and define the specifications and
requirements for each.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Most projects will require the input of more than just one player. Include the tasks that
will be completed by your organization or other suppliers, so the contractor is able to
understand the entire project.
3. Timeline. ​ I ndicate the period of performance for the project. When will the contract
start and by when does it need to be completed? Consider showing the phases of the
project graphically. You can use a schedule diagram like the one below. As they apply to
your project, you should describe which tasks are dependent on one another
(contingencies) and any potential risks to the schedule.
_______________________________________________________________________
_______________________________________________________________________
© ​
T EMPLATEROLLER.COM
_______________________________________________________________________
If your project is very complicated, consider requesting that the contractor use Microsoft
Project or another project management software to track contract progress.
4. Budget Information. ​ T he payment structure for your project can vary depending on
your industry and the specific requirements. Some common pay structures are: flat fee,
hourly rate, commission, and cost plus fixed fee. You can provide a budget range that you
would like the contractors to bid within, or you can allow for open bidding.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Consider providing contractors with a pricing template in Microsoft Excel or another
spreadsheet program. This ensures that you receive bids that are formatted to your
specifications and makes it easier to evaluate and compare what you collect from
different contractors.
5. Terms and Conditions. ​ I nclude your company’s terms and conditions. These indicate
the provisions, requirements, rules, specifications, and standards on which the resulting
contract will be based.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Be sure to make any adaptations that are necessary for this specific bid proposal if using a
standard Terms and Conditions template.
6. Response Instructions. Now that you have described your needs and the project
details, tell the contractor how to respond with a bid. Be as clear and concise as possible,
and provide contact information for the responsible person in your company so
contractors can request clarification. Depending on the project and your industry, the
instructions might be simple, with just a few requirements, or they may entail several
paragraphs, or even pages, of text.
© ​
T EMPLATEROLLER.COM
Schedule A, Deliverables Schedule
Provide a draft version of the deliverables timeline. Indicate when each of the products or
major services of the project should be completed, and include the specific requirements
associated with each. Use a table like the one below to organize the information.
Deliverables
Requirements
Deadline
You may want to indicate that all deliverables will become the property of your company
upon the contractor’s delivery to you. Organize the deliverables chronologically
according to the deadline.
Schedule B, Payment Schedule
Provide a draft version of the payment schedule to show when payments will occur and
what milestones need to be completed in order for the contractor to receive payment.
Organize this information in a table like the one below.
Payment Milestone
Date
Assigning payments to milestones helps you track the contractor’s progress throughout
the project timeline.
© ​
T EMPLATEROLLER.COM
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