Construction technical proposals require specific bidding documents. While document requirements may vary depending on the agency you are submitting the bidding to, you will most likely be required to submit some form of the following bidding documents as part of the proposal package.
Solicitation Cover Page
On Federal projects, this typically involves the SF1449 form. It contains all the contact information for the government POC (contracting office and team members) and is the place where you provide your company information, including but not limited to the following:
- Unique Entity Identifier (UEI)
- DUNS Number
- CAGE Code
- Bidder’s name, address & phone
These forms MUST be filled out completely and signed, usually by wet-ink signature. Non-federal entities (state/local governments or buyers) typically follow a similar format. Your Solicitation cover page is usually contained in one of the first few pages of an RFP.
Acknowledgment of Amendments
Bid documents are subject to changes throughout the solicitation phase. As contractors review and question site conditions, drawings, and other documents through RFIs, contracting officers provide further guidance to bidders through Amendments.
These amendments should be acknowledged by the contractor in their proposals so that the reviewers can be certain the contractor is bidding with the most accurate information.
Click here for an example of an Amendment of Solicitation/Modification of Contract form.
Terms and Conditions
Contracting agencies are required to include contracting terms and conditions that must be followed by the contractor should they be awarded a project. Often there are sections within the solicitation documents that must be individually acknowledged by initial or signature.
Remember to review these, or your proposal may be rejected.
Click here for an example of a Terms and Conditions document.
Most agencies have specific price forms you must utilize when filling out your project price. This reduces confusion for the reviews and ensures that pricing between contractors can be compared accurately.
Be sure to check any excel sheets given to you (provided with solicitation documents) to guarantee formulas work properly with the pricing you provide. Sometimes cells need to be adjusted to calculate the appropriate cost or quantity.
Additional bidding documents and forms that may be required depending on the project and agency include:
- Bid Bond – Signed
- Signed Commitment Letters for Key Personnel
- Non-Disclosure Agreements (NDAs)
- Small business Participation Forms (VETS4212, WBE, MBE, etc.)
- Subcontractor Lists (associated with your pricing at time of bid)
- Security Clearance Information (DD254 Forms)
- OSHA 300 Logs (company safety logs)
- Certificate of Insurance (prime and subcontractors)
- Business Licenses
Always review the solicitation documents thoroughly days, or weeks (if possible) before the bid submission deadline. Sometimes, it may take several days to fill out and organize your bid forms with the information an agency requests from bidders. You’ve spent much time finding this opportunity to bid on, and even more time and money have been spent drafting your response.
Don’t let a missing bidding document cause your work to be thrown out due to non-compliance with the solicitation requirements.
Contact us if you have any questions or need help completing bidding documents for a project you are working on.