A bid form is required for construction or renovation projects, typically including company and project details, bid information, and essential notes. Two copies are required, one for the supplier and one for the bidding company as proof of receipt.
Typically, any company responding to a bidding process for construction or renovation projects requires a bid form. The bidding organization provides the actual design of the form and the required information. In construction and renovation projects, it is very common for bid responses to include drawings, project plans, costs, detailed specifications, and a host of other information. The purpose of this form is to provide a one page summary of essential information related to the offer.
Although details may vary, the bid form is divided into four sections: company contact information submission, project details, bid details, and essential notes. Experienced companies require suppliers to prepare two copies of the offer form prior to submission. Upon receipt of the response to the offer, both copies are stamped with the time and date of receipt, and are signed by a duly authorized representative of the bidding company. One copy is attached to the shipment and the other is returned to the supplier. This offer form is part of the overall package and provides proof of receipt in case a dispute arises later.
The first section of the offer form includes the pertinent information about the company submitting the request. This includes the company’s legal and operating name, head office address, tax account number, primary and secondary contacts, as well as phone, email, and fax numbers. If the state requires all construction or renovation companies to have licenses or permits, the numbers must be included on the bid form. If the business is a sole proprietorship or a partnership, the names of the owners must also appear on the list. This information is not required for incorporated companies.
Project details should include the bid number, name of the bidding company, and contact information. Many companies include the project summary or synopsis in this section, copied directly from the bidding documents. The purpose of including the synopsis is to clearly identify the project for which the offer is being made.
Details about the offer are usually the total dollar value and any specific exclusions. For example, a project bid to design and build a bridge may include the full dollar value of the project, plus a statement that the costs of environmental assessment and approval are not included. This information is an essential part of the offer and must be clearly defined.
Essential notes provide information that is part of the offer, but is subject to change. Information about potential project start time delays, due to an ongoing strike or unavailability of materials, is typically included in this section. These conditions are the same for all providers, but must be defined in the response.
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