Introduction:

Often used in government or large corporate projects, the goal of a bid proposal is to persuade someone to choose your company to complete a project or piece of work.

It’s a specific summary of why you are qualified to undertake the job.

With bid proposals, there are often strict rules and regulations to adhere to and the bidding process is usually highly competitive. In fact, research has shown that the common win rate is less than 5%.  

Companies compete to win a bid by submitting bid proposals that focus primarily on the costs to complete the project. But they also need to submit proposals that engage and persuade the reviewer that they are the best choice on both price and solution.

Use this 'Bid Proposal Template' checklist, alongside the proposal document you are planning to submit, to convince the recipient that you are the best choice.

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Complete checklist details

Complete the checklist details in the fields below. 

Enter bid reviewer details

Enter details about the person/company who will be reviewing your bid proposal in the fields below. 

Establish your company mission, values, and objectives

Describe the mission, values, and objectives of your company to make sure they are aligned with the proposal reviewer's company.

The more aligned your commission, values, and objectives are with theirs, the more chance your proposal will be successful. 

These are their values, mission and objectives as a company:

{{form.What_are_their_values,_mission_and_objectives_as_a_company?}}

Confirm the statement of need/problem statement

Think about the purpose of your bid proposal.

Answer the below question to help you write a succinct need/problem statement that you can add to your bid proposal document. 

Outline the proposed action

Think about what you will do if your bid is accepted. 

Describe the actions you will take to fix the problem/meet the need, in the field below. Add this to your bid proposal documentation. 

Confirm timings

In your bid proposal document, provide a rough outline of the proposed timings for the activities described:

{{form.Proposed_Action_Upon_Bid_Acceptance}}

Provide a breakdown of all direct costs

In your bid proposal document, you will need to include a breakdown of all the costs that directly relate to the benefit being created.

Direct costs can include production, marketing or distribution costs.

To help you gather these direct costs together, record each proposed activity, the justification for each activity and the associated costs for each in the fields below. 

Provide a breakdown of all indirect costs

In your bid proposal document, you will need to include a breakdown of all the costs that indirectly relate to the benefit being created.

These are costs that are not directly identified with the project benefits, including facilities use, utilities, support staff, insurance, and legal /accounting expenses.

To help you gather these indirect costs together, record each proposed activity, the justification for each activity and the associated costs for each in the fields below. 

Provide a summary of all costs

These are all the direct and indirect costs associated with your proposed project/program/activity: 

{{form.Activity_1:}} - {{form.Activity_1_Cost:}}

{{form.Activity_2:}} - {{form.Activity_2_Cost:}}

{{form.Activity_3}} - {{form.Activity_3_Cost:}}

{{form.Indirect_activity_1:}} - {{form.Indirect_Activity_1_Cost:}}

{{form.Indirect_activity_2:}} - {{form.Indirect_Activity_2_Cost:}}

{{form.Indirect_activity_3:}} - {{form.Indirect_Activity_3_Cost:}}

Add this to your bid proposal document 

Provide a justification for costs

Write a justification statement, in your bid proposal, explaining why each cost, material, and equipment are valid, reasonable, and important for your project/activity/program.

To refresh your memory, these are the reasons for these costs: 

{{form.Activity_1:}} - {{form.Activity_1_Justification:}}

{{form.Activity_2:}} - {{form.Activity_2_Justification:}}

{{form.Activity_3}} - {{form.Activity_3_Justification:}}

{{form.Indirect_activity_1:}} - {{form.Indirect_Activity_1_Justification:}}

{{form.Indirect_activity_2:}} - {{form.Indirect_Activity_2_Justification:}}

{{form.Indirect_activity_3:}} - {{form.Indirect_Activity_3_Justification:}}

Describe the expected outcome if you win the bid

In your bid proposal document, detail what the expected outcome will be if you win this proposal. 

Write a proposal letter

Write your bid proposal letter.

Follow any guidelines given in the RFP or by the bid reviewer, but make sure you include the following information at the very least: 

  • 1
    Your company address
  • 2
    The date
  • 3
    The proposal requester's company address
  • 4
    Name of key contact
  • 5
    Project/activity/program name
  • 6
    Project/activity/program description
  • 7
    Problem/need statement - an explanation of why you are submitting this bid proposal
  • 8
    Description of what you will do if you win the bid
  • 9
    Estimated timelines
  • 10
    Estimated costs
  • 11
    Your contact details for any questions

Upload proposal & letter

Upload your finished bid proposal document and proposal letter in the fields below so you can send these for internal approval. 

1st draft approval:

Will be submitted for approval:
  • Upload proposal & letter
    Will be submitted

Implement feedback

Record the feedback you have received for future bid proposals.

Update your current bid proposal document/letter accordingly and re-upload them both for final approval.  

Final approval:

Will be submitted for approval:
  • Implement feedback
    Will be submitted

Submit bid proposal

Send the approved bid proposal and letter. 

{{form.Final_Proposal_Letter}}

{{form.Final_Bid_Proposal}}

Sources:

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