cover letter for construction bid proposal

How to Write a Winning Proposal Cover Letter (Plus 5 Real Examples)

First impressions are important—especially in the world of proposals.

That’s why writing a good cover letter is an essential step towards winning a bid. In the request for proposal (RFP) process, this single-page letter marks your first opportunity to grab a prospect’s attention and make it clear that your company is uniquely positioned to solve their problem. So if you’re currently using boilerplate copy… Stop. Immediately .

In this blog, you’ll learn how to write custom proposal cover letters that grab a prospect’s attention and increase your chances of winning RFP responses . Plus, five examples of real proposal cover letters from industry pros.

In this article, you’ll learn: 

What is a Proposal Cover Letter?

• What to Include in a Proposal Cover Letter
• How to Write a Proposal Cover Letter
• 5 Real Proposal Cover Letter Examples ⭐

Next Steps: Build Quality Proposals Faster

A proposal cover letter is a single-page document used to pitch your business offerings to a potential client. In it, the customer can tell whether you’re genuinely engaged and have done your research—or if you’ve simply copy and pasted generic language from past business proposals.

It’s also your first opportunity to convince a client to why they should continue reading your proposal. Considering the average team spends 32 hours writing a single RFP response , it’s critical that your proposal cover letter makes a good impression.

“This is the most important five paragraphs one can write as it’s the only part everyone will read. You must knock it out of the park or you’ll lose.”

What Should You Include in a Proposal Cover Letter?

Like any good cover letter, your proposal should open with a unique offer or positioning. It’s important to establish early on why your team is best suited to solve a client’s problem.

A strong proposal cover letter includes:

• A greeting : Introduce your company and what you do.
• Clear summary: Describe your value propositions at a high-level. Be sure to connect these points to your client’s needs. ( Also known as an executive summary. )
• Personalized offer: Explain to the client what you can uniquely provide to solve their problem.
• Relevant references: Help the prospect understand why they should choose you over competitors.
• Visuals: If you have a designer on your team, include visuals that help emphasize the most important content on this page. For example, use callout boxes to make value propositions stand out for busy procurement teams who are skimming the page.

From the offer you present, to the visuals you include, the details in your proposal cover letter should be all about the client. The goal is to show how your company shines before they even get into the details of your proposal. Demonstrate the qualities that you bring to this potential customer by starting out your relationship on the right foot.

Jon Williams, Managing Director of Strategic Proposals , shares the key points you should concisely hit to be successful.

“Thank the customer, show enthusiasm, demonstrate senior sponsorship, briefly introduce win themes–and then shut up and leave the rest to a brilliant exec summary!”

How to Write a Winning Proposal Cover Letter

From reading the RFP thoroughly, to outlining a clear offer, there are six critical steps that seasoned proposal professionals recommend you take to craft a quality cover letter. ( Psst…you can fast-track these steps by using AI for proposal writing . )

Step 1: Read the RFP Cover to Cover

This step seems obvious, but it’s surprising how many teams skip it. You must read the RFP thoroughly, from cover to cover, before beginning your letter.

While reading, take note of any recurring themes from your prospect. Perhaps they focus on quality of design and ease of use. Or maybe they emphasize needing certain functionalities or features—whatever the case, Kori Warriner of KCI Technologies recommends you consider the following questions as you read through the request for proposal:

Questions to consider:

• What is the client’s reason behind the project? (revitalization, aging infrastructure, etc.)
• ​​Where is the funding for the project coming from?
• Does the client have any hot-button issues regarding the project?
• What is the desired end-result?
• What would speak to the client? (retirement-friendly, aesthetics, budget, etc.)

“You need to make the client feel as though you are speaking directly to them.”

While questions may differ by industry, the idea remains the same. Reading the RFP thoroughly helps you better understand the problems your prospect is facing. Which in turn help you paint a clearer picture of how your company can support them.

(It can also help spark ideas for win themes, or specific language, that truly resonates with the prospect—more on that later.)

“Instead of saying ‘we are pleased’ or other overused statements such as that, I introduce my company, and then switch back to talking about what we can do to help the client reach their goals,” Kori explains.

Step 2: Capture Your Prospect’s Attention Early

Chances are, your prospect is extremely busy. They’re likely to skim your proposal cover letter—which is why you should focus on making it memorable. Use it to create a connection to your prospect and capture their attention early in the proposal.

In the structure of a proposal , the first paragraph is the best place to earn your reader’s attention, shares Senior Proposal Consultant Kelly Allen.

“Try to capture the reader in the first paragraph by relating to them in some way. If they are a current client, leverage your relationship. If not, demonstrate a clear understanding of what they need.” Kelly Allen, Senior Proposal Consultant, UKG (Ultimate Kronos Group)

Step 3: Use Clear, Competitive Win Themes

Once you identify their distinct needs, you can formulate which key themes need to be identified in your cover letter. Then, narrow it down to the most persuasive reasons that your prospect should choose your proposal over a competitor. Eileen Kent, President of Custom Keynotes, explains that these are also known as “ win themes ”.

Win themes should be based on what the customer told you they wanted. Position yourself as the one company that can deliver exactly what your prospect is looking for. To do this well, it’s essential that you also understand what your competition is doing.

Here’s how to brush up on what your competitors are offering:

• Review competitors’ websites
• Read competitors’ financial statements
• Look at review websites like G2 or Forrester reports including your competition
• Ask if clients are willing to share competitors’ past RFPs (You never know, unless you ask)

At this stage, you’ll want to focus on how you can stand out from the competition. Eileen also recommends acknowledging any elephants in the room. By that, she means anything that the client may consider your team’s weakness.

She recommends addressing weak points head on to leave a good impression, “The elephant in the room could be your business size. Address it by talking about how you formed a tight team who have exceeded performance expectations, and worked together for years, so they see that as a strength instead,” she explains.

Step 4: Provide a Personalized Offer

Now that you’ve grabbed your prospect’s attention, you need to maintain it. Do this by outlining clear benefits, which speak directly to their pain points in an enticing and clear way.

You should outline how your product will positively impact the buyer and identify what they will get out of your partnership.

“Choose the top 3-5 features of your solution and describe how they will benefit your customer in a single line. Be direct: Here’s what we offer. Here’s how it will solve your problem.”

Step 5: Use a Strong Closing Statement

Your closing statement should be concise, reiterate your capabilities, and highlight the value you deliver. But don’t forget that it’s also an opportunity to connect with your prospect through the proposal process.

“To build a connection, you have to ignore outdated writing advice and not be afraid to use real language” says Rebecca Baumgartner, Sr. Manager, Proposals, PFS .

“Whoever is reading your cover letter can immediately tell if you’re hiding behind jargon or parroting the language of the RFP because you don’t understand what they need,” she explains.

“But when you write authentically, you have the opportunity to show the client you’ve been listening.”

“A great cover letter isn’t stuffy or formal–it’s a conversation between real people, a chance to put aside the technical language of procurement and connect with the human being on the other side.”

Step 6: Add the Finishing Touches

When crafting your proposal cover letter, there are a few final checkpoints to leave your prospect with a good impression.

Graphics aren’t necessary for a proposal cover letter, but they can be helpful. For example: highlighting a quote from a customer in a different font, or using callout boxes to emphasize your key value propositions. Use visuals that help to emphasize your main points, not distract from them.

Here’s what Izane Cloete-Hamilton, CPP APMP, of nFold recommends.

• Use a company letterhead
• Address the letter to the individual specified in the RFP
• Sign the cover letter from a senior person at your company
• If the response is from a strategic partnership between two companies, use dual signatures
• Ensure your letter is no longer than one page

“Sign the proposal cover letter from the highest-level person with signature authority, preferably someone that the customer knows personally.”

Proposal Cover Letters (5 Real Templates)

Now that you know what steps to follow, it’s time to look at some real examples of business proposal cover letters. While you don’t want to copy a boilerplate letter, these templates may provide helpful guidance for your next proposal.

Here are the types of proposal cover letter examples you’ll see above:

• Real proposal cover letter example from a security company
• Example proposal cover letter for an amusement park
• Real proposal letter & executive summary from an enterprise design consultancy
• Winning cover letter example from KCI technologies
• Another proposal cover letter example from a security company

Looking for a sample grant proposal cover letter? Check out this article .

“Remember, your cover letter isn’t about you, it’s about your client. Let them know that you understand them. Then you can talk about how your company can solve their potential challenge.”

To make more time for writing winning proposal cover letters, you’ll need to make some efficiency gains in your overall RFP process. Start by setting your team up with a proposal software that can improve speed and collaboration amongst your team.

Take Aspen Medical for example. Their business development team started using Loopio’s proposal platform in October of 2019. Within a few short months, they were putting together proactive proposals in just 15-30 minutes and seeing a big return on investment (ROI).

In fact, a survey of 165 companies RFP ROI found that those who consistently use proposal software have achieved results of:

• 51% more RFP responses
• 42% less time spent answering proposal questions
• 85% of companies win more business

If you’re looking to improve the pace of your next proposal, try Loopio’s software.

Improve Your Proposal Writing 📝

Want to learn how to master your craft? Read more about proposal writing skills or how to craft a repeatable RFP response template .

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The best proposal software for 2024 (top four tools), the raci chart: how to respond faster to security questionnaires, 51 fascinating rfp statistics on the state of bidding in 2023.

Here’s What to Include in an RFP Cover Letter

Table of Contents

You never get a second chance to make a first impression. The same is true when responding to Request for Proposal (RFP) opportunities . A successful RFP response establishes its tone immediately through a well-thought-out cover letter. RFP cover letters include an overview detailing why your organization is best suited to meet the issuer’s needs.  

An effective cover letter for a bid proposal sets clear expectations for your proposal from the start, which makes a world of difference in the eyes of a reviewer. So, the question evidently becomes how can you ensure your Request for Proposal’s cover letter is as impactful as possible?

Here are our five tips for writing the perfect RFP cover letter:

Reuse Previous Content Strategically in Your RFP Cover Letter

When responding to multiple RFPs, it’s not uncommon to leverage standardized responses and templates. There’s nothing inherently problematic about including reused content as long as it’s directly relevant to the bid at hand. Problems present themselves when the writer neglects to tailor the cover letter response to the requesting organization. There’s arguably nothing worse than accidentally forgetting to omit the name of another organization in your cover letter. Just pay close attention to details and include bid-specific content in your response.

Match the Requesting Organization’s Tone in Your RFP Cover Letter

If you’re responding to a potential government contract, you most likely want to keep things simple and straightforward. But, if you’re instead responding to an RFP from an innovative startup, some creativity through imagery won’t hurt.

Imagine writing a letter to your mom. Now, imagine writing a letter to your best friend. Those letters are going to sound very different. They should, right? You’re matching their tones. So, include language that matches the tone of the bid in your RFP cover letters.

Include Specific References to the Opportunity for Which You’re Applying

Identify one or two unique characteristics about the requesting organization and incorporate them into your overview. For example, if the RFP involves work in a rural community, reference your organization’s specific experience driving progress in similar contexts. From there, focus on three or four key needs of your potential client. Explain how your team is uniquely situated to deliver solutions in these specific areas and provide examples that demonstrate the positive impact your team can provide.

Trust us, the person reviewing your bid response wants to know that real thought and effort were applied. Investing energy into providing a few personalized details in the RFP cover letter will pay dividends for your entire proposal.

Address Your RFP Cover Letter to a Specific Contact Person at the Requesting Organization

More often than not, the person to whom you addressed the actual bid response is also the person reading said bid response. And, usually, that contact person has a role in the evaluation of the response itself, helping choose the winning entity. As you would with any letter, you should address the letter to that individual, not an entire organization or “whomever this may concern.”

Conclude the RFP Cover Letter With a Call-to-Action

Express your willingness to discuss any aspect of your proposal in greater detail with the reviewer at any time. You may also offer additional references or point them in the direction of collateral that will help in their decision-making. For example, some organizations have websites that the issuing party may not know about. Do you have an impressive website, a notable reference or a highly publicized project? If so, mentioning it off the bat in your cover letter gives you a leg-up on the competition. It also makes your response more memorable.

If you follow the tips above, your cover letter for your bid proposal will provide an effective introduction that’s specific, concise and intriguing. The remainder of your bid will expound on the key points raised in the cover letter. But the objective of the cover letter is simply to prove your organization’s response is well worth a closer look. From there, your team will be in a great position to close the deal!

You Don’t Have to Go It Alone

As an organization founded by proposal experts who help clients on both sides of the RFP marketplace with our Bid Builder and Bid Manager services (read a few Case Studies !), we have a unique perspective on how successful cover letters are created and reviewed. The Bid Lab helps businesses navigate the RFP process from inception to submission. Find opportunities to use that cover letter with Bid Banana , the user-friendly RFP search engine. And if your organization needs help writing a compelling cover letter, then contact us now for a complimentary consultation at 1-844-4BIDLAB or by emailing [email protected] .

Need a Cover Letter Template?

A great cover letter can help you get started with your first bid. Download our proven template below and get a sneak peek into our secret sauce.

Download Our FREE Cover Letter Template

Interested in working together, get in touch with us by phone, email, or form submission..

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• Construction

How to Write a Tender Cover Letter That Wins Construction Bids

The tender process is a relatively straightforward series of stages – from issuing the tender documents to awarding the contracts. However, in the construction industry, tendering can be incredibly competitive for building projects. It’s not enough to simply offer the lowest price; the key is to provide the best value and demonstrate that you are the top contractor for the job, based on quality, price, and service.

Whether it’s corporate clients or government agencies, you need to attach a construction cover letter when you submit your tender document to gain an edge right at the onset. It’s not a requirement, but it can highlight the main reasons why you should be awarded the contract, especially if you can show your success on similar projects.

Our Top Tips for Winning Construction Bids

In this blog post, we’ll go through what a tender cover letter is and how to craft a one-page proposition that makes an impact.

What is a Tender Cover Letter?

A tender cover letter is an expression of interest in a tender notice. It is printed on the company’s letterhead and inserted after the title page of the tender being submitted. It’s often just one to two pages long and gives a brief preview of a company, its capacity to deliver the requirements of the project, and its success on previous projects similar to the one it is bidding for.

By furnishing a tender cover letter, you give the client a glimpse of your accomplishments that substantiate your ability to meet the requirements they have set. It paints a good picture of your company that impacts their decision-making. 

How To Write a Tender Cover Letter

Start with a short introduction:.

Firstly, thank the organisation for their invitation to tender. Then, give a brief introduction to your company. Include how long you’ve been in the industry, your main services, and what you stand for. Ideally, try to keep this to just one paragraph – short, sharp and to the point. You can attach a copy of your company profile and executive summary after the cover letter to give the client more information about your company.

Enumerate specific reasons why you should be awarded the contract:

State your unique business proposition. What is that distinct feature you have that sets you apart from other companies? Don’t make general statements rife with empty promises or inflated qualifications – they’ll see right through it . List down specific reasons why you are the best contractor for the project.

Go through the specifications and rules of the tender, then explain how you can meet those requirements. If you have previous projects that provide proof of your competence and experience , mention them in this part.

Include administrative notes and other relevant details:

If you’re tendering as a joint venture, mention it in the cover letter. Add any administrative note relevant to certain aspects of the tender. There’s no need to indicate your quote at this point, but if you have specialised estimation and quoting processes , you can point out this advanced feature that boosts your efficiency.

Write a captivating commitment statement:

Win the award by assuring the client that you are fully committed to making the project a success. Craft a captivating commitment statement that guarantees your utmost service and promises to adhere to the contract and deliver successful outcomes. 

Tender Cover Letter Example

There’s no standard template for a tender cover letter. Your cover letters can be tailored to suit the tone that matches your brand image – this helps you stand out from the crowd . They should also include unique details that make you the best choice for the specific project you’re submitting a tender for , as well as your contact details.

To give you an idea of how to craft one, here’s a tender cover letter example. 

Cover Letter for Tender Proposal (Example)

ABC Builders

_____________

Parks and Recreation Authority

Sub: Application for [Tender Notice No.]

Dear Sir/Madam,

We at ABC Builders are pleased to respond to your request for tender on the CONSTRUCTION OF A RECREATIONAL FACILITY FOR [project] with [Tender Notice No.] dated [day/month/year] due on [day/month/year].

Upon thoroughly reviewing the tender’s specifications, we are confident that we have the capacity to successfully deliver the construction project requirements.

As one of the country’s leading contracting firms, ABC Builders has been collaborating with various organisations for the successful completion of construction projects for private individuals, government institutions, large corporations, and other entities. Over the last 10 years, we’ve completed several high-profile projects for prominent clients, including [famous individual], [corporate client], and [government agency].

Our expertise, experience, and reputation in the construction industry make us a suitable company for this tender. Our team is comprised of experts who are highly skilled in all phases of construction. We are also reputed for consistently providing efficient, timely, and on-budget services for every project we undertake.

Enclosed is a copy of our company profile and executive summary for further information about our company. Also attached herewith are our commercial and technical bids for your consideration.

We thank you for the opportunity to participate in this tender. It would be a great honour to work with you on this project. If you have any questions or need more information, please do not hesitate to contact me directly.

Yours sincerely,

Make Your Tender Cover Letter Stand Out

Your tender cover letter is the pretty packaging that makes your tender stand out from all the rest. It’s essential to take time to craft one that highlights your capacity to deliver successful outcomes. Strive to make a connection that fosters a reliable partnership with other stakeholders.

Tendering for contracts can be highly competitive, and it’s crucial to provide the best value for clients by demonstrating the quality, price, and service of your company. To gain an edge over competitors, submitting a tender cover letter can highlight your accomplishments, previous success, and unique value proposition. Crafting a captivating commitment statement that assures clients of your full commitment to delivering successful outcomes can make all the difference. By following our tips mentioned above, you can create a tender cover letter that stands out and increases your chances of being awarded the contract!

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Get in touch with us today to ask your questions, see a demonstration, and start your free trial!

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• Oct 27, 2023

How to Write a Winning Bid Proposal Cover Letter: A Step-by-Step Guide

In the competitive world of business, the cover letter accompanying your bid proposal is your initial opportunity to make a lasting impression. A well-crafted cover letter not only introduces your bid but also sets the stage for a successful partnership. In this article, we'll walk through the essential steps to create a compelling cover letter that stands out and persuades decision-makers to choose your proposal.

Research and Understand Your Audience

Before you start writing, it's crucial to research and understand your potential client. What are their specific needs, pain points, and objectives? Tailor your cover letter to address these points directly. This demonstrates your commitment to meeting their unique requirements.

Capture Attention with a Strong Opener

Begin with a powerful opening statement that grabs the reader's attention. Consider highlighting a key benefit or solution your proposal offers. Make it clear from the start why your bid is the best choice.

Personalise the Letter

Address the recipient by their name whenever possible. Personalisation adds a touch of professionalism and shows that you've taken the time to research and understand their business.

Showcase Your Understanding

Demonstrate a thorough understanding of the client's needs and requirements. Reflect on specific challenges mentioned in the RFP (Request for Proposal) and explain how your solution directly addresses them. This shows that you've invested time and effort into tailoring your proposal.

Highlight Your Unique Value Proposition

Clearly state what sets your proposal apart. Whether it's innovative solutions, a track record of success, or a unique approach, emphasise what makes your bid the best choice.

Provide Evidence of Expertise

Back up your claims with evidence of your expertise. Share relevant case studies, success stories, or testimonials that demonstrate your ability to deliver on your promises.

Address Concerns and Provide Reassurance

Acknowledge any concerns or potential obstacles the client may have. Provide reassurance by explaining how you've accounted for these concerns in your proposal.

Outline Clear Next Steps

Clearly outline the next steps in the process. This demonstrates your professionalism and helps the client understand what to expect after receiving your proposal.

End with a Strong Closing Statement

End your cover letter with a strong closing statement. Reiterate your enthusiasm for the opportunity and express confidence in your ability to meet the client's needs.

Call to Action

Include a call to action that encourages the client to take the next step, whether it's scheduling a meeting, providing additional information, or moving forward with the proposal.

A well-crafted cover letter is your gateway to winning bid proposals. By personalising your message, showcasing your understanding, and highlighting your unique value, you'll create a compelling case for why your proposal is the best choice. Remember, a thoughtful and tailored cover letter sets the foundation for a successful partnership. So, invest the time and effort needed to make it shine.

Any questions? Reach out to Piers Riley at [email protected]

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1 Construction Cover Letter Example

Construction projects require meticulous planning, precise execution, and a solid foundation to ensure a lasting structure. Similarly, your cover letter is the blueprint of your professional journey, carefully outlining your skills, experiences, and dedication to building a successful career. In this guide, we'll delve into the best cover letter examples for Construction professionals, helping you to construct a compelling narrative that stands the test of time.

Cover Letter Examples

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The best way to start a Construction cover letter is by addressing the hiring manager directly, if their name is known. If not, "Dear Hiring Manager" is a suitable alternative. The first paragraph should introduce yourself, the position you're applying for, and where you found the job listing. It's also beneficial to immediately highlight a key achievement or skill that makes you a strong candidate for the role. For example, "As a seasoned construction professional with over 10 years of experience in managing large-scale commercial projects, I am excited to apply for the Project Manager position advertised on your website." This approach grabs the reader's attention and sets the tone for the rest of the letter.

Construction professionals should end a cover letter by summarizing their interest in the position and their qualifications. They should reiterate their enthusiasm for the role and the value they can bring to the company. A strong closing might be: "I am excited about the opportunity to bring my unique blend of skills and experience to your team and am confident that I can contribute to the successful completion of your projects. Thank you for considering my application. I look forward to the possibility of discussing this opportunity further." Always remember to end with a professional closing like "Sincerely" or "Best regards," followed by your full name. It's also important to include your contact information in the closing section, so it's easy for the hiring manager to reach out to you.

A Construction cover letter should ideally be about one page in length. This is because hiring managers often have many applications to go through and a concise, well-written cover letter can effectively communicate your skills and experiences without taking too much of their time. In this one page, you should introduce yourself, explain why you're interested in the construction role, highlight your relevant skills and experiences, and conclude with a strong closing statement. Remember, the goal is to grab the reader's attention and make them want to learn more about you from your resume.

Writing a cover letter with no experience in construction can seem challenging, but it's definitely possible. Here's how you can approach it: 1. **Research**: Understand the job requirements and the company's values. This will help you tailor your cover letter to meet their needs and show that you're a good fit. 2. **Introduction**: Start your cover letter by introducing yourself and stating the position you're applying for. Mention how you came across the job posting. 3. **Highlight Relevant Skills**: Even if you don't have direct experience in construction, you might have transferable skills that are relevant. For example, if you've worked in a role that required physical labor, teamwork, problem-solving, or project management, these are all skills that are valuable in construction. 4. **Show Enthusiasm**: Express your interest in the construction industry and your willingness to learn. Employers value candidates who are eager to grow and adapt. 5. **Education and Training**: If you have any education or training that could be relevant, be sure to mention it. This could include a degree in a related field, or even short courses in things like health and safety, project management, or any technical skills. 6. **Personal Qualities**: Highlight personal qualities that would make you a good fit for the role. This could include being physically fit, detail-oriented, reliable, or having good communication skills. 7. **Closing**: In your closing paragraph, thank the employer for considering your application and express your interest in the opportunity to discuss your qualifications further in an interview. Remember, everyone starts somewhere. What you lack in experience, you can make up for with enthusiasm, willingness to learn, and transferable skills. Be sure to proofread your cover letter for any errors before sending it.

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How to Write a Construction Proposal: Free Template, Examples & 7 Tips

• AEC Marketing
• Educating and Informing

Posted by: Cinthya Soto

As a construction company or contractor, the first step in securing more projects is to craft a compelling construction proposal. This important document not only serves as one of the biggest selling tools for your construction company. However, participating in construction project bids can be a stressful journey. Crafting precise construction bids and submitting them to clients requires dedicated time, resources, and effort. 

To speed up the proposal creation process, we suggest having a construction proposal template ready. This proposal template should include all the essential elements of a winning proposal , so you don’t have to start from zero and should also be customizable, so you can make it your own and add any changes you’d like. 

In this blog, we will teach you how to write an effective construction proposal that stands out from the competition. We will also prove you with examples of construction proposals, top tips to boost your chances of winning the bid, and a downloadable construction proposal template.

What Is a Construction Proposal? 

A proposal for construction is a formal document submitted by a construction company or contractor to a client or project owner. Its purpose is to outline the details of a construction project, including the scope of work, cost estimates, timeline, materials, and other relevant information.

The proposal serves as a key communication tool between the construction firm and the client, providing a clear understanding of the project’s objectives and how it will be executed. Creating a construction proposal is easier when you have an effective construction proposal template you can customize.

What’s the Difference Between a Construction Proposal and a Construction Bid?

The term “construction proposal” is often used interchangeably with “construction bid” and “construction bid proposal.” However, a bid differs from a proposal. Proposals include all the details found in estimates, quotes, and bids but go beyond simple approximations. They are tailored and specific, highlighting the unique value that a construction company can provide to a potential client. 

A construction proposal is used as a persuasive tool to showcase the construction company’s capabilities and convince the client that they are the right choice for the project.

When submitting a proposal, you are likely to face competition from other companies that want to win a client’s business. Therefore, it is crucial to use a compelling construction proposal template and invest time in writing the details of the proposal to effectively showcase the value you can offer. 

On the other hand, a construction bid is used by the project owner to compare different offers from various contractors. After evaluating the bids, the project owner can select the most suitable and competitive bid to award the construction contract.

Bids are specifically common in the construction industry , especially for larger projects. Sub-contractors frequently submit construction bids to general contractors to undertake specific portions of the project. 

To summarize, bids and proposals are very similar, but proposals tend to be more detailed. Both are useful in different situations, and people will continue to use them interchangeably. 

Why Construction Proposals Are Important

Construction proposals are essential for several reasons. A construction proposal is not only about winning clients and making money; it’s also a way to show off your company. It reflects both what makes your company special and its overall image. A construction proposal plays a crucial role in the construction project’s success and the relationship between the construction company and the client. Here are some key reasons why construction proposals are important.

1. Brand Identity and Reputation 

Highlighting the construction company’s brand identity in the proposal reinforces its reputation and credibility. Using custom brand assets , colors, and other customized and personal elements can make a difference between winning or losing a potential client. 

A strong brand identity, built on trust, reliability, and quality, can make you stand out from other bidders and instill confidence in the client and reassure them that they are choosing a reputable contractor.

2. Clarity and Understanding 

A well-written construction proposal provides a clear and detailed outline of the project’s scope, timeline, and cost. This ensures that both the construction company and the client have a shared understanding of what will be delivered and at what cost.

3. Transparency and Trust 

You should define client expectations and be straightforward about what you are going to provide for the client. A comprehensive construction proposal demonstrates transparency in the pricing and cost breakdown. When the client sees a detailed estimate, they are more likely to trust the construction company, leading to better client-contractor relationships.

4. Project and Resource Planning 

The proposal serves as a foundation for project planning and execution. It helps the construction company allocate resources, plan schedules, and coordinate tasks effectively.

5. Client Decision-Making 

For clients, reviewing proposals from different construction companies allows them to compare offerings and select the best-suited contractor for their project. The proposal becomes an important document in the client’s decision-making process.

What Is Included in a Construction Proposal?

A construction proposal will typically include:

• Contact information
• Specification of parties 
• Scope of work 
• Work schedule
• Relevant authorities 
• Cost breakout 
• Terms and conditions 
• Warranty 
• Signature line 

Below, we’ll go into more detail on what information to include in each section.

Additionally, here are some optional construction proposal elements to consider: 

• Exclusions: Provide information about work, materials, or equipment provided by others. 
• Materials: Outline the specific materials that will be used on the project. 
• Labor: Describe the type of labor for the project and how many hours for each.

Equipment: This is useful for contractors that require heavy equipment on the job.

How do you write a construction proposal? 

Writing a construction proposal requires careful planning and attention to detail to ensure that all the necessary information is included. Here’s a step-by-step guide on how to create winning construction proposals : 

1. Specification of Parties 

The first part of a construction proposal is to highlight the details of both parties involved. Identify the parties involved in the construction project, including the construction company (contractor) and the client (owner). 

2. Contact Information 

Make sure to include both your contact information and the clients on the first page of the proposal. Include both parties’ names, logos, addresses, phone numbers, email, and any other relevant contact details. 

3. Scope of Work 

Describe in detail the scope of work that the construction company will undertake. Providing a detailed description of the work you’ll be performing is crucial in any construction proposal. This section should outline all the tasks and activities to be completed. We suggest dedicating a good amount of time to this section, ensuring it is highly detailed and comprehensive by listing all the services and tasks you offer. 

If you plan to use a sub-contractor for certain tasks you won’t be performing, make sure to include their information and estimated cost, clearly outlining the responsibilities of each party involved. These will be the “exclusions” to the scope of work, which includes work that will not be done by the general contractor. 

A thorough scope of work prevents any misunderstandings or unexpected tasks that may arise if it’s not properly outlined. 

4. Work Schedule 

A realistic timeline is essential for successful project management. Present a realistic and detailed work schedule, including start and completion dates for each phase of the construction project. Make sure to include the time needed for obtaining permits and approvals, as well as the steps of work and completion. Remember to account for potential delays due to weather, delivery services, and other external factors beyond your control. 

5. Relevant Authorities 

Identify any relevant authorities or regulatory bodies that the construction project must comply with, such as building codes or permits required. The relevant authorities in a construction project refer to the roles and responsibilities of both your crew members and anyone else with decision-making power. This includes individuals at local municipalities, affiliates, and partners involved in the job. 

6. Cost Breakout 

Also known as administrative breakout, the cost breakout section should provide a comprehensive breakdown of the estimated costs for the entire project. This should include: 

• Labor 
• Materials 
• Equipment 
• Permits 
• Any other relevant expenses 

It’s essential to have a payment schedule outlining how and when the client will compensate you for the work you are performing. 

Normally, the cost should be stated on the first page of the proposal. If your proposal extends beyond one page, include the total cost on the first page and the detailed breakout on the page where it falls naturally. 

7. Terms and Conditions 

In this section, outline the legal and contractual terms and conditions that both parties must agree to before starting the project. This section may cover: 

• Payment terms 
• Insurance requirements 
• Dispute resolution 
• Other important aspects 

The more specific and clear the conditions, the smoother the outcome will be. Both parties must acknowledge and accept the scope of work, costs, and terms in writing to avoid potential legal disputes later in the project. 

8. Warranty 

Specify any warranties or guarantees offered on the completed work. Clearly state the duration and coverage of the warranty. In this section, you outline the specific work you are responsible for fixing and the conditions under which you will do so. Additionally, it clarifies the aspects you are not liable for. 

9. Signature Line 

Lastly, there’s the acceptance of the proposal. Leave space for the authorized representatives of both parties to sign the proposal, indicating acceptance of the terms and agreement to move forward with the project. This will happen if the project owner is satisfied with the construction proposal. The signatures serve as the foundation for a legally binding document between the two parties, confirming their agreement to the terms and conditions specified. 

Construction Proposal Templates 

Here are some construction proposal examples to help you get an idea of what your construction proposal should look like. 

Commercial Construction Proposal Template 

Architecture Firm Proposal Template

Residential Construction Proposal Template

Source: Smartsheet

Roofing Proposal Template

Remodeling Contract Template

Source: Sample

But there’s so much more to learn about the proposal creation process outside of meeting the basic requirements. Here are a few short tips for customizations you can add that make your proposals stand out.

Writing Tips When Using Your Construction Bid Template 

Although there are no guaranteed construction proposal templates that ensure you win every bid, writing customized, detailed, and accurate proposals that showcase your business increases your chances of securing the next project. Here are 7 tips to help you craft a compelling and successful bid proposal:

1. Customize Your Proposal 

Tailor your bid proposal to the specific needs and requirements of the client and the project. Avoid using generic templates and instead, include personalized details that address the client’s goals and objectives. Show that you have taken the time to understand their vision and how your construction company is the best fit for their project.

2. Focus on the Details 

Provide a comprehensive breakdown of the project’s cost estimate, including specific budgeting details. Clearly outline labor, materials, equipment, permits, and any other relevant expenses. Be transparent in your pricing and avoid vague or ambiguous figures. A well-detailed budget inspires confidence in your financial planning and helps the client make an informed decision.

3. Specificity 

Use specific language and avoid vague or general statements. Provide concrete examples and data to support your claims. Specificity adds credibility to your proposal and shows that you have a well-thought-out plan for the project.

4. Show Project Impact 

Highlight the positive impact your construction company’s work will have on the client’s project. Explain how your expertise and approach will lead to successful project outcomes, such as increased efficiency, improved functionality, or cost savings. 

5. Demonstrate You Understand the Client’s Pain Points 

Address the client’s pain points and challenges explicitly in your proposal. Show that you have a deep understanding of their needs and concerns and explain how your construction solutions will alleviate these issues. 

6. Set the Timeline 

Present a clear and realistic timeline for the project, detailing each phase’s duration and key milestones. Ensure that the proposed timeline aligns with the client’s project objectives and any deadlines they have set.

7. Make Sure Your Data is Accurate 

Double-check all the data, figures, and information provided in the proposal. Inaccurate data can negatively affect the client’s confidence in your abilities and professionalism. Accuracy in your proposal reflects your attention to detail and commitment to delivering accurate results. 

Contractor Proposal FAQs 

Here are some questions that may arise during your construction proposal creation journey. 

What to Avoid When Writing Construction Contracts? 

When writing construction contracts, avoid:

• Ambiguous language
• Incomplete scope of work
• Unclear payment terms
• Lack of change order procedures
• Omitting penalties for delays
• Insufficient insurance coverage
• Ignoring local regulations
• Incomplete indemnity and liability provisions
• Unclear warranty terms
• Neglecting dispute resolution mechanisms
• Using templates that aren’t customizable 
• Neglecting signatures and execution dates 

What Should a Construction Proposal Look Like? 

Typically, a construction proposal can be a short one-page document (or a long, more in-depth proposal) that includes the contractor’s contact info, what work will be done (tasks, phases, and things to finish), cost breakdown (materials, supplies, equipment, and labor), payment plan, project schedule, rules, guarantee, dispute resolution, and signatures of both parties.

What Does Proposal Mean in Construction? 

When a customer has a construction project, they create a job posting, and contractors submit their proposals. These proposals are formal documents outlining project details, scope of work, timeline, cost estimate, and payment terms. The proposal serves as a communication tool for the client to assess the company’s capabilities and make an informed decision about the project. The winning contractor is often the one with the lowest bid, making it somewhat like an auction. 

How Do I Write an Independent Contractor Proposal? 

At the very least, a proposal for work, which becomes a legal contract when signed by both parties, must include the following:

• Names and contact information of the owner and contractor
• Work location
• Detailed description of the work to be done (scope of work)
• Cost of the work and payment schedule
• Signatures of both parties and the date 

How Do I Respond to a Construction Request for Proposal (RFP)? 

To respond to a construction request for proposal (RFP) :

• Review the RFP thoroughly 
• Understand the client’s needs 
• Form a response team 
• Include an executive summary 
• Address each RFP requirement 
• Propose a comprehensive approach 
• Demonstrate expertise and past successes 
• Provide transparent budget and pricing details 
• Emphasize quality and safety measures 
• Introduce key team members 
• Include client references or testimonials 
• Use visuals for clarity 
• Proofread and edit your response 
• Submit on time and follow the instructions 

Start Your Proposal for Construction With OpenAsset

To win clients and secure projects for your architecture firm, it’s essential to create compelling proposals. However, we recognize the obstacles you may encounter in this process. That’s why, unlike traditional DAM systems, OpenAsset offers a project-based DAM solution specifically designed for AEC marketers . With dozens of integrations and useful features, OpenAsset is the MarTech you need to create high-converting content, proposals, presentations, and much, much more. 

Get your free downloadable construction proposal template today. And if you’d like to learn more about our DAM technology, you can reach out to our Support team, here or contact one of our digital asset experts today to schedule a demo . 

Get OpenAsset DAM Insights

How to Create Winning Proposals

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5 Simple Steps to Writing a Better Proposal Cover Letter

From getting the prospect’s attention to showing you have the right solution, your proposal’s cover letter has a big job to do. I’m breaking down 15 examples to show you how to create your most persuasive cover letter ever, one that makes prospects excited to read on and sign on the dotted line.

11 min. read

Proposal cover letters.

Does that phrase strike fear in your heart? Or at least give you some anxiety?

From job applications to business proposals, writing a good cover letter, executive summary, or some other introduction isn’t easy.

So, this post will give you an easy-to-follow five-step process to create a killer CUSTOMIZED cover letter for every proposal you send out.

A proposal cover letter is important. It’s your proposal’s first impression with your prospect. It sets the tone, for better or for worse. And writing it can sometimes provide clarity on what should or shouldn’t be included in your proposal.

It shouldn’t be something you slap together before moving on to the ‘meat’ of the proposal or a dull fill-in-the-blank exercise that ends up sounding more canned than Campbell’s.

No more chunky and clunky cover letters.

But, at the same time, you can’t spend hours upon hours crafting a bespoke one. You have a deal waiting on that proposal to get done.

So, what you need is a good writing formula.

I’m borrowing from the outline that my colleague Jennifer set out in her proposal executive summary post . She knows what’s up, having written dozens of cover letters/executive summaries during her time in the digital agency world.

If you’re looking for the why and when, plus some dos and don’ts, of writing one of these bad boys, be sure to check out her post.

Now, let’s dive into the who, what, where, and how here, including some examples.

Executive summary vs. cover letter

What do these phrases actually mean?

It’s tricky because the terms ‘executive summary’ and ‘cover letter’ are sometimes used interchangeably in the world of proposals.

I mean, I just used both in the intro to this very post.

Me taking a photo of the culprit.

You might also hear other terms, like overview or introduction, being tossed around for this piece of proposal writing. But rest assured we’re all talking about the same thing.

Technically, there is some nuance to how each of these sections function in a B2B proposal.

First, a proposal cover letter and an executive summary have some things in common:

• They should appear at the beginning of your proposal.
• They should be one page long, maximum.
• They should be prospect-focused.
• They should NOT be overly sales-y or pitchy.
• They should NOT be a detailed rehash of the entire proposal.
• They should get the recipient excited to read on.

Now, here’s where they differ.

What is a proposal cover letter?

A proposal cover letter:

• Is more conversational.
• Is formatted as a letter with salutation and sign-off.
• Doesn’t contain strategy or execution.
• Can be more persuasive (like how a cover letter for a job mentions why you’re the best person for it).

What is a proposal executive summary?

A proposal executive summary:

• May be formatted as a statement.
• Tells the story of how you provide solutions for your clients and the impact (evidence) of your solutions.
• Stays quite high-level.

Sometimes a prospect will specify that your proposal should include one or the other or both, like when you’re responding to an RFP . However, if there are no client specifications it’s up to you which one you include, how you write and structure it, and what you want to label that section in your proposal document.

Okay, now let’s get writing—with some examples to help you visualize the steps and tips.

How to write a cover letter for your proposal in 5 simple steps

One of the hardest aspects of writing a cover letter is including all the information you want to convey while keeping it as brief as possible and being compelling or even entertaining at the same time.

It’s okay. Here’s how to achieve all that in just five steps.

Step 1: Get their attention Step 2: Show you understand the challenge Step 3: Show you have the right solution Step 4: Show your work Step 5: Tell them what’s next

Step 1: Get their attention

“Snoozefest Co. is excited to submit this proposal to you.”

Are they though?

It reads more like this to a prospective client: “Snoozefest Co. is going through the motions in this proposal intro so we can cash your cheque.”

This is the very first thing the prospect will read in your business proposal! It needs to grab some attention.

Here are some examples of more impactful ways to open your cover letter.

Cover Letter Example 1 - Business consulting

Cover Letter Example 2 - Electrical

Cover Letter Example 3 - Public relations

Why these examples work

They put the focus on the client.

Congratulate them on a recent (relevant) company achievement. Show that you get what it’s like to be in their shoes . Offer up a fun fact or industry statistic that signals you’re already thinking about their market niche.

They build curiosity.

Segue your way to success. Each of these first paragraph examples creates build-up, curiosity, and excitement for what the prospect will read next and throughout the rest of the proposal. Ask a question. Don’t give away all the answers just yet. (what is the “light at the end of the tunnel”?)

They start to allude to the pain point.

You’ll go more in-depth into the challenges you’re solving in the next few paragraphs but it’s good to get it out there up top. It could be more explicit, like in example 1 (how to go from good to great when you’re already at capacity), or it could be more subtle, like how the specific mention of “heritage home” starts to set up the challenge in example 2.

Step 2: Show you understand the challenge

Sometimes when we write, we gloss over the pain point. It can be awkward to write about the challenges someone is facing in their professional life; you don’t want to suggest they don’t know what they’re doing or they’re not good at their job.

In a cover letter, though, it’s essential to dig into the ‘pain point’ they’re feeling in order to close the deal. Showing you understand the obstacles they’re facing is the best way to position your company as the only solution to their challenges. (See Step 3.)

But avoid any urge to make it about you. It can come off as “Look how smart I am!” Again, turn it back to the prospect. A good way to do this is to make sure you use the word ‘you’ more than ‘I’ or ‘we’ in this section.

Cover Letter Example 4 - Legal services

Cover Letter Example 5 - SaaS/Social

Cover Letter Example 6 - Insurance

Why these examples work:

They say what the prospect is likely thinking.

Show you understand all aspects of the prospect’s challenge by bringing up objections before they have a chance to, and then knock them down. Legal advice is too expensive and complicated? Not when you partner with us!

They’re complimentary.

Butter your prospect up a bit. They’re not experiencing these challenges that you understand so well because they’re bad at their jobs. No, maybe it’s just a resourcing issue! Like in Example 5, you can position your team as the experts who take challenging tasks off people’s plates.

They show off the benefits of doing business with an expert.

Give them peace of mind. You’ve done this before and this isn’t your first rodeo. You see and understand the full challenge so you can help clients avoid problems before they crop up.

Step 3: Show you have the right solution

Okay, NOW you can talk about yourself. With a few cautions:

• Keep it relevant. Your company’s Best Float win at the local parade is cool and all but now’s not the time.
• Keep it concise. It’s time to ‘elevator pitch’ your solution.
• And keep it upbeat without overhyping. You want your solution to sound attractive, but don’t write cheques with your cover letter that the rest of the proposal can’t cash.

Cover Letter Example 7 - Solar

Cover Letter Example 8 - Web design

Cover Letter Example 9 - PR

They keep things high-level

No need to outline the eight different ways you’ll test their website or every single PR tactic you’ll use. This isn’t a book report on your proposal.

They still stay specific.

“Public relations...creates and maintains your public image, and positions you as a leader in your industry” is better than “we make you look good”.

But notice that these examples don’t use jargon. If a jargon-y phrase is used, like responsive design, it’s immediately explained in a non-technical way. Stick to plain language like this, unless you cater to a highly-specialized specialized audience that will understand acronyms and look for that industry-insider lingo.

They show how you’re putting everything on the table.

Look at how these cover letters talk about the sales document they’re about to read over. For example, the proposal is not just a package; it’s a “comprehensive package”.

It’s the difference between presenting the proposal as ‘here’s some info’ and ‘we’re presenting you with all the details, including facts and figures’. Let the reader know that your proposal gives them everything they need to make an informed decision.

Step 4: Show your work

Time for a not-so-humble humblebrag .

Maybe it’s a team skill set you’re known for. Or some original research you’ve done that would resonate with this prospect.

You could showcase how your company is a power-player in your niche via previous work you’re especially proud of or awards you’ve received. Or give a quick preview of your proprietary process.

Basically, the information you include in this paragraph should provide an answer to the question on every prospect’s mind: why should they work with you ?

Cover Letter Example 10 - Exterior pressure washing

Cover Letter Example 11 - Content marketing

Cover Letter Example 12 - Construction

They give the references some ‘meat’.

If you’re talking about existing customers, don’t just name drop. Highlight some impressive outcomes you’ve achieved for them as well. For example, they didn’t just construct a building at NYU, it’s an award-winning building they built at NYU.

They cite the facts.

If there’s a specific accreditation that clients will need to know about (i.e.: are you licensed, bonded, board-approved, etc.?), now’s the time to mention it. Basically, anything that would differentiate you from competitors. In a market dominated by big national brands? Talk about how your business is family-run. Or vice-versa.

They go granular but don’t get into the nitty-gritty.

Again, be as specific as possible without going into too much detail.

Talking about “our process” is okay. But “Our four-step process” is an ideal amount of information for the purposes of this cover letter since you’re going to explain the steps later on in the proposal.

Step 5: Tell them what’s next

Your sales team wouldn’t end a sales call without discussing next steps. Your proposal cover letter is no different.

The closing is your chance to set expectations, either for the prospect or yourself. Don’t forget that you have to keep your end of the bargain. If your cover letter says you’ll follow up with them in a certain amount of time, for Pete Campbell’s sake, do it.

(Bonus: If you’re using proposal software, you’ll be notified when your prospect opens your proposal so you can perfectly time your follow up.)

Cover Letter Example 13 - Construction

Cover Letter Example 14 - Financial Services

Cover Letter Example 15 - Public Relations

They show how the vendor and the prospect together.

Why will this specific partnership work? You’ve talked about them, you’ve talked about yourself, now it’s time to talk about why you’ll go together like a square-hole colander and quinoa. (A square shape keeps the round grains from falling through while you’re rinsing it. Obviously.)

They ask for the sale.

You’ve refrained from selling throughout this cover letter. Now’s the time to ask for the close. Don’t shy away from presuming that you’ll be the winning proposal, that you “hope” they’ll pick you.

They talk about the next steps.

What literally happens next? Should they sign now? Will you be meeting to walk through the proposal before a signature is expected? Are you going to follow up with them? Let the reader know what’s expected of them and what they should expect from you.

A quick caveat before you rush off to write your proposal

There you have it. And now you just plug these pieces into your cover letter and copy these examples word for word and…

Not so fast.

The 15 example snippets above are all pulled from our proposal templates , all written by professional writers. Templates and samples like these are amazing starting points. But they aren’t the end-all, be-all.

Notice that all these samples are written in a slightly different voice? How you word your proposal if you’re in legal or financial services might be different than how you would write one in the marketing industry or the world of pressure washing.

And how YOU word your proposal should be consistent with your brand voice, including language, tone, and style . The information you include should speak to YOUR ideal customer. Remember, the cover letter is your proposal’s first opportunity to persuade your prospect that you’re the best choice to hire.

Conversions don’t come from canned, uncustomized content. Use these steps and examples as the catalyst for your own authentic version of a pitch-perfect cover letter for your proposal.

17 Tips to Perfect Your Business Proposal Game

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How To Prepare to Write a Business Proposal

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Wanna take the guesswork out of closing deals in 2021?

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How to write a bid proposal for construction

Craft persuasive bid proposals for construction projects with this comprehensive guide. Explore key components, from project overview to pricing details. Understand the importance of accurate estimates, detailed timelines, and persuasive language to impress clients and win contracts. Equip yourself with the tools to showcase expertise and professionalism.

Knowing how to write a bid for construction is an essential part of being a subcontractor. Keep reading to learn about the best bid-writing practices that will improve your bid-hit ratio.

Table of Contents

How to write a bid for a construction job

Let’s dive right into the steps for writing effective construction bids.

Know the bid process

Before you even begin writing bid proposals, you need to familiarize yourself with the process. Check out this article on construction bidding for a detailed walkthrough. In it, we cover important terminology along with the various stages of the bidding process.

Once you learn these details, you’ll be able to focus on crafting a great bid rather than stumbling through the process itself.

Review the project documents

Estimators and other professionals involved in the bidding process aren’t cheap. As such, it’s in your best interest to avoid putting them to work on bids that aren’t actually a good fit for your company.

Start by thoroughly reviewing the project documents. This should be easy if you’re using a construction bidding platform since clients typically make various detailed documents accessible on those sites. Check out this article for a great list of bidding sites to use.

If the client provides a bid sheet template, use it

Clients will often include construction bid sheet templates as part of a project’s documentation. You’d be wise to use these templates since it will make things easier on the client’s personnel responsible for reviewing several proposals.

It also communicates your willingness to adapt your way of doing things based on the client’s needs, which is an important trait to have throughout any construction project.

Of course, when clients don’t include construction bid proposal templates, you’ll need to create your own. We’ll look at that next.

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Craft a professional construction bid proposal template if none is provided

When creating your own construction bid proposal template, there are several guidelines to follow. Let’s go line by line.

Every construction bid sheet template should include a heading that reads “Bid Proposal” so clients know exactly what they’re looking at even as your document gets passed around and separated from any initial correspondence.

Recipient information

Next, you need to include information about the recipient, including:

Name: See if the project listing specifies anyone in particular; otherwise, list the company.

Phone number

Job name: Include any unique identifiers you’re aware of, including the project’s number and exact address; don’t just say “Walmart” since the client may be building several of them.

Architect/general contractor

Services you intend to provide

Underneath the client information, you need to include a list of the services you intend to provide. This is among the most important parts of your bid since it will help the client understand exactly what is included in the price.

It’s crucial that you be specific with this list. We’ll get into that shortly.

This is where you’ll include the dollar amount you’d like to be paid for the services listed above. You should arrive at this figure following a thorough estimating process aimed at ensuring your offer is fair for everyone involved.

This is also where you should specify a payment schedule if the client has not indicated one. Generally, your payment schedule will include details about any initial amounts owed along with the intervals at which you expect to be paid.

This is, of course, another very important consideration since it will have a direct impact on your company’s cash flow for the duration of the project.

Optional information

For many projects, the construction bid sheet template we’ve described up until this point will be more than enough. However, there are situations in which you might want to include additional information, such as the following.

Alternative Prices

Here’s where you can demonstrate how your price will change if certain services are added or removed. It’s generally recommended that you only include alternative prices if the project requirements are poorly defined or you get the sense that the client is open to suggestions.

If you include this section, it should be formatted to include:

Description: This will provide some context for the alternative price, including when you would recommend using it.

Add: If the alternative price is higher than your base bid, here’s where you’ll specify how much of an increase is involved.

Deduct: If the alternative price is lower than your base bid, here’s where you’ll specify how much of a decrease is involved.

Revised price: Don’t force the client to break out a calculator! Run the numbers yourself and include a revised price based on the addition or deduction you identified in the previous two points.

Include as many alternative prices as you think are necessary but keep in mind that too many will likely be confusing.

Unit prices

Occasionally, clients may request that you include unit prices. This amounts to a line-by-line description of each item, the quantity required, the unit of measure, and the price per unit.

It typically only makes sense to include unit prices when the project is small. For example, if you’re a subcontractor building a new deck for a client, they might want to know how many planks of wood you’re purchasing and at what cost. When building a skyscraper, though, unit prices may be less relevant.

An allowance in construction terms is a specific dollar amount generally reserved for work that you’ll need to subcontract out.

It’s expected that these amounts won’t be 100% accurate but it will give the client an idea of what to expect. Subcontractors will fine-tune the figures once they conduct an on-site inspection.

Warranty information

Do you plan on providing any service after the structure has been built? This can be a major selling point and should be mentioned as part of your proposal.

Need to write an executive summary? Check out this guide for more information.

Be specific about the scope of work

Communication is key in construction. As such, you shouldn’t be surprised to learn that it’s a key part of learning how to write proposals for construction as well.

By communicating the exact intended scope of work within your bids, you’ll reduce the likelihood of clients setting unreasonable expectations. Additionally, you’ll open the door for clients to communicate their needs in advance if they happen to differ from the scope of work you’re proposing.

Of course, you may be less willing to set a restrictive scope of work if you really need or want the job. However, keep in mind that specificity can also be reassuring for clients. You’re not just telling them what they won’t get but also what they will.

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Communicate what happens in the event of unforeseen circumstances

While this may not neatly fit into any of the fields we outlined in the construction bid template section, you do need to think about and communicate how you plan on approaching unforeseen circumstances that might impact project financials.

These will most likely be notarized in the formal contract but it’s not a bad idea to specify any non-starters beforehand. For example, many contractors will specify upfront that clients are responsible for handling site issues like the removal of previously-undisclosed asbestos.

Write clear messages when communicating online

There’s little sense in crafting a beautiful construction bid proposal only to flub the delivery. Whatever medium you’re using to communicate with clients (email is popular these days), make sure you proofread messages carefully.

Typos aren’t the only thing to watch out for! You should also be aware of any potential issues regarding clarity.

Remember that format isn’t everything

Knowing how to write a bid for a construction job goes beyond formatting. You also need to make a credible, thoroughly-researched offer!

This begins at the estimating stage – learn more about it . Don’t forget to rely on your construction resource management data from similar past projects as well since this will be a valuable predictor of future expenses.

Prepare a professional bid every single time

Take care to produce professional bids for every project that requires one. Even if you have a long history with a particular client, there’s no guarantee that the same person who reviewed past proposals will be involved with this one. Treat every new endeavor as if you’re dealing with that client for the first time.

We hope this guide has been useful in showing you how to write a proposal for construction. While writing a proposal can seem daunting at first glance, it isn’t rocket science. By following best practices and producing a credible offer, you can greatly increase your chances of success.

For more construction management tips, visit the Bridgit Blog .

Michel Richer

Michel Richer is the Manager of Content and Product Marketing at Bridgit. He started in the construction industry early on with a local restoration company. Michel is driven to propel the construction industry forward by helping to eliminate outdated, ineffective processes.

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Construction Bid Cover Letter (Sample)

If you’re bidding on a construction project, here’s a sample template you can use to write a construction bid cover letter .

Dear [name of potential client],

Thank you very much for approving us as one of your bidders for your project. I feel thrilled about working on this project. I believe that our company, [ company name], is most suitable to work with you.

The bid I proposed includes those previously indicated in the building specs we have discussed. Should there be any changes, kindly contact me so I can review my bid and provide you with an accurate cost.

Please give us a call if you have concerns or questions regarding my bid.

Thank you very much for this opportunity. We hope to hear from you soon.

Other Free Letter Templates

• Filing Pleadings to Clerk of Court
• Providing Invoice from Programmer to Client
• Cover Letter to Contractor on Non – Disclosure Agreement
• Letter from Design / Advertising on Delivery of Materials
• Executive Letter to Request for Reimbursment
• Cover Letter for Submission of Work as a Writer
• Letter from Attorney on Settlement Package
• Cover Letter Form Consultant on Contract Transmission
• Cover Letter for Lawn Service Bid
• Cover Letter from Photographer on Package and Payment Request
• Cover Letter from Editor on Request for Novel Rewrite
• Cover Letter from Marketing Firm Re: Questionnaire
• Cover Letter from Accountant Re: Invoice and Tax Documents

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The construction RFP guide: How to build winning proposals

For construction firms, receiving a request for proposal (RFP) represents an opportunity to win new business. However, due to the level of detail and number of people involved, responding to a construction RFP is costly and complicated.

This post will explore common RFx documents used in construction projects and RFP trends. In addition, I’ll cover simple tips to create a successful RFP process. Finally, I’ll offer examples, templates and completed proposal examples.

Types of RFx documents in construction

3 construction rfp trends to pay attention to.

• Optimize your go/no-go process

Include an awesome cover letter

Establish a clear process, create highly-customized proposal content, leverage rfp software, tools and resources, construction rfp examples and templates.

• Completed construction proposal examples

There are a few different types of documents within the construction firm selection process. Generally, there are two RFx documents that come up most frequently. They are the request for qualifications (RFQ) and requests for proposals (RFP). While they sound similar, both of these documents serve a different purpose within the process. To be sure, understanding the difference will save you time and effort.

Request for qualifications

A construction RFQ is a formal document asking for details about a firms’ experience, previous projects and credentials. Consequently, the results of the RFQ may help the client narrow down the list of vendors that will receive the invitation to bid.

Most construction projects will require an RFQ of some kind. In order to make the process easier, the American Institute of Architects developed a standardized form. They call their version of the RFP a Contractor’s Qualifications Statement. Here’s an example of that type of construction RFQ.

Request for proposal

A construction request for proposal (RFP) is the next step in the project. The RFP provides all the details the firm will need to create a bid. It defines project scope, background, deliverables and more. Typically, questions in the RFP either ask about experience or technical requirements.

Some construction RFPs are issued as open bids, so any firm can respond. This is common with government construction projects. In other cases, the RFP may only be issued to a select group of construction companies. This is called an invitation only RFP. Then, when a firm is selected, the winning construction proposal often serves as a guide for the contract.

1. Partnerships over price

For most companies, construction projects represent a huge investment. While the project may seem like no big deal to you, it’s certainly very important to the client. For the procurement team creating the RFP, the stakes are high. They’re out of their comfort zone and feeling a lot of pressure ensure the vendor they pick can deliver a successful result.

With that in mind, the client is looking to work with someone they can trust. For many, finding a partner that understands their needs is more important than getting the very lowest price. Every client wants a construction firm that seems as invested in success as they are. Don’t get me wrong, there’s no doubt that pricing is still a deciding factor, it’s certainly not the only one.

2. Diversity and sustainability

More and more, companies are prioritizing partnerships with organizations who hold similar values. This trend started in general strategic sourcing but has gained momentum. In the last few years, it’s become fairly common to see questions about social responsibility included in an RFP for a construction project. If your firm hasn’t already, it may be time to create and formalize proposal content that speaks to your company’s diversity and sustainability.

3. Digital lead sources

Not only is the content of the RFP changing, but how construction firms acquire new business is changing as well. In the past, word-of-mouth referrals and reputation were the most prevalent source of new business. But now, digital marketing practices are resulting in an influx of new RFP opportunities.

Construction companies are adapting quickly. The Construction Marketing Association’s (CMA) 2020 marketing outlook survey confirms the digital trend. Indeed, more than 70 percent of construction marketing teams planned to increase their focus on social media marketing and content marketing in 2020. A robust digital presence delivers value by improving client education, building the firm’s reputation and expanding their reach.

Simple tips to build winning construction proposals

Optimize your go/no-go discussions.

A winning construction proposal takes time. So how do you decide which RFPs to respond to? Afterall, no one wants to spend hours writing content for an RFP that’s a lost cause. Sometimes improving your win rate is as easy as being more selective and deliberate.

Spend a little time with the data from your past projects. Explore your previous successful proposals as well as lost opportunities to identify trends. For example, if you often win retail new build projects in up-and-coming suburbs, you know you’ve got a good shot. Alternatively, if you’ve never been selected for a commercial real estate project in a certain zip code, RFPs from that area might not be a good use of your time. Every go-no-go discussion will weigh a lot of factors, but careful consideration is key.

Additional go/no-go considerations:

• What is the overall value of the project?
• Are we a good fit for the client’s needs?
• Will this project impact our current client commitments?
• Do we have all the available resources for prompt delivery?
• Does this client have future projects we could win?
• Has the firm partnered with the client on previous successful projects?

A well-crafted, memorable RFP cover letter can make your proposal stand out from the stack. This seemingly small touch serves as a warm and friendly introduction to your firm. In the age of efficiency it helps humanize your business during the evaluation phase, which is often a boring and robotic process.

Your construction proposal cover letter should include:

• Addressees — Include the evaluator(s) names
• Greeting and introduction — Be genuine, avoid “thank you for the opportunity”
• Summary of RFP needs — Focus on the client’s project, not your firm
• Your qualifications and differentiators — Share a success story from a previous client
• Thank you and closing — Define next steps with a call to action, finish with an actual signature

There are a lot of moving pieces in your construction company. Depending on your size (and the size of the RFP), you may need up to a dozen people to complete your response. So, between your marketing team, subject matter experts, subcontractors and consultants, getting your construction proposal team aligned is going to be a challenge. Afterall, many of the people you need to complete the response are traveling regularly, working in the field and generally a little hard to pin down.

This is where a well-defined process and proposal management strategy can save a ton of time. I find using a RACI matrix really helpful for organizing proposal projects. A RACI matrix brings clarity to the process. It breaks down the process into chronological steps. Then, it identifies which person or people will be responsible, accountable, consulted and informed for the steps.

Because everyone agrees to their specific roles and responsibilities before the project begins, there’s much less confusion. As the project goes on, the RACI matrix becomes an easy reference point for who is doing what and when. It also helps to focus each team member on their work without getting distracted by other parts of the project.

While creating a repeatable process with reusable content is key to efficiency, customization is crucial to winning. Certainly, every proposal will contain some of the same general information. So, there’s a lot of value in creating a knowledge library to work from. However, it’s important to remember that your proposal content repository is the foundation you build from, not the finished product. But, before you jump into tailoring the proposal to the client, you have to really dig into and understand their needs. Heather Ledbetter, marketing manager at JE Dunn , explains saying:

“One of my team’s biggest challenges with responding to RFPs is figuring out what the client truly wants and needs from us and then finding innovative, creative and memorable ways of presenting our information in the most concise and understandable way. Also understanding what actually differentiates us from our competitors for that specific client and project, and showing how those strengths align with the client’s goals.”

Your content is what sets you apart from your competitors. In fact, when surveyed, 30 percent of CMA members reported that content was the most important winning factor in proposals. So it’s worth it to invest some extra time in understanding the client’s needs and making sure your content addresses them.

Despite the challenges, creating your next proposal could be much easier. There are a lot of great RFP management solutions, tools and resources available. These tools can help improve your process with insights, automation and advice.

RFP software for construction teams

There are a lot of RFP response tools and resources available. However, if you’re looking for one tool to centralize content, connect your team and improve your process, RFP software delivers a ton of value.

With proposal management software you can:

• Automate your proposals ⁠— Leverage software to quickly find relevant content in your knowledge library, track your team’s customizations and edits
• Centralize team collaboration ⁠— No more tracking responses in email or hunting for the most recent version of the proposal
• Assign tasks and enable remote teams ⁠— Engage your SMEs wherever they are, and get responses quickly
• See real-time insights ⁠— Never miss another deadline with real-time proposal progress, project dashboards and reporting

Additional tools and resources

In addition to RFP software, there are a lot of great tools and resources for construction proposal managers available online. Here’s a list of a few of our favorites.

Construction Marketing Association (CMA) Connect with other industry professionals and explore the CMA’s library of helpful research and reports, including their Modern Marketing for Construction Brands guide .

Construction Productivity blog While not all of their content relates directly to the RFP process, this blog from PlanGrid includes many insights about construction project management and collaboration.

Construction marketing groups on LinkedIn Joining LinkedIn groups is an easy way to stay up to date on all the latest construction industry trends. I recommend checking out: Construction Marketing Ideas , Construction Marketing Association , and The Chartered Institute of Marketing – Construction Industry group .

Construction management blog from The Balance Small Business Great for small to medium-sized construction companies, this blog offers advice on everything from the best construction books to read to creating a detailed scope of work document.

Construction RFP databases There are several databases for industry RFPs including FindRFP , the RFP Database and Construction Monitor . The services are subscription-based, but offer a consolidated list of open RFPs.

To help prepare your next construction RFP response, consider how you would write a compelling proposal for these projects. Each RFP example below offers a different set of requirements, presented in a different style.

3 RFP examples

General contractor RFP for Judicial Council of California facility modification This RFP example is for ongoing facility updates needed by the Judicial Council of California. The RFP indicates that multiple construction firms will be selected for a variety of projects, so the evaluation is based on qualifications rather than specific bidding based on scope.

Non-profit renovation project RFP for The Lower East Side Business Improvement District This RFP is for a small interior and exterior renovation. The document outlines how each construction RFP response will be evaluated. Criteria include construction approach, quality of work, experience, policy conformity and cost. It’s worth noting that cost is listed last.

Vermont Integrated Architecture on behalf of the town of Hinesburg Construction RFP example This RFP example is interesting because it is issued by an architecture firm on behalf of their client. Because the firm has already started the project, the list of deliverables is long and detailed.

Construction RFP response templates

When you’re ready to dive in and create your construction proposal, start here.

General construction proposal template This PDF from JotForm allows some simple customization. However, you’ll need to copy and paste content from your proposal content repository. So, be careful to ensure that your answers are current and you’re working from the right version.

In some cases, the organization issuing the RFP may include a response template. The template may be for the entire response, or just one portion of it. Generally, it makes the evaluation process easier for the RFP issuer. Templates like these mean your written answers need to be even more straightforward, customized and compelling.

Construction RFP template from the City and County of San Francisco Housing Department As you might expect, the City and County of San Francisco has a lot of construction needs. To help make the process easier for interested construction firms, they provide this template. Firms are not required to answer with this form, but it helps them ensure they don’t miss including any crucial information.

Aquatics and activity center RFP for Springville City with fee proposal form This RFP is for the construction of a new aquatics and activity center for Springville City, but it doesn’t provide a full construction proposal template. However, the RFP does require that firms complete the fee proposal form included to make price comparisons easier.

Construction proposal examples

If you’re looking for inspiration for your next construction proposal, check out these examples. These completed proposal examples can help you create your next template.

Hensel Phelps construction proposal for Atherton Town Center project Branding plays a big part in the look and feel of this Hensel Phelps construction proposal example. The proposal has a cover letter that quickly explores the firm’s accomplishments and qualifications, which makes a great impression at the very beginning of the proposal.

Kiewit proposal for Maryland Department of Transportation When responding to an RFP from the Maryland Department of Transportation, Kiewit has customized their construction RFP response to include iconic Maryland imagery. For example, the footer of several pages features Maryland’s state bird, the Baltimore oriole. The firm’s attention to detail as well as clear graphics and well written answers make this a great construction proposal example.

LCG Pence Construction proposal for Reynolds High School Addition This proposal from LCG Pence Construction offers a great mix of visual elements as well as clear responses. The firm clearly defines their process, experience and examples of their past work for similar projects.

The value of building a better construction RFP response

When it comes to responding to RFPs, improving the efficiency of your team as well as the quality of your proposal leads to positive outcomes all around. We hope that with knowledge of trends, a solid process and inspiration from others, you’ll be well on your way to winning.

• Should I bid on this RFP?: A guide
• The architect RFP: How to issue and respond
• The website RFP: How to issue and respond

RD is a senior copywriter at Responsive. He has more than 15 years of experience in writing, content development, and creative strategy. Connect with RD on LinkedIn .

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Free Construction Proposal Templates and Forms

By Diana Ramos | December 10, 2020

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In this article, you’ll find construction proposal templates for engineering, residential, and commercial construction projects. For a selection of free construction bid proposal forms, see our comprehensive compilation of construction bid templates in Excel, Word, and PDF formats.

Included on this page, you’ll find a residential construction proposal template , a roofing proposal form , an engineering project proposal template , and an equipment lease proposal template .

Simple Construction Proposal Template

This form features a basic design for creating residential or commercial construction proposals. The template includes contact details for owner and contractor, along with sections to outline the scope of the project, exclusions, terms and conditions, and itemized costs. Choose from a fillable PDF form or an Excel template that performs calculations automatically.

Download Simple Construction Proposal Template

Excel | PDF

Commercial Construction Proposal Template

This template provides an outline for creating a commercial construction proposal that you can customize based on project type and scope. Provide clients with a breakdown of proposed schedule phases, preconstruction and construction responsibilities, key team members, relevant experience, and pricing. Attach any supporting documents, such as team member resumes, insurance documents, or a detailed Gantt chart schedule .

Download Commercial Construction Proposal Template

Residential Construction Proposal Template

Create a thorough proposal for a residential construction project. Include a compelling cover letter, experience and qualifications details, proposed home plans or examples of previous projects, and a list of costs for labor and materials. The template also has sections for specifying work and materials not included in the proposal, warranty information, and terms and conditions.

Download Residential Construction Proposal Template

Engineering Project Proposal Template

Provide clients with a company profile, project overview, detailed scope of work, and itemized cost estimate. Create a project timeline that shows target dates for each step — from initial engineering design to the construction phase. The template provides automatic calculations for easy cost estimating. 

Download Engineering Project Proposal Template — Excel

Roofing Proposal Template

This proposal form includes space for an evaluation, scope of work, project specifications, and details on insulation, flashing, adhesives, and other materials you need for roofing jobs. Use the pricing table to list the projected costs for labor and materials, and add your own warranty information and agreement terms for a comprehensive roofing proposal. You can also adapt this template for use on residential or commercial roofing jobs.

Download Roofing Proposal Template

Equipment Lease Proposal Template

Designed for equipment leasing companies, this template provides cost estimation and leasing terms for construction machinery. Include a cover letter and business profile describing your services, as well as a plan to meet the leasing needs for a specific construction project. The template includes space for an itemized list of equipment expenses, and a section for adding terms and conditions.

Download Equipment Lease Proposal Template

Construction Bid Proposal Forms and Resources

Get tips on writing a bid proposal and find related templates, including a request for proposal (RFP) form . Explore our in-depth guide to construction bidding to learn how to win more bids and find resources for commercial, residential, and government construction opportunities. In our management articles, you’ll find a range of construction management tips and templates , from project schedules to budgeting templates and subcontractor documentation.

Easily Manage and Track Construction Proposals with Smartsheet

From pre-construction to project closeout, keep all stakeholders in the loop with real-time collaboration and automated updates so you can make better, more informed decisions, all while landing your projects on time and within budget.

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

Unite construction teams through real-time collaboration with Smartsheet.

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Word & Excel Templates

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Construction Bid Proposal Letter Template

You can make a bid for a construction project if you want to work as a contractor or a subcontractor. The person you are writing this proposal receives many proposals from different people. Therefore, you need to write a type of proposal that stands out.

When you write a proposal considering a specific construction project, you will have to write a construction bid proposal. In this proposal, you let the reader know that you are interested in that project. Furthermore, it is your responsibility to mention that you want to complete the construction project and the amount that you charge for your services.

Who writes this bid proposal?

There is no rule about who can write the proposal or who cannot. However, in general contractors and subcontractors write this proposal letter. They want to get the contract of undergoing the construction work and then they earn money. If you are running a construction company that works for other people, you can always get the project by writing different proposals.

What are the different types of proposals?

Two types of proposals are there which are given below:

Solicited construction proposal:

A solicited proposal is written in response to a request for a proposal. In this proposal, the request is taken into consideration and then a proposal is tailored.

Unsolicited construction proposal:

When you don’t have received any requests but you know that writing a proposal can help you get a project, you can write an unsolicited construction project proposal.

Read the sample letter in the following:

Sample letter 1:

Subject: construction bid proposal for [X]

Respected sir,

We would like to take the opportunity to write you a proposal letter in response to a request for a proposal we received on 15th September 20XX for the construction of an office.

Our construction firm has been working on various building works for the last 5 years. We have finished many projects during this time. Our team of engineers and designers work in collaboration to reach a beautifully designed construction structure.

After having a thorough review of the work you want to be performed, we have concluded that the project will need at least 2 months to complete. Since you have not mentioned the budget of the project, we are not in a position right now to give you the pricing information.

We would like a meeting with you to discuss lots of things that have not been covered in this proposal. We look forward to a positive response from your side.

Thanking you.

Size: 32 KB

Sample letter 2:

Subject: [ABC] construction bid proposal for [XYZ]

We are pleased to have this opportunity to write a proposal letter in response to the request for a proposal that you advertised in the newspaper for the construction of your office. We have thoroughly reviewed the entire project and its requirements and have concluded that we have a tendency to work on this project and meet your needs.

As a construction company, our objective is always to meet the needs of our clients and design a construction structure that shows compliance with safety regulations and looks aesthetically pleasing at the same time.

Based on the amount of work you have mentioned in the description of the project, it will take more or less 2 months to complete this project. Our team can also speed up the work in case you want it to be finished a bit earlier than planned. However, for quick work, more money will be charged.

Details of pricing and a complete timeline of the project completion have been attached to this letter. If you like our proposal, you can conduct a meeting with us. We are ready to discuss things in more detail in a face-to-face meeting with you.

Thank you so much for giving us this opportunity to write a proposal for a project for a prestigious company like yours.

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Volume 43 - Issue 23 - June 6, 2024

State of Kansas

Department of Transportation

Request for Proposals

Notice to Consulting Firms

The Kansas Department of Transportation (KDOT) is seeking a qualified consulting firm, or team of firms, to perform construction inspection services on multiple projects in various counties. Summary information for each project is provided below in Table 1.

Interested consultants must upload a proposal by 12:00 p.m. (Central Time) June 26, 2024, to the Bid Express page to be considered for selection.

Consultant Prequalification

Consulting firms interested in providing service on any project listed below must be prequalified by KDOT in following category(s):

• Category 241 – Construction Inspection and Testing

If a firm is not currently prequalified by KDOT, a proposal may still be submitted. Firms not prequalified must also provide documentation that demonstrates the firm is qualified for each specified category listed in this notice for the project. Firms must use the KDOT prequalification form to provide this documentation. KDOT 1050 Prequalification Category Definitions (Blue Book) can be found at http://www.ksdot.org/descons.asp . Consultants may create a team to meet the prequalification requirements. All firms doing business with KDOT must be registered and in good standing under the laws of the State of Kansas at the time of contracting and must comply with applicable state and federal laws, rules, and regulations.

Background and Scope of Projects

With this single solicitation, KDOT is requesting consulting services for construction inspections on the projects listed in Table 1. This table provides summary information for each project. One consultant will be selected to perform services associated with each group listed. Firms can express interest in the groups for which they would like to be considered by submitting a response as indicated below. There is no guarantee that a firm which has expressed interest will be selected for any project(s).

Additional project information including construction scope to be inspected, a detailed description of the project location, and resources and inspection scope specifically requested from consultants in this request can be viewed in an online table at https://ike.ksdot.gov/about/construction-inspection-rfps . Upon publication of this Request for Proposals, KDOT anticipates each of these inspection efforts will require full teams (project manager and inspectors, as opposed to single role staff augmentation as is occasionally request) for various types of construction inspection except as noted in the table. Watch the website linked above for updated information. Tabulated information (both in this Request for Proposals and on the website) shall not be relied upon during inspections. It is provided for the convenience of consultants, specifically to aid in making decisions about which projects they are interested in performing.

Specific project needs are subject to modification and/or cancellation at KDOT’s discretion.

Anticipated Consultant Scope

The scope of construction inspection services and certifications required will vary for each project and are listed in the table available on the website noted above. Inspection efforts will be managed out of the offices listed. Also included for the convenience of consultants are indications of which grouped projects are currently slated to be performed by the same contractors.

Anticipated Schedule and Key Dates

• Proposals are due by or before 12:00 p.m. (Central Time) June 26, 2024.
• Ranking of proposals is expected to occur on or around June 28, 2024. Negotiations with the most highly ranked firm are expected to begin on or around July 5, 2024. An executed agreement is anticipated shortly thereafter.
• Anticipated scope starts dates and working days or anticipated calendar completion dates are shown in the table. All dates are subject to change.

Instructions for Proposal

• No cost or pricing information shall be submitted with the proposal. Proposals including cost or pricing information will be considered non-responsive and withdrawn from further consideration.
• The consultant’s proposal must not exceed the page limit laid out in Table 2 below (including any cover letter, index, etc.). All pages shall be standard letter size (8.5” x 11”). Any page larger than standard letter size will be counted as two or more pages depending on size.
• A single PDF (10MB maximum size) of the proposal including all attachments must be uploaded to the appropriate bid form on Bid Express by the proposal due date and time.
• “ConstInsp Multiple Projects_2024.06 Release FIRM NAME”
• The proposal must be accompanied by Special Attachments No. 8 (“Tax Clearance Certificate”), No. 10 (“Policy Regarding Sexual Harassment”), and No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”). If you need a Tax Clearance Certificate, you can request one at https://www.ksrevenue.gov/taxclearance.html . Allow 2-3 business days for processing. All attachments are required for every firm involved in a multi-consultant team. Upload these files as instructed in Bid Express.
• Each team is limited to a single, one-page cover letter.
• Consultants may indicate interest in any and all projects, indicate preference (s) for up to three projects, and shall both indicate interest and preferences on the “June 2024 Construction Inspections Interest & Preference Form is provided on the Bid Express page to complete and upload. Also, consultants are to use the bottom of that form to indicate any capacity limitations that need to be taken into account when making selections.
• Describe the approach they plan to execute to deliver success on the project.
• Present the relevant qualifications and experience of the people they are proposing will provide the services.
• Provide the firm’s familiarity with KDOT and the project area.
• Finally, consultants are limited to a single, on-page descriptions of general qualifications (“Past Performance” selection plus “Approach to Quality Control” section) regardless of the number of projects in which they are expressing interest.
• Table 3 lists the evaluation criteria and associated weights which will be used to make a selection.
• Although not anticipated at this time, KDOT reserves the right to interview for the requested services associated with any of the listed projects prior to making final selections.

Contract Terms and Conditions

A standard KDOT agreement for engineering and technical services will be used for professional services projects. The following special attachments will need to be provided by the selected consultant and all subconsultants with the signed work order following negotiations and will become attachments to the contract.

• Special Attachment No. 8 (“Tax Clearance Certificate”)
• Special Attachment No. 10 (“Policy Regarding Sexual Harassment”)
• Special Attachment No. 12 (“Certification of Company Not Currently Engaged in the Procurement or Obtainment of Certain Equipment, Services, or Systems”)

Special Contract Conditions

Batch Request for Proposals.

All questions regarding this Request for Proposals shall be submitted via Q&A section of bid form in Bid Express.

Questions can be submitted until June 13, 2024; answers will be provided to all prequalified consultants on June 20, 2024.

Calvin Reed Secretary Department of Transportation

Doc. No. 052193