Bid Proposal Template (Canada)

Exclusions and assumptions are the most disputed part of a bid

The free version has no exclusions or assumptions list at all — which means every disagreement about what was actually included in the price has to be argued from a purpose paragraph that says nothing specific. This template adds a dedicated exclusions-and-assumptions section, because most bid disputes come down to "I assumed X was included" versus "X was never priced."

A real pricing structure, not one number

A single lump-sum figure with "extras priced separately" and no rate card gives the client nothing to evaluate the bid against. This template adds itemised pricing lines, an optional bid bond for larger government or commercial tenders, and a clear statement of whether the price includes or excludes GST/HST.

Government procurement is layered, not one system

Federal procurement follows its own rules; each province and territory runs its own separate procurement policy for its own agencies; and the Canadian Free Trade Agreement (CFTA) sets non-discrimination obligations and monetary thresholds that tie the federal, provincial and territorial systems together for covered procurements. A bid template that treats "government tender" as a single national process risks pointing a bidder at the wrong rulebook or the wrong threshold.

Clause-by-clause guide

Bid reference and parties

The bid or tender reference number, and the contractor and client (or contracting authority).

Scope of services

What the contractor proposes to provide, matched against the project or specification being bid on.

Exclusions and assumptions

What is not included in the price, and what assumptions the price relies on — the section most bid disputes turn on.

Pricing

Itemised pricing lines, whether the price includes or excludes GST/HST, and how additional work is priced.

Bid bond

An optional clause for a bid bond or other surety, common on larger government or commercial tenders.

Schedule

Key milestones and the phase-by-phase timeline for the proposed work.

Validity and acceptance

How long the bid remains open, and how the client's acceptance is communicated and becomes binding.

Termination

Pays the contractor for work actually completed and committed costs if the client terminates for convenience, rather than the full bid price.

Confidentiality and signatures

Keeps the pricing confidential between the parties, and records acceptance with signatures.

Canadian compliance checklist

Government tenders carry additional rules this template does not attempt to satisfy on its own — confirm the specific tender's requirements.

• Confirm which procurement framework and threshold applies

  The Canadian Free Trade Agreement sets non-discrimination obligations and monetary thresholds covering federal, provincial and territorial procurement, adjusted periodically for inflation, alongside each government's own separate procurement rules for its own agencies — check which framework and threshold governs the specific tender.

  Canadian Free Trade Agreement — Procurement

• Check bonding requirements

  Many government and larger commercial tenders require a bid bond (guaranteeing the bidder will sign the contract if awarded) and, separately, a performance bond after award — confirm what the specific tender requires before submitting.

• State GST/HST treatment clearly

  State whether the price includes or excludes GST/HST, since this affects how the client evaluates the bid against other bidders' prices and varies by province for the HST-participating provinces.

How to complete this template

1. Enter the bid reference and parties. Add the bid or tender reference, and the contractor's and client's details.
2. Describe the scope, exclusions and assumptions. State what is included, what is excluded, and any assumptions the price relies on.
3. Add the pricing and schedule. Enter the itemised pricing lines, GST/HST treatment, and the phase-by-phase schedule.
4. Add a bid bond if required. Switch on the bid bond clause if the tender requires one, and enter the surety details.
5. Set validity, sign and submit. Set how long the bid remains open, then sign and submit it before the tender deadline.

Frequently asked questions