Bid Proposal Template (Malta)

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 public or commercial tenders, and a clear statement of whether the price includes or excludes VAT.

Public tenders in Malta follow a threshold-based process

Malta's Public Procurement Regulations set a threshold (periodically revised) above which a contract is administered by the Director of the Department of Contracts on behalf of the contracting authority, rather than by that authority directly; below the threshold, the authority generally manages the process itself. Maltese procurement law is, in turn, a transposition of the relevant EU procurement directives. A private commercial bid does not need to follow this framework, but a bidder responding to a Maltese public tender should read the actual call for tenders rather than assume general commercial bidding norms apply.

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 VAT, and how additional work is priced.

Bid bond

An optional clause for a bid bond or other surety, common on larger public 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.

Maltese compliance checklist

A public tender carries additional rules this template does not attempt to satisfy on its own — always read the actual call for tenders.

• Confirm which body administers the tender

  Above the Public Procurement Regulations' current financial threshold, a contract is generally administered by the Director of the Department of Contracts on behalf of the contracting authority; below it, the authority typically manages the process itself. Confirm the specific arrangement for the tender before submitting.

  Department of Contracts, Malta

• Check bonding requirements

  Many public 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 VAT treatment clearly

  State whether the price includes or excludes VAT, since this affects how the client evaluates the bid against other bidders' prices.

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, VAT 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