Why bids get disqualified, and how to avoid it
Eight avoidable mistakes that get public bids rejected before anyone reads the proposal, and a simple way to catch each one.
Public agencies have to treat every bidder the same way. If a response misses a requirement of the solicitation, the agency often has no choice but to reject it as non-responsive, before anyone evaluates the quality of the work being offered.
The good news is that most disqualifications come from the same few mistakes. Choose one below to see what it looks like in a bid package.
- Bid form, signed and notarizedForm ASignature line blank
- Acknowledgment of addenda 1 and 2Form BAddendum 2 not acknowledged
- Technical proposal, 20-page limitSection 326 pages
- Three references for similar contractsSection 4Two provided
- Exceptions to terms and conditionsSection 5Indemnification change requested
- Certificate of insuranceAttachment CNot included
- Pricing form, revised by addendum 2Attachment DOriginal form used; line 7 blank
- Bid bond, 5% of bid amountAttachment EIncluded
- Taxpayer identification formAttachment FIncluded
- Submission through the agency portalDue 2:00 PMUploaded 2:04 PM
Uploaded four minutes after the deadline. Late responses are almost always rejected unopened, however strong they are.
1. Late submission
Due dates and times are strict. A response received a minute after the deadline is usually rejected unopened. Plan to submit at least a day early, and allow for portal outages and upload limits.
2. Missed or unacknowledged addenda
Addenda can change requirements, quantities or forms after the solicitation is issued. Many solicitations require you to acknowledge each addendum in writing. Missing one, or answering to the original version, is a common reason for rejection.
3. Unsigned or un-notarized forms
Bid forms, affidavits and certifications often need an authorized signature, and some need notarization. A blank signature line can make the whole bid non-responsive.
4. Missing required documents
Insurance certificates, licenses, tax forms, bid bonds and similar documents are often mandatory. Check every one against the solicitation's list.
5. Wrong format
Page limits, file types, the number of copies and the order of sections all matter. Follow the format instructions exactly.
6. Pricing form errors
Using an outdated form, altering the agency's pricing sheet, leaving lines blank or making arithmetic errors can all disqualify a bid or make it impossible to compare. Use the current form exactly as provided.
7. Exceptions to the terms
Conditioning your bid on changes to the contract terms can make it non-responsive. If a term is a problem, raise it during the question period rather than in the response.
8. Missing references or experience
Minimum experience requirements and reference counts are often pass or fail. Provide exactly what is asked, in the format asked.
Catching them before you submit
Nearly every item on this list is caught by a compliance matrix built from the solicitation and every addendum, and a final check by someone who did not write the response. Ask the agency about anything unclear before the question deadline.
Where VelocityBids fits
VelocityBids gathers the bid documents in one place and prepares the response, forms and pricing schedule against the solicitation's requirements. Your team reviews the prepared answers, confirms the details and makes any changes before submitting.