How to Write a Freelance Bid

A successful bid is not always the cheapest offer.

Regardless of your industry, when you are a freelancer, you may need to prepare bids for contract opportunities. These might be publicly available on the many Internet bidding sites or you can research and find bidding opportunities from state, local and federal government agencies that match your qualifications. The key to preparing successful freelance bids is demonstrating that you are the best provider and that you understand your prospective client's needs and requirements.

Things You'll Need

• Capability statement
• References or client list
• Spreadsheet software

Instructions

1. Collect from the potential client the "request for bids" document and any amendments, revisions or relevant information that may have been added, such as questions and answers from pre-bid conferences. Bid solicitors often hold meetings, or pre-bid conferences, to clarify bid documents, requirements and procedures. In some instances, these conferences result in modifications to the initial request for bids.

2. Carefully read the request for bids. Take note of deadlines, deliverables (productors or services), specifications or dimensions, if relevant, and acceptable response formats. Create a checklist to use while you prepare your response.

3. Outline your bid, using your notes about the request for bids. Your response must show that you are capable of fulfilling the deliverables within the time specified by the bid offer.

4. Write a summary of your relevant capabilities and provide details about any similar projects that you have already completed. Include paid and volunteer projects.

5. List each service that you propose to provide to complete the bid requirements. Describe how you will accomplish each task and the deliverable that you will produce for the prospective client.

6. Estimate the time that each service or product will require in hours, days or in accordance with the request for bids. Prepare a schedule or time line that shows when the prospective client can expect to receive each deliverable.

7. Prepare a cost estimate for the service that you propose to provide in response to the bid. In some cases, you can present a choice of rates to the prospective client. If the bid document specifies a daily or hourly rate, use a spreadsheet to calculate your rate so that your response fits the specifications.

8. Provide references for your professional experience that relate to the bid. Attach a list of your previous clients, if applicable.

9. Review the bid submission guidelines and use your checklist to be certain that you have included all necessary documentation, attachments and price quotes. Sign and date any pages or forms that require signatures.

Tips & Warnings

• Make copies of your completed bid package for your files. Submit the bid a day or two ahead of the actual deadline, when possible.

• Attending bidder's conferences lets you get the latest version of the bid requirements, without waiting to get the update by mail. This also lets you size up your competitors or forge partnerships that could make your bid response stronger.

• Plan to finish writing your bid a few days before the actual deadline. This gives you extra time to manage unexpected problems that could derail a last-minute submission.

References

• Capture Planning: How to Write a One-Person Proposal --- for When Your Product Is Yourself
• Ewing Marion Kauffman Foundation; FastTrac GrowthVenture-Pricing Policies; 2006
• General Services Administration, Acquisition Central: Federal Acquisition Regulation, Subpart 14.2---Solicitation of Bids

Resources

• Onvia: Responding to an IFB, RFP or RFQ