BidBanter Template Workbook

This Workbook is a valuable tool for optimizing your communication through email. It offers guidance on key phrases
essential for effective Project Management.

Guide to Key Codes

Recipient of Communication / Communication Type)
(

SOL: Solicitation
PP: Past Performance
**Best time to implement!
SUB/QUOTE
*Opening Communication to Subcontractor

Hi,

We are seeking quotes from qualified vendors. We intend to make a decision

by the end of business day (day of the week). Provide your best quote for
us. Quote shall consist of furnishing all necessary equipment, labor, and
materials necessary to accomplish the specified project for the client.

Service Address:

Service Period:

The contractor shall be responsible for

In an effort to receive the highest quality service at the lowest possible

price, the government requests all available discounts on all services offered
for this requirement. If you have any questions, feel free to contact me
directly.

When can we expect your quote?

Sincerely,

Email Closing
(SUB/PP) Past
Performance Request
*Only send when SOL requests
Good morning,
We have received your quote. Your quote is pending
review. My client, the government, will use its discretion
to determine the sources of past performance
information. References may be checked.
Provide 3 most recent referrals where you have
completed similar work. Be sure to include each detail,
as necessary. This information is to assist in evaluation
of relevancy to this project in terms of type, complexity,
and magnitude.
• Name:
• Business Name:
• Address:
• Phone number:
• Date of service:
• Email:
• Brief description of similar service provided:
• Approximate Project Value:
Lastly, who will be the main Point of Contact for this
project?
If you have any questions, please let me know.
Sincerely,
Email Closing
( SUB/FOLLOW UP) Follow Up Email
*Contact the subcontracting company before the SOL deadline for a status update.

Good morning ,

Are you still considering the project?

Sincerely,

Email Closing
Solicitation Opening
Document (GOV/SF1449)
*Info Needed to complete Bid Submission

Company Name

Point of Contact

Street Address

City, State Zip Code

UEI / CAGE

Point of Contact/Title
Key Personnel Request (SUB/KEY PERSONNEL)
*We have requested the information, but it was not provided, and SUB is curious.

The client needs to know the people behind the project, which is why it’s essential to include the key personnel involved
in management plans. It creates a sense of trust, as well as understanding that a quality and experienced team will be
handling the project.

Who is the Key Personnel?

GOV/BID
*Email for Bid Cubmission

Good evening,

Please consider our proposed bid. If you notice any errors/discrepancies,

please feel free to contact me. Thanks in advance.

Sincerely,

Email Closing
SUB/TECH
*SOL specifically requests specific data

Also, describe what tools/equipment and resources you will use to complete this job?

Provide a step by step approach on how to accomplish the work and include a list of equipment being used. The
government needs to ensure you truly understand the job.

How long will it typically take to perform your duty?

How many employees are intended to work?

Do you use biobased products? If so, please list.

After it is received, we will start to process your estimated quote and proceed to the next step.

Thank you
SUB/TECH
*SOL specifically requests info

We will review this quote. The last step would be to provide information to
show your capabilities to perform the work.
Please include the following:
(1) Qualifications/experience?

(2) Staffing plan; how many workers are scheduled to complete this task?

(3) What potential problems could relate to the successful completion of the
project?
If you have any questions or concerns, please let me know.
Sincerely,
Email Closing
GOV/Follow Up
*To confirm project with GOV

Good afternoon,

I wanted to check in with you on the status of the award. Any update?

Sincerely,

Email Closing
SUB/Technical Statement
*SOL specifically requests info. Include with Past Performance Request)

Quality Technical Plan

a. How will the Contractor recruit and retain qualified individuals who can
perform the services required and in a manner that meets the performance
standard?
b. How will the Contractor deliver quality of service described in this PWS?
c. How will the Contractor provide uninterrupted services?
d. How will the Contractor accomplish project management, inspections,
process improvement, correction of deficiencies in their areas of
responsibility?
e. How will the Contractor monitor deficiencies; and ensure that deficiencies
do not reoccur?
Sincerely,
Email Closing
GOV/SITE VISIT
*SUB requests to visit site

Good evening,

We want to ensure we are able to provide the best quote to save the
government a ton of revenue.

Are we able to arrange a site visit for Monday or Tuesday? What time works
best?

Thank you
BASIC PAST PERFORMANCE
*SOL specifically requests info, email to send after quote received. Send in response to Quote received, only IF SOL
requires

Great, thank you. We have received your quote. Your quote is under review.

Lastly, how long will it typically take to complete your duty?

How many employees are intended to work?

Also, describe what tools/equipment and resources you will use to complete this job?

Provide a step by step approach on how to accomplish the work and include a list of equipment being used.

The government needs to ensure you truly understand the job, as well as ensuring all equipment is approved.

Please send at your earliest convenience.

Thank you
SUB/I'M THE POC
*SUB questions who to converse with and desires to speak directly with the
GOV

Good evening,

If you are interested in being considered for this job, it is important that you
understand that you will be dealing with me exclusively. No intermediaries or
third parties will be involved in the agreement.

Therefore, if you accept and commit to the terms of the job for the
government, please send your quote right away so that I can review it.

Once I have reviewed and accepted your proposal, we can move forward
with the project.

Thank you
SUB/FULL PRICE
*SUB provides pricing not according to my requests

Good afternoon,

We appreciate the itemized quote, but in order to be considered, we need the total price that encompasses all relevant
fees and costs. Please provide us with this information promptly so that we can make an informed decision about our
contractor. Time is of the essence, so please treat this request with urgency.

Thank you for your cooperation.

Sincerely,

Email Closing
SUB/NET30
*SUB is curious about payment terms.

Hello,

Billing will be on a monthly basis, after the services for the month have been
performed ("in arrears"). Usually, payment is disbursed within 10-15 days.

The government abides by stringent NET30 payment terms that guarantee

timely and efficient fund disbursal within 30 days of invoice receipt.

Are you interested in moving forward for consideration?

Sincerely,

Email Closing
SUB/CONGRATS
*Initiating Subscription for the Project (Version 1)

Hello [Name],

We are thrilled to have you on board!

To ensure that everything flows smoothly, please provide us with your signature on the attached Service Agreement.
This agreement is important as it outlines what's expected of both parties involved: you and us. By signing it, we will be
able to move forward together towards a mutually beneficial partnership come the start date of [Date].

After all, success starts with a solid foundation – and this agreement is precisely that. So let's get started and make sure
our business relationship is off to a great start by making sure you sign this document!

Sincerely,

Email Closing
SUB/WON AWARD
*Initiating Subscription for the Project (Version 2)

Good Morning,

You have been chosen to participate in the [Project Name].

Please find attached the Service Agreement for your signature. Kindly review it and send it back to us via email.

I would appreciate it if you could let me know the proposed start date. This will allow us to adequately prepare the staff
for the project.

Sincerely,

Email Closing
GOV/DEBRIEFING REQUEST
*Project has been awarded and you'd like to know what you can do to
improve

Good morning,

May I kindly request debriefings in accordance with Federal Acquisition

Regulation (FAR) 15.506?

It would greatly assist me in identifying the necessary changes required to

enhance and improve future proposals, thereby increasing the likelihood of
success.

Your cooperation would be greatly appreciated.

Thanks
SUB/NEED PP ASAP
*Approaching SOL deadline and need Past Performance

Good morning,

Today is the final day to accept quotes. I have forwarded your quote; however, the government will only acknowledge it
once you confirm your relevant experience. They might reach out to your prior customers to ensure your capability to
deliver excellent service.

Would you prefer to share your recent experience so that we can proceed with the next steps, or should I inform the
client to move forward with other potential contractors?

Sincerely,

Email Closing
SUB/PRE-WORK
CONFERENCE
*Informing the SUB of the meeting before the Project starts

Good morning,

The purpose of this meeting is to thoroughly discuss the schedule of work,

and work performance requirements, contract terms, and to familiarize both
parties with the responsibilities of each under the terms of this contract.

The scheduled time will be….

Sincerely,

Email Closing
SUB/PUSH BACK
*SUB is hesitant to provide answers requests by the GOV

Hello,

The type of investigation required is because we work on a contract that is

for more than 180 days. You will need to answer the questions that the
security office is asking to proceed.

Thank you
Conclusion and Next Steps
Congratulations on using the BidBanter Template Workbook! You're now prepared to succeed in government
contracting.

Next Steps
1. Implement the templates and strategies in your daily processes.
2. Seek feedback to continuously improve.
3. Stay updated on the latest industry developments.

Additional Resources
BidWinner CRM - Manage your projects efficiently.
DealMaker Call Journal - Track your bid outreach efforts.

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See you on the Winning Side,

GovCon Lashawn

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