Free Checklist – Responding to Request For Proposals (RFPs)

rfp-checklist

Want to avoid last minute mistakes when submitting your business proposal? It’s easy to forget something when responding to an Request For Proposal (RFP) as there are so many activities to coordinate. One way to ensure your proposal gets delivered on time – and with all requirements covered – is to create a checklist. Here’s a sample checklist to get you started.

Click here to download the RFP Submission Checklist template

Checklist – Submitting Business Proposals

You can use this checklist when responding to RFPs, ITTs and RFIs. Please note that this checklist does not cover all areas (ie non-exhaustive) but will ensure that all information required by the Request For Proposal is provided in accordance with it provisions.

Key Deadlines

  • ASAP – Confirm receipt of RFT document
  • Date – First deadline for sending queries
  • Date – Final deadline for sending queries
  • Date – Deadline for receipt of Tenders

Tender Documents

  • X printed, signed and executed copies and one electronic copy of Tender Documents.
  • Tender documents in envelope marked “Formal Title of Bid – Response to Request for Tender”
  • Tender documents delivered to the offices of [conform that this is the correct address] by the Closing Date for Receipt of Tenders (see paragraph X).

Confirmations and Certificates

  • Confirmation that Response complies with National law (see paragraph X).
  • Certificate there is no economic, legal, commercial or financial relationship with another Respondent (paragraph X).

Information

  • Furnished full details and identified licences, permits, permissions, including planning permission, authorizations etc required and have been obtained.
  • Provisions of details of ownership and group structures of Respondent or if joint venture or consortium, the members thereof and, the commercial and legal relationship among the members thereof and other agreements with required confirmations.

Compliance

  • Compliance with the provision of Section X.
  • Compliance with the minimum qualification requirements (paragraph X)

Response

  • Response completed in required format (paragraph X).

Tender Documents for Lot X must include the following:

  • Completed Specifications Template (ref Appendix 1)
  • Completed Costs Template (ref Appendix 2)

Tender Documents for Lot Y must include the following:

  • Completed Specifications Template (ref Appendix 3)
  • Completed Costs Template (ref Appendix 4)

ALL Tender Documents must include:

Signed Confirmation and Compliance Statement (ref Appendix 5)

Document RFP Submission Template

Click here to download the RFP Submission Checklist template

Conclusion

Every proposal writer has different ways of organizing their bids. One thing to watch is you are responsible for delivering the response – and if you’re working with a team of writers – is to assume the something is missing.
If you have this attitude, you are more likely to spot an omission, error, or discrepancy in the final document.

Sometimes it looks trivial, for example, the footers may be different. Create checklists to capture before the leave your office.

So, if you’re working later, under pressure, and coordinating many documents, use checklists to assemble the proposal correctly and make sure it gets submitted with all the relevant information.

Free and Premium MS Word, Excel and Apple iWork Templates

Acceptance Test Plan

Contingency Plan

Software Development Templates

Acquisition Plan

Conversion Plan

Software Requirements Specification

Action Plan

Cost Benefit Analysis

Software Testing

API Documentation

Database Design

Standard Operating Procedures (SOP)

Audience Analysis

Datasheet

Statement of Work

Availability Plan

Deployment Plan

System Administration Guide

Bill of Materials

Design Document

System Boundary

Business Case

Disaster Recovery Plan

System Design Document

Business Continuity

Disposition Plan

System Specifications

Business Plan

Documentation Plan

Technical Writing Templates

Business Process

Employee Handbook

Test Plan

Business Requirements

Error Message Guide

Training Plan

Business Rules

Expression of Interest

Transition Plan

Capacity Plan

Fact Sheet

Troubleshooting Guide

Case Study

Feasibility Study

Use Case

Change Management Plan

Functional Requirements

User Guide

Communication Plan

Grant Proposal

Verification and Validation Plan

Concept of Operations

Implementation Plan

White Papers

Concept Proposal

Installation Plan

Work Instructions

Configuration Management Plan

Interface Control Document

Software Development Templates

Acceptance Test Plan

Maintenance Plan

Software Requirements Specification

Acquisition Plan

Market Research

Software Testing

Action Plan

Marketing Plan

Standard Operating Procedures (SOP)

API Documentation

Needs Statement

Statement of Work

Audience Analysis

Operations Guide

System Administration Guide

Availability Plan

Policy Manual

System Boundary

Bill of Materials

Project Plan

System Design Document

Business Case

Proposal Manager Templates

System Specifications

Business Continuity

Proposal Template

Technical Writing Templates

Business Plan

Quality Assurance Plan

Test Plan

Business Process

Release Notes

Training Plan

Business Requirements

Request for Proposal

Transition Plan

Business Rules

Risk Management Plan

Troubleshooting Guide

Capacity Plan

Scope of Work

Use Case

Case Study

Security Plan

User Guide

Change Management Plan

Service Level Agreement (SLA)

Verification and Validation Plan

Communication Plan

Setup Guide

White Papers

Concept of Operations

Social Media Policy

Work Instructions

Concept Proposal

Contingency Plan

 

Configuration Management Plan

Conversion Plan