Bid compliance checklist: seven checks before submission.

Authority · Proposal ownerIdentify the authoritative RFP, RFQ or tender pack, latest amendments and clarifications. Record the submission deadline and timezone. Reconcile changed wording before reusing an earlier answer. Evidence: source/version register and a closed or owned amendment impact list.

Coverage · Workstream ownersMap mandatory requirements, response sections, forms and attachments. Preserve buyer-required templates and response codes. Check page or word limits and unanswered fields. Evidence: a current compliance matrix with response locations and no unowned mandatory gaps.

Evidence · Evidence ownerTest the actual claim wording against the proof’s entity, product, geography, dates and scope. Identify unsupported claims, expired evidence and contradictions. Evidence: traceable claim → proof → approval links; replace or qualify a claim only through the authorised review process.

Approval · Authorised reviewersReconcile pricing, totals, commercial assumptions, offer validity and qualifications. Confirm required signatures and signing authority. Name any unresolved exception and its decision owner. Evidence: approvals covering the current offer and signed required forms. A finished drafting task cannot close an unresolved decision.

Candidate · Package ownerOpen each final export. Check naming, format, size, legibility, required attachments and consistency between the narrative, pricing and declarations. Record which file versions were checked. Evidence: the exact candidate inventory tied to the review. Reopen affected controls after a material rewrite, evidence substitution or new export.

Portal · Authorised submitterConfirm access, portal fields, allowed formats, upload limits and the buyer’s current deadline/timezone. Upload the checked candidate and inspect portal validation messages and available previews. Evidence: the uploaded filenames and resolved validation issues. REQVERA does not perform this human submission step or guarantee portal acceptance.

Release · Release ownerThe authorised person performs the final review and submits. Verify the buyer’s acknowledgement, time and referenced files where provided. Preserve the receipt alongside the candidate and approvals. Evidence: recorded confirmation; if acceptance is unclear, follow the buyer’s stated support process before the deadline rather than assuming success.