Proposal Compliance Matrix Builder

How to do it

1. 1
   Enter the solicitation details

   Type the proposal title, the solicitation number, your company and the due date.

2. 2
   Add a row for every requirement

   Use the exact reference from Sections L, M and C.

3. 3
   Fill in where it is answered

   Write the volume and section of your proposal for each requirement.

4. 4
   Assign owners and statuses

   Mark each row Open, Draft, Review or Done.

5. 5
   Print or download

   Use the print view for reviews, or download Word to share with the team.

About this tool

A compliance matrix is a table that maps every requirement of a solicitation to the place in your proposal that answers it. Evaluators score what they can find, so a matrix protects against missing a "shall" and helps the team track progress. This builder lets you enter the solicitation details and add one row per requirement with the reference (for example L.3.1 or C.5.4), the requirement text, where it is answered, the owner and the status. It shows a live table with a count of completed items and exports to print, PDF, Word or plain text.

Who this is for Proposal managers, capture leads, small businesses responding to a federal or state solicitation and consultants who write proposals. It also works for grant applications and tender responses that list requirements.

How to build a matrix Read Sections L and M of the solicitation (instructions and evaluation criteria) and the statement of work in Section C. For each sentence that tells you to provide, describe, demonstrate or comply, create a row. Use the exact wording of the requirement or a faithful summary, and the reference number so reviewers can check. Then write the volume, section and page of your response in the "where answered" column.

Columns that help a team The owner column makes sure that each requirement has one person responsible. The status column, with words such as Open, Draft, Review and Done, lets you see at a glance how close the proposal is to submission. The tool counts rows marked Done, Complete or Final and shows "x of y" in the summary table at the top.

Using the matrix in review Print the table for a pink team or red team review and ask the reviewers to check each row against the proposal text. A requirement answered in more than one place should list both. Requirements that the solicitation contradicts or leaves unclear should be noted in the questions you send before the deadline.

Worked example A small firm responds to a help desk contract. The table has three rows: L.3.1 (staffing plan, answered in Volume 1, Section 2, owner PM, status Open), M.2 (three past performance references, Volume 2, Section 1, Draft) and C.5.4 (24x7 coverage, Volume 1, Section 4, Done). The summary shows 1 of 3 done.

Limits The matrix does not read the solicitation for you and is not a guarantee of compliance. Always follow the instructions in the solicitation itself.

Worked example

A matrix for a help desk solicitation with three requirements: a staffing plan, past performance references and 24x7 coverage, with one of three marked Done.