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The RFP Response Checklist

12 sections federal evaluators actually score — use it before every submission.

Evaluators score section by section against stated requirements. Missing or weak sections cost points — regardless of capability.

Cover Page & Executive Summary

✓Directly addresses the solicitation number and agency
✓Names key personnel and their roles
✓States your understanding of the requirement in 2–3 sentences
✓Highlights your differentiator — not just your capabilities

Technical Approach

✓Maps your methodology to each PWS/SOW task
✓Uses the agency's own language from the solicitation
✓Explains the 'how,' not just the 'what'
✓Includes diagrams or process flows where permitted

Management Approach

✓Shows org chart mapped to contract requirements
✓Identifies key personnel with quals tied to the work
✓Includes a transition plan (even for new contracts)
✓Addresses risk identification and mitigation

Past Performance

✓Includes 3–5 contracts relevant to this scope
✓Matches contract size, complexity, and agency type
✓Uses CPARS language where available
✓Quantifies results — not just descriptions

Staffing Plan

✓Confirms availability of key personnel
✓Shows bench depth and contingency staffing
✓Addresses subcontractor roles and oversight
✓Aligns labor categories to solicitation requirements

Quality Control Plan

✓Defines QC roles and responsibilities
✓Describes inspection and acceptance procedures
✓Includes corrective action process
✓References applicable standards (ISO, CMMI, etc.) if relevant

Schedule / Delivery Plan

✓Includes a project schedule aligned to SOW milestones
✓Identifies critical path and dependencies
✓Shows buffer for review and revision cycles
✓Addresses how schedule slippage will be managed

Price / Cost Volume

✓Follows the exact format specified in Section L/M
✓Provides labor category breakdowns if required
✓Includes ODC and indirect cost explanations
✓Ensures price is competitive but defensible

Small Business Subcontracting Plan

✓Required if over the applicable threshold
✓Identifies specific small business partners
✓Shows realistic percentage commitments
✓Includes outreach and compliance tracking approach

Data Rights & IP

✓Asserts rights correctly for any proprietary data
✓Identifies any license restrictions on deliverables
✓Addresses software and tool IP if applicable
✓Reviewed by legal before submission

Compliance Matrix

✓Maps every Section L requirement to a proposal section
✓Confirms page limits, font, and margin compliance
✓Flags any deviations or assumptions explicitly
✓Reviewed by a second person before submission

Final Review Checklist

✓All required forms signed and included (SF-33, reps & certs)
✓Proposal submitted via correct portal by deadline
✓File naming follows solicitation requirements
✓POC contact info is current and correct

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