Proposal Submission Checklist
You have spent weeks writing your proposal. Do not let a formatting error, missing attachment, or compliance gap eliminate you from competition. This checklist covers everything you need to verify before hitting submit.
Walk through each section in order: compliance verification, volume review, formatting checks, submission steps, and team approvals. For detailed guidance on writing your proposal, see our proposal writing guide.
Compliance Matrix Verification
Verify your proposal addresses every requirement in the solicitation.
Build or update compliance matrix against the solicitation
Create a matrix mapping every RFP requirement (Section L instructions and Section M evaluation criteria) to the specific page and section in your proposal where it is addressed. Every requirement must have a corresponding response.
Verify all Section L instructions are followed
Section L tells you how to prepare your proposal. Review every instruction for content requirements, submission format, volume organization, and page limits. Non-compliance with Section L instructions can result in elimination.
Verify all Section M evaluation factors are addressed
Section M tells you how your proposal will be evaluated. Ensure your proposal explicitly addresses every evaluation factor, subfactor, and element. The more directly your proposal maps to the evaluation criteria, the higher your score.
Cross-reference all SOW/PWS requirements
Verify your technical approach addresses every requirement in the Statement of Work or Performance Work Statement. If the solicitation includes a checklist or deliverables list, ensure each item is covered.
Verify all CDRLs and deliverables are acknowledged
If the solicitation lists Contract Data Requirements List (CDRL) items or specific deliverables, confirm your proposal acknowledges each one and describes your approach to delivering them.
Volume and Page Count Review
Ensure each volume meets page limits and contains required content.
Verify page counts for each volume against RFP limits
Count the pages in each volume and compare against the maximum page counts specified in the solicitation. Include all pages that count toward the limit (text, charts, graphics). Exclude only what the RFP explicitly says does not count (such as cover pages, table of contents, or section dividers, if specified).
Confirm correct volume organization and naming
Verify each volume is organized according to the solicitation instructions. Volumes should be labeled exactly as the RFP specifies (Volume I - Technical, Volume II - Past Performance, Volume III - Price, etc.). File names should follow any naming conventions stated in the solicitation.
Verify required attachments and appendices are included
Check that all required forms, certifications, representations, and appendices are included in the correct volume. Common attachments include the SF-33, SF-30, organizational conflict of interest statement, and teaming agreement summaries.
Verify past performance references are complete and current
Ensure each past performance reference includes all required information: contract number, agency, point of contact, contract value, period of performance, and relevance description. Contact your references before submission to verify their information is current.
Verify price volume is complete and consistent
Confirm the price volume includes all required pricing formats, rate tables, and cost breakdowns. Cross-check that labor categories and quantities in the price volume match the technical volume. Pricing inconsistencies between volumes raise red flags for evaluators.
Formatting Requirements
Verify your proposal meets all specified formatting requirements.
Font type and size match RFP requirements
Use the exact font and size specified in the solicitation (typically Times New Roman 12pt or Arial 11pt). Check body text, headers, captions, footnotes, and table text. Some solicitations allow smaller fonts for graphics or tables — check the specific instructions.
Margins match RFP specifications
Set margins to the exact values specified (typically 1 inch on all sides). Check that headers and footers fall within the margin area if the RFP requires it. Do not use narrower margins to fit more content — evaluators notice.
Headers and footers include required information
Include the solicitation number, your company name, and volume identifier in headers or footers as specified. Mark pages with appropriate handling caveats (such as proprietary markings) if submitting proprietary information.
Page numbering is sequential and correct
Verify page numbers are sequential within each volume. If the RFP requires specific page numbering formats (such as Volume-Page or Section-Page), follow them exactly. Check that the table of contents page numbers match actual page numbers.
All graphics, charts, and tables are legible
Print a hard copy or zoom to 100% on screen to verify all graphics are readable. Ensure chart text is not too small, tables are not truncated, and images are high enough resolution. If the RFP specifies minimum font sizes for graphics, verify compliance.
PDF files are searchable and not locked
Convert documents to PDF using "Save As PDF" or a PDF printer — do not scan printed documents. Ensure PDFs are text-searchable and not password-protected unless the solicitation instructs otherwise. Verify file sizes are within any upload limits.
Electronic Submission
Final steps for submitting your proposal electronically.
Confirm submission method (SAM.gov, email, portal)
Verify exactly where and how the solicitation requires proposals to be submitted. Different solicitations use different methods: SAM.gov opportunity attachments, agency email addresses, agency-specific portals (such as DOD SAFE), or physical delivery. Use only the method specified.
Verify file size limits and format requirements
Check the maximum file size for uploads. If your files exceed limits, split into multiple files according to the instructions. Verify accepted file formats (typically PDF, Excel for pricing). Do not submit in formats not explicitly accepted.
Submit at least 2-4 hours before deadline
Upload well before the deadline to account for technical issues, slow connections, and system congestion. A proposal received one minute after the deadline is typically rejected as late regardless of the reason.
Obtain and save submission confirmation
After uploading, save the confirmation email, receipt number, or confirmation screen. If submitting by email, request a read receipt and send a follow-up to the contracting officer to confirm receipt. Keep all confirmation records.
Team Sign-Off
Required approvals before final submission.
Authorized company representative has reviewed and approved
The person authorized to bind the company to a contract must review and approve the final proposal, including all pricing commitments, representations, and certifications. This is typically the company president, CEO, or designated contracts manager.
Pricing authority has approved all rates and terms
The person responsible for pricing decisions must formally approve all rates, discounts, and financial commitments in the proposal. Ensure labor rates are sustainable, material costs are accurate, and any discounts or incentives are approved.
Technical lead has verified accuracy of technical approach
Your technical lead or subject matter expert must confirm that the technical approach is accurate, achievable, and consistent with the staffing and pricing proposed. Technical claims must be supportable.
All representations and certifications are signed
Verify that all required certifications and representations (FAR 52.204-8, organizational conflict of interest, etc.) are completed and signed by an authorized representative. Unsigned certifications can cause your proposal to be rejected.
Frequently Asked Questions
What happens if I submit a non-compliant proposal?
A non-compliant proposal can be eliminated from the competition without evaluation. Contracting officers are required to evaluate proposals based on the criteria stated in the solicitation, and non-compliance with mandatory requirements (such as page limits, formatting, or missing volumes) gives them grounds to reject your proposal as unacceptable. Even if the non-compliance seems minor, the risk is real — competitors who are eliminated from consideration have successfully protested awards to non-compliant offerors.
How early should I submit my proposal before the deadline?
Submit at least 2 to 4 hours before the stated deadline. Electronic submission systems can experience high traffic near deadlines, and system failures or upload issues are not generally accepted as excuses for late submissions. For email submissions, send early enough to confirm receipt. For portal submissions (SAM.gov or agency-specific portals), allow extra time for upload processing and confirmation generation. A late proposal is almost always rejected regardless of quality.
Should I include a cover letter with my proposal?
Include a cover letter only if the solicitation requests or permits one. If a cover letter is allowed, keep it to one page. It should identify the solicitation number, your company name and UEI, the authorized representative and signer, and a brief statement of your interest and commitment. Do not use the cover letter to add substantive content that should be in your technical or management volumes — evaluators typically do not score cover letters.
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