Proposal Development

Proposal Compliance Matrix

 

A Proposal Compliance Matrix is a cross-reference table that tells proposal evaluators where they can find responses to specific Request for Proposal (RFP) requirements. It helps ensure proposal managers that the proposal responds to and complies with all the Proposal requirements. A Compliance Matrix should form part of each proposal volume and is normally requested in an RFP. It serves three (3) purposes:

  1. It shows you what requirements must be addressed in a given section.
  2. It enables you to validate that all requirements have been responded to.
  3. It makes it easier for you (and potentially your customer) to understand the RFP and how to navigate your response to it.

The matrix should be started at the very beginning of proposal writing and should list all the requirements contained in the Proposal Outline for each volume. The Compliance Matrix should include the elements for both the RFP and the proposal response.

The technical writers for each section are responsible for identifying the specific location of the proposal requirements. Once the proposal is written, the Technical Writers should verify that full compliance has been achieved and that the Compliance Matrix is complete and accurate.

A compliance matrix is made up by a simple table. The first column of the matrix is the heading for the proposal. Each section of the RFP also gets a column. Each row in the matrix links each proposal section with one or more RFP requirements. RFP requirements can be entered into the matrix cells either as full text or just the RFP paragraph numbers (depending on the length of the RFP). See example Below

Proposal
Page/Sec Number
RFP Requirement Statement of Work Section L Section M Comments
1.2 Purpose Statement L-1 M-1
2.0 Services to be Performed L-2 M-2
2.1.1 Six-Sigma Execution L-5 M-5
3.2 Earn Value Management 1.0

 Table: Example Compliance Matrix

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