The starting point
Read a request for proposals by identifying mandatory requirements, evaluation criteria, delivery scope, pricing instructions, and submission rules. Build a requirement-to-evidence checklist before drafting so you can see what is missing and who must resolve it.
Read for decisions, then for detail
A proposal effort is easier to plan when you first understand what a compliant response requires. Begin with the instructions to bidders, mandatory conditions, evaluation process, and schedule. Then read the scope and draft contract with those constraints in mind.
Download or reference the complete current package from the official source. Do not rely on a search snippet or assume the first attachment is the whole solicitation. Note which amendments you have reviewed.
- What exactly must be submitted, in which files or forms?
- Which conditions are mandatory, and which earn evaluation points?
- How does the buyer describe the result they want?
- Which dates, attendance requirements, or questions need action first?
Make a requirement-to-evidence checklist
Use one row for each requirement. This is a suggested working template, not a representation of a real tender.
| Column | What to record |
|---|---|
| Source | Document name, version, section, and page if available |
| Requirement | The buyer’s actual condition, preserving thresholds and dates |
| Response evidence | The reference, qualification, method, or attachment that answers it |
| Owner and status | Who will prepare or verify it, and what remains unresolved |
| Response location | Where the evaluator will find your answer in the submitted package |
Read the commercial instructions as closely as the scope
Map your delivery estimate to the requested pricing format. Keep options, recurring support, travel, and assumptions visible. If something is not specified, turn it into a clarification question instead of silently filling the gap.
Check contract duration, acceptance steps, invoicing milestones, and any stated obligations affecting your delivery model. Obtain appropriate professional advice for terms you cannot assess. This guide does not interpret a particular contract for your business.
Run a submission check against the official package
Before submitting, compare your response with the latest instructions and amendments. Verify file names, permitted formats, signatures, required forms, and the stated submission channel. Allow time for an independent review if your team can provide one.
Retain the final package and whatever receipt or confirmation the official process supplies. In Leeds, record your decision and bid stage separately. A summary, saved note, or status change cannot replace the official submission record.
Common questions
Can I use a summary instead of reading the RFP?
Use a summary to orient your review, then verify the current source documents. Summaries can omit conditions, and amendments may change what a compliant response needs.
What is the difference between mandatory and rated criteria?
Mandatory criteria specify conditions a response must satisfy; rated criteria describe aspects the buyer scores. Use the solicitation’s own definitions, thresholds, and evaluation instructions for the particular opportunity.
Official sources
These sources support the platform and procurement references in this guide. The checklists are Leeds editorial suggestions. The current solicitation and its amendments govern an actual bid.
- Government of Canada: preparing and submitting a bid (opens in a new tab)
- SAM.gov: contract opportunities (opens in a new tab)
Put your checklist to work.
Explore current source notices and take the next step with the official documents open.