RFP Compliance Checklist

Use this RFP compliance checklist to verify vendor proposals meet your requirements. Systematic verification for fair evaluation.

Before you can evaluate proposals on merit, you must verify they're actually compliant. Responsive, yes—but do they actually meet the mandatory requirements you specified?

This comprehensive guide provides a framework, methodology, and checklist for thorough RFP compliance verification.

Compliance vs. Responsiveness

Term	Definition
Responsiveness	Did the vendor respond to the requirement?
Compliance	Does the response actually meet the requirement?

⚠️ Example

Requirement: "System must support 500 concurrent users"

Responsive but non-compliant: "System supports 200 concurrent users with upgrade path to 500"

Responsive and compliant: "System supports 750 concurrent users"

Mandatory vs. Desirable Requirements

Type	Definition	Consequence of Non-Compliance
Mandatory (M)	Required for consideration	Disqualifying
Desirable (D)	Valued but not required	Reduces score
Nice-to-have	Low priority	Minimal impact

Pre-Evaluation Compliance Check

Submission Timeliness

Check	Action
Received by deadline	Document receipt time
Timestamped properly	Verify system timestamp
Late submission	Handle per RFP terms (typically reject)

Format Requirements

Format Element	Verify
File format	Correct format (PDF, Word)
Page limits	Within stated limits
Response structure	Follows required outline
Required forms	All mandatory forms included
Signatures	Required signatures present

Technical Compliance Verification

RFP Spec ID	Requirement	Vendor Response	Status
T-001	Capacity ≥ 1000 units	"1,200 units capacity"	✓ Compliant
T-002	Temp: -20°C to 50°C	"0°C to 40°C"	✗ Non-compliant
T-003	CE certification	"CE Mark, Cert #12345"	✓ Compliant
T-004	API integration	[Not addressed]	○ Missing

Compliance Status Codes

Symbol	Meaning	Color
✓	Compliant	Green
△	Partially compliant	Yellow
✗	Non-compliant	Red
○	Not addressed	Orange
?	Unable to determine	Gray

Handling Non-Compliance

Type	Definition	Typical Handling
Minor	Small gap, easily corrected	Clarification opportunity
Moderate	Significant gap	Detailed evaluation needed
Major	Core requirement failed	May disqualify
Critical	Mandatory requirement failed	Disqualification

Clarification Request Example

"Your response to requirement T-002 states operating temperature of 0°C to 40°C. Our requirement specifies -20°C to 50°C. Please clarify:
1. Can your product operate in this temperature range?
2. If yes, please provide supporting documentation.
Please respond by [deadline]."

Complete Compliance Checklist

Pre-Evaluation Verification

☐ All submissions received on time
☐ Receipt timestamps documented
☐ File formats correct
☐ Response structure follows outline
☐ Required forms included
☐ Authorized signatures present

Mandatory Requirements

☐ Each mandatory requirement listed
☐ Vendor response identified for each
☐ Compliance determined (Pass/Fail)
☐ Evidence documented
☐ Non-compliance flagged

Technical Specifications

☐ All specs extracted from responses
☐ Values compared to requirements
☐ Units verified and normalized
☐ Gaps identified
☐ Clarifications requested where needed

The "Copy-Paste" Trap

🚨 Warning Sign

Your Requirement: "System must handle 500 TPS."

Vendor Response: "System must handle 500 TPS."

They repeated the requirement, not confirmed they meet it.

Fix: Require vendors to describe how they meet requirements.

Frequently Asked Questions

Should we share compliance results with vendors?

Share results with vendors who request, typically after award. Transparency demonstrates fair process and helps vendors improve future responses.

What if all vendors fail a mandatory requirement?

Review whether the requirement was achievable. If unrealistic, amend RFP and re-solicit. If reasonable, your vendor pool was inadequate.

How do we handle partial compliance on mandatory requirements?

Mandatory means mandatory. If partial compliance is acceptable, the requirement shouldn't have been mandatory. Seek clarification or disqualify.

✅

Automate Compliance Checks

SpecLens extracts specifications from vendor responses and automatically maps them to your requirements—highlighting gaps and compliance status.

Verify Compliance Automatically →

Verify Systematically

Thorough compliance verification protects your organization and ensures fair evaluation. It identifies unqualified vendors before detailed evaluation wastes effort.

Download Compliance Template → | Evaluation Matrix Guide →