Government proposals are rarely lost because the company couldn’t do the work. They’re lost because the response missed a requirement, ignored the evaluation criteria or arrived a minute late. This checklist walks through a proposal from start to submission.
1. Decide whether to bid
- Can you meet every mandatory requirement, including licenses, insurance, bonding and certifications?
- Do you have relevant past performance?
- Is it a set-aside you qualify for, or full and open competition?
- Do you know the agency, or is an incumbent likely to win?
- Do you have time to write a strong response?
A clear “no” saves money. A weak bid can also hurt your reputation with the buyer.
2. Take the solicitation apart
- Read the instructions to offerors and the evaluation criteria first. Federal solicitations usually put these in Sections L and M.
- Build a compliance matrix listing every “shall” and “must” and where your response answers it.
- Note page limits, fonts, file formats, forms and the submission method.
- Submit questions before the question deadline.
3. Plan the response
- Outline the proposal to match the evaluation criteria exactly, using the same headings and order.
- Assign each section a writer and a due date that leaves time for review.
- Line up teaming partners and subcontractors early, and confirm their registrations and certifications.
4. Write to be scored
- Lead each section with how you meet the requirement, then prove it.
- Use specific past performance with numbers: scope, value, dates and results.
- Show your approach, staffing and quality control, not just your promises.
- Make it easy for evaluators to find each answer, with clear headings, tables and cross-references.
5. Price it right
- Follow the pricing format exactly.
- Check that your price matches your technical approach and staffing.
- For California public works, account for prevailing wages and DIR requirements.
6. Review and submit
- Run a final compliance check against your matrix.
- Have someone who didn’t write it read it as an evaluator would.
- Confirm all forms, signatures, certifications and representations are complete.
- Submit early. Portals crash, and late proposals are generally rejected.
Mistakes that get proposals rejected
- Missing a mandatory form or signature
- Exceeding page limits
- An expired SAM.gov registration or certification
- Answering the question you wished they’d asked instead of the one they asked
- Submitting after the deadline
Frequently asked questions
What is a compliance matrix in a proposal?
A table that lists every requirement in the solicitation and shows where your proposal addresses it. It is the best way to make sure nothing is missed.
How long does it take to write a government proposal?
Simple quotes can take a few days. Full federal proposals often take three to six weeks of work, which is why starting early matters.
What are Sections L and M in a federal RFP?
In many federal solicitations, Section L contains instructions for preparing the proposal and Section M explains how it will be evaluated. Your outline should follow both.
Can a late proposal be accepted?
Generally no. Late proposals are usually rejected except in narrow circumstances, so submit well before the deadline.
Work with GERC
We write and review federal, state and local proposals, build compliance matrices, and manage submissions so nothing is missed. GERC is a woman-owned firm in San Bernardino, registered in SAM.gov under CAGE code 11SD2 and certified by the State of California as a Small Business (Micro) and a Small Business for Public Works (SB-PW). Book a consultation or see our capability statement.