The importance of a proposal submission checklist

Do you know what is just as important as a kickoff meeting checklist? A proposal submission checklist. Each time I complete a proposal, I present whoever is submitting it (usually the company Contracts Manager) with a proposal submission checklist. This checklist is particularly beneficial for multi-volume proposals with multiple attachments and less so for a simple task order submission.

Purpose of the proposal submission checklist

The proposal submission checklist provides the Contracts Manager with a checklist of all the proposal contents, file naming structure, and specific instructions for submission. Your company’s Contracts Manager is usually very busy and will appreciate a concise checklist with all the instructions required for submission.

When to create the proposal submission checklist

Consider creating a draft proposal submission checklist shortly after the proposal kickoff and schedule a meeting to review it with the Contracts Manager. Continue to update the checklist as the request for proposal (RFP) changes and amendments are added. A week before the final proposal due date, review the checklist again with the Contacts Manager to discuss final handoff logistics. On the day of the proposal submission, hand off each document to the Contracts Manager, who then takes responsibility for their successful submission.

Proposal submission checklist contents

While each proposal submission checklist is tailored to its specific RFP instructions, a typical proposal submission checklist includes the following:

• Proposal due date and time
• Proposal contents to be submitted by volume, attachment, or amendment name
• File naming conventions
• Required file type(s)
• Name of the customer(s) who is receiving the proposal
• File size limits
• Information from subcontractors

You might also have other required internal signoffs, such as a legal signoff, that accompany your submission to your Contracts Manager.

Benefits of the proposal submission checklist

The most obvious benefit of the proposal submission checklist is that your proposal is 100% compliant with RFP instructions. It also gives the company an audit trail to verify compliance. Just last week, the GAO Protest Docket described a proposal that was rejected because it did not submit a required attachment with the cost proposal.

So, when things get hectic, consider implementing a proposal submission checklist as a final control to facilitate compliance.

By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedIn, Facebook, and Twitter.