Not meeting Request for Proposal (RFP) requirements is the most prevalent reason used by evaluators to reject proposals. Therefore, meeting each and every requirement specified in a RFP is critical to a winning proposal. How do we ensure compliance? By using a compliance matrix.
A compliance matrix correlates each RFP requirement with the specific proposal section where the requirement is addressed. The matrix assists proposal evaluators in determining proposal compliance with RFP requirements. The bigger and more complex the project the more important a compliance matrix becomes. The compliance matrix is unique for each proposal because each RFP is unique.
Many different tools can be used to generate a compliance matrix and since the matrix usually takes the form of a table, generally the matrix is produced in MS Word or MS Excel. The benefit of using MS Word is that the matrix is 'native' to the word processing application that is most likely being used to prepare the response. The benefit of using MS Excel is that the information placed in the matrix can be sorted and filtered to focus on specific requirements or a sub-set of requirements. Adopting a hybrid MS Word and MS Excel approach to generating and leveraging the matrix is a powerful approach that helps you leverage the matrix to its fullest extent. The downside of this approach is that it is time consuming. Nonetheless, the benefits to be gained, especially for more involved RFP requirements, normally outweigh the downside.
In a hybrid MS Word and MS Excel approach to building a compliance matrix, the requirements are originally inputted in MS Excel; they are then filtered and ordered to create different cuts of the information; and, once the matrix preparation is complete, the requirements are reversed into MS Word and drive outline creation. A list of fields to be tracked in the matrix is the following:
| Compliance Matrix Field |
Description |
| ID |
a unique identifier for the requirement |
| RFP SECTION |
the section of the RFP the requirement appears in |
| RFP PAGE |
the page of the RFP the requirement appears on |
| TOPIC |
brief summary of the topic of the requirement |
| REQUIREMENT |
the full text of the requirement |
| PROPOSED VOLUME |
the response volume the requirement will be addressed in |
| OUTLINE LEVEL 1 |
the level one section heading the requirement will be addresses in |
| OUTLINE LEVEL 2 |
the level two section heading the requirement will be addresses in, if any |
| OUTLINE LEVEL 3 |
the level three section heading the requirement will be addresses in, if any |
| PAGE LIMIT |
page limit for the section |
| EVALUATION CRITERIA |
the evaluation criteria that are applicable to the requirement |
| OWNER |
who is responsible for the section where the requirement will be addressed |
The compliance matrix that contains the fields listed above helps smooth out the proposal generation process because it:
- Assures that all RFP sections have been deconstructed
- Provides a quick guide to where each requirement is found in the RFP document. By having a page number to refer to, people can effectively just refer to the compliance matrix without necessarily needing to look at the cumbersome RFP document. The only need to go back to the RFP document would be if you want to read the specific requirement in context.
- Allows requirements to be grouped by topic so that the nature of similar requirements can be analyzed. When applied to Section C - Statement of Work requirements, this analysis can help discern higher level themes of the requirements.
- Gives writers an idea of where in the response the requirements will be addressed. The initial identification of sections in the compliance matrix helps kick start an organized outlining and writing process. If during the outlining it becomes apparent that a tweak to the sections identified in the compliance matrix needs to be made, so be it.
The Proposal Architect, a proposal writing tool developed by a Fedmarket.com is designed to help you leverage your compliance matrix to the fullest. Our Proposal Architect software is a web-based business process for developing a comprehensive proposal outline for use by one or more writers. The resulting document is the core of all "evaluator friendly" and compelling federal proposals. The process begins with a proposal template which is refined over and over by applying a proven methodology resulting in a more persuasive and compliant response as well as reduced costs.
Your efforts to develop a compliance matrix are sure to pay off. Coupled with the Proposal Architect, you will achieve one of the cornerstones of proposal success: compliance.
The Proposal Architect provides a structured business process that stresses:
- Refinement of previously written responses
- Full compliance with proposal instructions
- Leveraging of intelligence collected about the opportunity
- A quick and intuitive way of collating information into an initial draft of a proposal
Demo the Proposal Architect - http://www.fedmarket.com/proposalArchitect/demo.php.
>>> Buy Now
For more information call Diego Arioti at 866.519.4482 at Ext. 107 to discuss proposal writing concepts and solutions. You can also reach Mr. Arioti by email at darioti@thefederalmarketplace.com.
Click Here for Product Description: http://www.fedmarket.com/proposalArchitect/.
Learn more about the Proposal Architect, attend our Executive Breakfast with Proposal Architect Expert, Diego Arioti
On Monday, August 4, 2008 hear Diego Arioti address:
- Defensive proposal writing
- Advanced proposal writing techniques
- Features and benefits of the Proposal Architect
- Demonstration of the Proposal Architect
>> REGISTER HERE
Learn more about the Proposal Architect Breakfast at http://www.fedmarket.com/seminars/pa_breakfast.shtml.
If you need help with any other product sales, call or write as follows: (888) 661-4094 ext. 8 or sales@thefederalmarketplace.com.
