We work from the specific procedure documentation and its clarifications. A previous template can help organise the work, but it cannot replace this review.
1. Bring the documents into one file
Identify the notice, instructions, specifications, forms, draft contract and available clarifications. Record the version of each document and who will monitor updates. Check the original procedure source even when the opportunity was found through a monitoring service.
2. Build a compliance matrix
For each requirement, record its source, the proposed response, the supporting document, the responsible person and any open questions. This makes gaps visible before they disappear between qualification documents, the technical proposal and the financial proposal.
| What to record | Why it helps |
|---|---|
| The requirement and its location | Find the exact wording again |
| The available evidence | Check whether the response can be supported |
| The responsible person and next action | Organise work and missing documents |
| The open question | Prepare a precise clarification request |
3. Separate questions from assumptions
Identify unclear requirements explicitly. Record possible interpretations and the missing information, then prepare a clarification request through the procedure's channel. Do not build the bid on an assumption that a requirement will be ignored or changed.
4. Connect the plan to the participation decision
The review should produce a practical result: what you can demonstrate, what you need to obtain, what needs clarification and who owns each action. Your team can then decide whether preparing a bid is realistic for that procedure.
What to send for review
If you have an open procedure, send its documentation for an initial review. The specific assessment depends on the documents and your company's situation.