Guide · free template
How to build a compliance matrix for a government RFP
How do I build a compliance matrix for a government RFP?
List every requirement in the solicitation, one row each, with where it comes from (section and page), what kind it is, where your proposal answers it, who owns it and its status. Take the instructions from Section L, the evaluation factors from Section M and the work from Section C or the performance work statement.
Updated
Key facts
- In the uniform contract format, Section L holds the instructions to offerors and Section M the evaluation factors for award.
- Commercial solicitations on the SF 1449 put the same content in addenda to FAR 52.212-1 (instructions) and 52.212-2 (evaluation).
- Requirements usually contain "shall", "must" or "will": search for each one.
- One requirement per row, with a source reference, makes gaps visible before the evaluator finds them.
What is a compliance matrix?
A table that maps every requirement in a solicitation to the place in your proposal that answers it. It is how a bid team proves to itself, and often to the evaluator, that nothing was missed.
Some solicitations ask you to submit a cross-reference matrix with the proposal. Even when they don't, building one is the fastest way to plan the outline, assign writers and check the final draft.
Where are the requirements in a solicitation?
Mostly in three places: Section L (how to write and submit), Section M (how you will be evaluated) and Section C or the performance work statement (what you must do). Attachments and amendments add more.
| Content | Uniform contract format | Commercial (SF 1449) |
|---|---|---|
| Instructions to offerors | Section L | Addendum to FAR 52.212-1 |
| Evaluation factors | Section M | Addendum to FAR 52.212-2 |
| The work | Section C, statement or performance work statement | Performance work statement, often an attachment |
| Wage determination, forms, site data | Section J attachments | Attachments |
How to build one, step by step
Read the whole package once, then pull requirements in a fixed order (L, then M, then the work statement, then attachments and amendments), one per row, and tie each to a proposal section.
- Download every file, including all amendments, and note the latest amendment number.
- From Section L, list each instruction: volumes, page limits, fonts, file formats, required forms and the due date.
- From Section M, list each evaluation factor and subfactor, and its relative importance.
- From the work statement, list each "shall", "must" and "will" with its paragraph number.
- Add requirements from attachments and amendments, and mark rows an amendment changed.
- Map each row to a proposal volume and section, set an owner, and track status until submission.
- Before you submit, check every row against the final draft, not the outline.
Which columns should a compliance matrix have?
At least: an ID, the source (section, paragraph and page), the requirement text, its type, the proposal volume and section that answers it, the owner, the status and notes.
- Type helps you sort: instruction (L), evaluation (M), performance (work statement), form or certification.
- Copy the requirement's words exactly. Paraphrasing is where requirements get lost.
- A page limit column per volume stops a section from growing past what the instructions allow.
Free compliance matrix template
Download the Excel template below. It has the columns above, a blank sheet for your bid and an example sheet filled in for a made-up janitorial solicitation.
How Falkview helps
Falkview reads the whole solicitation package, amendments included, and builds the compliance matrix for you, with the section and page of every requirement. Your team reviews it and assigns the work.
Questions
What is the difference between Section L and Section M?
Section L tells you how to prepare and submit the proposal. Section M tells you how it will be evaluated. Build the outline from L and decide where to put your strongest content from M.
Do I have to submit the compliance matrix?
Only if the solicitation asks for one. Many do ask for a cross-reference matrix. Either way, build one for your own team: it is the checklist the final review uses.
What if Section L and the work statement disagree?
Ask the contracting officer during the question period, in writing. Until it is answered, follow Section L for format and the work statement for the work, and note the conflict in the matrix.
See Falkview on your next solicitation
Send us one solicitation you bid on recently. In a 30-minute call we show you what Falkview finds in it, the compliance matrix and a first draft.