Government Bid Response Checklist: Never Miss a Requirement Again

Missing a single requirement can disqualify your entire bid. Use this checklist for every government bid response to make sure nothing falls through the cracks.

Before You Start

• Read the ENTIRE solicitation document (every page, every attachment)
• Note the submission deadline, time, and timezone
• Identify all mandatory requirements (look for words like "shall," "must," "required")
• Attend the pre-bid conference (if offered)
• Submit questions before the deadline (in writing)
• Check for any addenda or amendments

Administrative Requirements

• Bid form completed and signed (original signature if required)
• Correct number of copies (check if they want paper and/or electronic)
• Bid bond included (if required — usually 5% of bid amount)
• W-9 form completed
• Non-collusion affidavit signed
• Debarment certification signed
• Equal opportunity compliance forms
• Insurance certificates with correct coverage limits
• License copies (contractor license, trade licenses)

Technical Proposal

• Scope of work response (address every item in the SOW)
• Project schedule/timeline
• Key personnel resumes
• Subcontractor list (if using subs)
• Safety plan or safety record (EMR, OSHA 300 log)
• Quality control plan
• Equipment list (if requested)
• References from similar projects (minimum 3)

Price Proposal

• All line items priced (no blank lines)
• Math double-checked (extension errors are common)
• Prevailing wages factored in (if applicable)
• Sales tax included/excluded per instructions
• Alternates priced (if requested)
• Unit prices provided (if requested)
• Payment terms specified

Final Review

• Response organized per solicitation instructions
• Page limits respected
• Font size and formatting per requirements
• Table of contents included (for large responses)
• All sections labeled correctly
• Cross-references checked
• Proofread for typos and errors
• Someone else has reviewed the entire response

Submission

• Package labeled correctly (project name, bid number, your company name)
• Delivered to correct address
• Submitted BEFORE the deadline (aim for 24 hours early)
• Confirmation of receipt obtained
• Keep a complete copy of everything you submitted

After Submission

• Calendar the bid opening date
• Attend bid opening (if public)
• If you don't win, request a debriefing
• Document lessons learned for next bid
• Follow up on any outstanding questions