RFP Requirements Matrix Template (Free Word Download)
A requirements matrix (also called a compliance matrix) is a table that lists every "shall", every instruction and every evaluation factor in a solicitation, and maps each one to the place in your proposal where it is answered. Evaluators check compliance before they judge quality; a response that misses an instruction is often set aside without being read. Building the matrix first is the single habit that separates firms that get scored from firms that get eliminated. This page gives you the shredding method and the template. Free — just tell us where to send it.
⬇ Download the requirements matrix (Word)
Step 1 — Read the whole package once, and capture the frame
Before shredding, record the facts that govern everything else.
- Solicitation number, title, agency, contracting officer contact, and whether it is an RFP, RFQ, IFB or combined synopsis/solicitation.
- Response due date and time, with time zone; submission method (email, portal, hard copy) and any file-size or format limits.
- Questions deadline and how questions must be submitted.
- Contract type (firm-fixed-price, T&M, cost-reimbursement), period of performance and option years, set-aside status and the NAICS/size standard.
- Page limits, font, margins, volumes required, and what does not count toward the limit.
- Evaluation approach: lowest price technically acceptable (LPTA), best value trade-off, or other — and the relative weight of factors.
Step 2 — Shred by section (what to pull from each)
Federal solicitations in the Uniform Contract Format use lettered sections; commercial-item solicitations on SF-1449 fold much of this into addenda. Capture each requirement as a single row.
- Section L / Instructions to Offerors: every formatting and content instruction — volumes, page counts, required forms, what each volume must contain. These are the most common elimination items.
- Section M / Evaluation factors: each factor and sub-factor, its weight, and the language used to describe "outstanding" — your proposal should echo it.
- Section C / Statement of Work or PWS: every "shall", deliverable, performance standard, and acceptable quality level.
- Section H / Special contract requirements: key personnel, security, transition, travel, and anything unusual.
- Section K / Representations and certifications: what must be completed or referenced from SAM.gov.
- Sections B, F, G: CLIN structure and pricing format, delivery schedule, invoicing — these shape the price volume.
- Attachments and amendments: wage determinations, past-performance questionnaires, forms, Q&A responses — and every SF-30 amendment (see the amendment tracker).
The matrix columns (with examples)
| ID | Source (section / page) | Requirement (verbatim) | Type | Proposal volume / section | Owner | Status | Evidence / notes |
|---|---|---|---|---|---|---|---|
| L-01 | L.4.2, p. 41 | Technical volume shall not exceed 15 pages, 12-pt font, 1-inch margins | Instruction | Vol. II format | Proposal mgr | Compliant | Template set to 12-pt Times; count excludes cover |
| M-02 | M.2.1, p. 48 | Technical approach — evaluated for understanding of PWS tasks 3.1–3.4 and risk mitigation | Evaluation factor | Vol. II §2 | Tech lead | Drafting | Mirror sub-factor headings; one risk table per task |
| C-07 | C.3.2.1, p. 12 | Contractor shall provide help-desk coverage 0600–1800 ET, Mon–Fri, excluding federal holidays | Shall (PWS) | Vol. II §2.3 | Ops lead | Compliant | Staffing table shows two shifts |
| H-03 | H.5, p. 30 | Key personnel: Program Manager with PMP and 5 years relevant experience | Shall (special) | Vol. II §4; résumé A | HR | Open | Confirm PMP renewal date |
| K-01 | K.1 | Complete reps and certs in SAM.gov or attach FAR 52.204-8 statement | Certification | Vol. III | Contracts | Compliant | SAM reps current 2026-06 |
Step 3 — Use the matrix to run the proposal
- Sort by proposal section; the matrix becomes the outline. Every row must have a home; every section should trace to rows.
- Assign an owner and a status (open / drafting / compliant / non-compliant / N/A with reason) to each row.
- Draft to the evaluation language: if Section M says "demonstrates understanding", write a paragraph that begins by demonstrating understanding.
- Final review: a second person reads the solicitation against the matrix, then the proposal against the matrix. Any row not closed is a stop-ship.
- Keep the matrix with the submitted proposal; it becomes the contract-compliance checklist after award.
⚠️ "Verbatim" means verbatim. Paraphrasing a requirement into the matrix is how nuances get lost ("shall provide" vs "shall be capable of providing"). Copy the exact text, then interpret in the notes column.
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Start free — no card requiredGeneral guidance for small businesses entering federal contracting, not legal or contracting advice. Registration procedures, thresholds and program rules change — verify current requirements on SAM.gov, SBA.gov, Acquisition.gov (FAR) and in each solicitation. BidWatch is not affiliated with the U.S. government.