Which workstreams should the checklist cover?
Build the checklist around decisions and deliverables. The categories below work across electrical, power and EPC tenders, but the actual rows must come from the issued pack.
| Workstream | Questions to close | Output |
|---|---|---|
| Compliance | Can we meet each mandatory instruction? | Compliance matrix |
| Scope | What do we supply, install, test and document? | Scope checklist |
| Interfaces | Where does responsibility change hands? | Interface register |
| Commercial | What assumptions and departures need approval? | Qualifications schedule |
| Submission | Which forms, files and approvals are due? | Returnables plan |
Sources: Australian Government Department of Finance: Commonwealth Procurement Rules, UK Cabinet Office: The Construction Playbook
What fields make the checklist auditable?
Record the document and section that created the action. Add the person responsible, internal due date, review status and evidence location. A binary tick is not enough when a response still needs approval.
- Unique item ID
- Requirement and source
- Owner and reviewer
- Internal due date
- Response or evidence link
- Status and review note
How should the checklist be reviewed?
Review by exception. Filter open mandatory items, unresolved interfaces, changed sources and qualifications that have not been approved. The final review should also confirm that the files named in the checklist are the files assembled for submission.
| Gate | Focus | Exit condition |
|---|---|---|
| Pack control | Current documents | All issued files registered |
| Scope review | Boundaries and gaps | Open items assigned |
| Submission review | Forms and format | Returnables assembled |
| Approval | Technical and commercial positions | Named reviewers complete |
Common questions
What else should the bid team know?
Is the checklist the same as a compliance matrix?
No. A compliance matrix tracks requirements and responses. The wider tender checklist also controls dates, inputs, interfaces, pricing actions and approvals.
Who owns the checklist?
The bid manager usually controls it, while technical, estimating and commercial reviewers own the rows assigned to them.
How often should it be updated?
Update it whenever an addendum, clarification response, design decision or review changes the bid position.
Primary sources
- Commonwealth Procurement RulesAustralian Government Department of Finance
- Additional rules: request documentationAustralian Government Department of Finance
- The Construction PlaybookUK Cabinet Office
- FAR Part 15: Contracting by NegotiationAcquisition.gov