Free templates

RFP & RFQ templates

Download 10 templates for planning, writing, pricing and submitting a response. Each includes a blank template and a completed fictional example.

The solicitation always controls.

These are organizing aids, not official forms or guaranteed-compliance documents. Replace every prompt, verify every claim, follow the buyer’s exact instructions and remove drafting notes before sharing. Downloads stay with you; Bid Rigor does not collect completed worksheets here.

Choose a starting point

Quick quote kit

Map the requirement, track changes, build the quote, then check the submission.

Requirements → changes → quote → submit

Full proposal kit

Make the bid decision, plan the work, trace requirements, write the method and reconcile the price.

Decide → plan → write → price

02 templates

Company experience

Describe your services and document comparable projects.

Capability statement

A one-page introduction that puts your work and evidence first.

Blank + worked example · Free

Best for: A short buyer introduction, outreach meeting or source-sought response attachment when permitted.
Not for: A substitute for the response format, forms or technical detail the buyer requests.
Typical setup: 45–90 minutes

Download blankDownload example How to use it

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

CAPABILITY STATEMENT
Drafting instructions: Fill in the relevant prompts. Before sharing, remove this
instruction, the Bid Rigor working-aid header, unused prompts and final checklist.
Format only your finished company content onto one readable page.

Company name:
One sentence: We deliver [specific work] for [buyer type] in [location].

CORE WORK (3-5 specific services or products)
1.
2.
3.

RELEVANT PROOF (use only supported, shareable facts)
Project / client description:
Our exact role and work delivered:
Scope, dates and constraints:
Documented result:

Second project / client description:
Our exact role and work delivered:
Scope, dates and constraints:
Documented result:

DELIVERY DETAILS
Service area:
Capacity / equipment relevant to this buyer:
Applicable NAICS codes (verified):
UEI / other relevant public identifier, if applicable:
Current certifications (verify status; omit pending claims):

BUSINESS CONTACT
Name / role:
Business email / telephone:
Website:

FINAL CHECK
[ ] Specific to this buyer's needs
[ ] Claims supported by records
[ ] Client permissions checked; no protected information
[ ] Company work distinguished from individual prior experience
[ ] Contact details and certifications current
[ ] Fits one readable page after formatting

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

CAPABILITY STATEMENT — BLUE LANTERN RECORDS LLC

We prepare, digitize and quality-check business records for organizations in the
Mid-Atlantic region that need accurate, searchable files without losing control
of their source documents.

CORE WORK
• Document preparation, scanning and optical character recognition (OCR)
• File naming, indexing and page-level quality review
• Secure local pickup, return delivery and documented exception handling

RELEVANT PROOF
Regional property manager — Blue Lantern prepared and digitized 18,400 pages
from 220 tenant files over eight weeks. The team preserved folder order, applied
the client’s naming convention and corrected 37 flagged pages before acceptance.
The client’s signed completion record supports the volume and acceptance facts.

Community health nonprofit — Working as a subcontractor, Blue Lantern scanned
6,100 administrative pages, built a file index and delivered weekly batches.
Our role was limited to preparation, scanning and first-pass quality review; the
prime contractor handled customer approval and final system upload.

DELIVERY DETAILS
Service area: Maryland, Virginia and Washington, DC
Capacity: Two production scanners; up to 7,500 standard pages per week after intake
Applicable NAICS: 518210, verified against the work described above

BUSINESS CONTACT
Maya Chen, Managing Member
proposals@bluelantern.example | 202-555-0142 | bluelantern.example

Example note: A real version should contain only current, documented facts and
approved contact details, formatted onto one readable page.

Project experience example

Capture the facts that show you have done comparable work.

Blank + worked example · Free

Best for: Building a reusable fact record before tailoring past performance to a solicitation.
Not for: Claiming another employer’s or partner’s work as the company’s own experience.
Typical setup: 30–60 minutes

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

PROJECT EXPERIENCE EXAMPLE
Project name / permitted client description:
Dates:
Client type:
Our role: prime / subcontractor / individual prior experience
Employer at the time, if this is an individual's experience:

WHAT WAS NEEDED
Problem or deliverable:
Size / volume / duration (only verified facts):
Location and constraints:

WHAT WE ACTUALLY DID
Responsibilities:
People and methods used:
Work performed by others (do not claim it as ours):

RESULT AND EVIDENCE
Outcome:
Record supporting the outcome:
Issue encountered and how it was addressed:
Why this example is relevant to the current requirement:
Relevant solicitation section / experience criteria:
Gaps or limitations compared with the current requirement:

PERMISSIONS
Approved for public use? By whom?
Reference available with permission? Store private contact details separately.
Prepared by / reviewed by / date:

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

PROJECT EXPERIENCE EXAMPLE
Project: Tenant-record digitization for a regional property manager
Dates: January 12–March 8, 2026
Client type: Commercial property management company
Our role: Prime contractor

WHAT WAS NEEDED
The customer needed 220 paper tenant files converted into searchable PDFs while
keeping each file in its original order. The documented working count was 18,400
pages. Files had to follow a 12-field naming convention and be returned within
eight weeks. Work occurred at Blue Lantern’s controlled production office.

WHAT WE ACTUALLY DID
Two records technicians prepared and scanned files in weekly batches. A project
lead reconciled each batch to the pickup inventory, ran OCR, checked filenames and
reviewed every PDF for page order and readability. Blue Lantern performed all
described work; no subcontractor work is included in this example.

RESULT AND EVIDENCE
All 220 files were delivered by March 8. During customer review, 37 pages were
flagged for skew, orientation or low contrast. Blue Lantern rescanned those pages
and the customer signed the final completion record. The signed inventory,
correction log and completion email support these facts.

RELEVANCE TO FHRO-26-Q-1047
The project supports document preparation, OCR, naming and controlled return of
source files. It does not prove experience with Federal Heritage Records Office
systems or conservation of damaged documents; those are explicit limitations.

PERMISSIONS
The customer approved a sanitized description, not use of its name or employee
contact details. Reference information is stored separately and would be shared
only if requested and permitted.

03 templates

Bid decisions & planning

Check the requirements, decide whether to bid and assign the response work.

Bid / no-bid worksheet

Separate hard stops, unanswered questions and a credible reason to compete.

Blank + worked example · Free

Best for: A disciplined bid, clarify or pass decision before the team invests in a response.
Not for: Predicting an award probability or overlooking a mandatory requirement because the work looks attractive.
Typical setup: 30–45 minutes

Download blankDownload example How to use it

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

BID / NO-BID WORKSHEET
Buyer / notice title / identifier:
Official URL:
Latest amendment and date checked:
Response due (date, time, time zone):
Questions due (date, time, time zone):
Decision owner / decision date:

1. HARD REQUIREMENTS
For each: requirement | source section | met / not met / unknown | evidence
Eligibility / set-aside:
Licenses / certifications / security requirements:
Location / delivery schedule:
Mandatory experience / equipment / other conditions:
Stop if a mandatory condition cannot be responsibly met. Unknown is not yes.

2. DELIVERY PLAN
Who will do the work and when?
Confirmed staff / supplier / partner availability:
Capacity or skills gap and credible resolution:
Contract terms, insurance or financial risks needing specialist review:
Costs before payment and how they will be covered:

3. REASON TO COMPETE
Evaluation factor:
Our relevant evidence:
Our main weakness:
Why our proposed approach meets this buyer's need:

4. RESPONSE EFFORT
People / estimated preparation hours:
Outside costs:
Work we would delay:
Time available for review and submission:

5. UNRESOLVED QUESTIONS
Question | authorized channel | owner | resolve by:

DECISION: BID / CLARIFY / PASS
Reason:
Conditions to resolve before proceeding:
Next action / owner / date:
No calculated probability of award is implied by this worksheet.

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

BID / NO-BID WORKSHEET — DECISION: PASS
Buyer / notice: Western Archives Center, WAC-26-R-008, On-site media migration
Response due: October 20, 2026, 4:00 p.m. Mountain
Decision owner / date: Maya Chen / October 6, 2026

1. HARD REQUIREMENTS
Active SAM registration: Met — status record checked October 6.
Required five years of corporate experience with magnetic-tape migration: Not met.
Work must occur on site in Colorado for six months: Met only by relocating staff;
no confirmed local partner or staffing plan exists.
Mandatory secret facility clearance at proposal closing: Not met.

2. DELIVERY PLAN
Blue Lantern can perform document scanning, but tape migration requires equipment
and experience the company does not have. A possible partner was identified but
has not reviewed the scope, confirmed availability or agreed to a role. The buyer’s
question deadline has passed.

3. REASON TO COMPETE
Relevant records-handling procedures are a limited strength. The mandatory tape
experience and facility clearance are unsupported. A general records capability
does not resolve either requirement.

4. RESPONSE EFFORT
Estimated 65 staff hours plus partner input. The work would displace two active
client projects without establishing a credible delivery team.

DECISION: PASS
Reason: Two mandatory requirements are not met, and the delivery plan depends on
an unconfirmed partner. Next action: Record tape migration as outside the current
target profile; research Colorado partners before another suitable notice appears.

Takeaway: A well-reasoned pass protects delivery credibility and proposal time.

Requirements matrix

Map each instruction and evaluation factor to an owner, evidence and response location.

Blank + worked example · Free

Best for: Turning the latest solicitation instructions and evaluation factors into a controlled response map.
Not for: Replacing a full reading of the notice, attachments, amendments and official answers.
Typical setup: 60–120 minutes

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

REQUIREMENTS MATRIX
Buyer / notice identifier:
Official URL:
Files and latest amendment checked:
Date checked:
Response due (date, time, time zone):
Questions due (date, time, time zone):

COPY THIS BLOCK FOR EACH REQUIREMENT
Item number:
Source document / section / page:
Requirement (exact wording where useful):
Type: mandatory condition / deliverable / evaluation factor / submission rule
Related instruction / Section L reference:
Related evaluation factor / Section M reference:
Our evidence or planned response:
Gap or question:
Owner:
Due internally:
Response document / section / page:
Reviewer / review date:
Status: not started / in progress / needs clarification / checked

DO NOT FORGET TO CHECK
[ ] Eligibility and required qualifications
[ ] Complete scope and deliverables
[ ] Location, timing and acceptance requirements
[ ] Evaluation factors
[ ] Required forms, signatures and acknowledgments
[ ] Page limits, formats, file names and separate volumes
[ ] Submission destination, deadline and time zone
[ ] Amendments and official answers

This matrix organizes your review. It does not replace reading the full solicitation.

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

REQUIREMENTS MATRIX — FHRO-26-Q-1047
Files checked: RFQ, SOW, Appendix B and Amendments A0001–A0002
Date checked: October 10, 2026
Response due: October 16, 2026, 2:00 p.m. Eastern

R-01 | RFQ 3.1, page 4
Requirement: Quote the full not-to-exceed quantity of 5,000 pages.
Type: Pricing instruction
Official clarification: Q&A response to Q-01 says quote the full quantity.
Planned response: CLIN 0001 shows 5,000 pages × $1.28 = $6,400.
Owner: Priya | Internal due: Oct. 12 | Location: Quote, pricing table
Reviewer: Dana | Status: Checked

R-02 | SOW 4.2 and A0002, page 2
Requirement: Deliver searchable PDFs on an encrypted drive using Appendix B names.
Type: Deliverable and evaluated technical requirement
Planned response: Technical Approach steps 3–4 describe the naming check and drive delivery.
Evidence: Current software workflow and supplier quote for one encrypted drive.
Owner: Luis | Internal due: Oct. 9 | Location: Technical Approach, page 2
Reviewer: Maya | Status: Checked

R-03 | RFQ 5.1, page 6
Requirement: Complete work within 30 business days after pickup.
Type: Delivery condition
Planned response: Work plan completes delivery by Day 25 and reserves Days 26–30
for correction. Pricing uses the same staffing and period.
Owner: Luis | Location: Technical Approach, work plan
Reviewer: Maya | Status: Checked

R-04 | RFQ 7.2, page 8
Requirement: Acknowledge every amendment with the quotation.
Type: Submission rule
Planned response: Cover email and quote identify A0001 and A0002.
Owner: Maya | Location: Quote, submission check
Reviewer: Dana | Status: In progress until final source check

Takeaway: The matrix connects each source requirement to a named response location,
owner and review status. It does not decide whether the final response complies.

Proposal calendar & responsibility plan

Assign every decision, draft, review and submission task to an owner and backup.

Blank + worked example · Free

Best for: A response with several contributors, dependencies, reviews, attachments or more than a few days of work.
Not for: Replacing the official deadline or relying on an internal plan without continuing to monitor amendments.
Typical setup: 30–60 minutes to set up

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

PROPOSAL CALENDAR AND RESPONSIBILITY PLAN
Solicitation number / title:
Official due date, time and time zone:
Internal submission target (earlier than the official deadline):
Submission destination / method:
File, portal or email restrictions:
Question deadline, time and time zone:
Latest amendment reviewed:
Proposal lead / final approver, if required:

TEAM RESPONSIBILITIES
Role | primary owner | backup | expected output
Opportunity lead |
Technical lead |
Pricing lead |
Past-performance owner |
Independent reviewer |
Final formatter / file checker |
Authorized submitter |
Amendment monitor |

CALENDAR
Task | internal due date/time | owner | input needed | reviewer | status
Complete solicitation read-through |
Make bid / clarify / pass decision |
Draft, approve and submit questions |
Complete requirements matrix and response outline |
Receive partner / supplier inputs |
Complete technical first draft |
Complete pricing basis and reconcile CLINs |
Collect forms, signatures and attachments |
Run content and consistency review |
Freeze approved content and price |
Convert files and check access, size, names and readability |
Perform final amendment and official-source check |
Approve, submit and save proof of receipt |

WORKING RULES
Controlled file location:
File-naming and version convention:
How a requirement change reaches technical, price and schedule owners:
Check-in cadence / issue escalation owner:
Cutoff for unresolved contributor input:

FINAL-DAY PLAN
Account / portal access tested by and date:
Final official-source check scheduled for:
Upload or email start time:
Submitter and backup availability confirmed:
Receipt, sent message or confirmation saved at:

The internal submission target is a management practice, not a government rule.
Do not plan around an assumption that a late response will be accepted.

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

PROPOSAL CALENDAR — FHRO-26-Q-1047
Official deadline: October 16, 2026, 2:00 p.m. Eastern
Internal target: October 15, 2026, 3:00 p.m. Eastern
Submission method: Email specified in RFQ paragraph 8.1
Proposal lead / submitter: Maya Chen | Backup: Luis Ortega
Technical lead: Luis Ortega | Pricing lead: Priya Shah
Independent reviewer: Dana Brooks | Amendment monitor: Maya Chen

Oct. 5, noon | Read RFQ and decide bid/no-bid | Maya | Complete
Oct. 6, noon | Draft clarification questions | Luis / Priya | Complete
Oct. 7, 10:00 a.m. | Submit approved questions | Maya | Complete
Oct. 8, 3:00 p.m. | Finish requirements matrix and outline | Maya | Complete
Oct. 9, noon | Draft technical approach | Luis | Complete
Oct. 9, 4:00 p.m. | Record A0002 and replan affected work | Maya | Complete
Oct. 12, noon | Finish price basis and CLIN reconciliation | Priya | In progress
Oct. 13, noon | Assemble response and attachments | Maya | Not started
Oct. 14, noon | Independent content and math review | Dana | Not started
Oct. 15, 11:00 a.m. | Final amendment / instruction check | Maya | Not started
Oct. 15, 3:00 p.m. | Internal submission target | Maya; Luis backup | Not started

WORKING RULES
The controlled draft is in the opportunity folder under “Current.” File names begin
with the RFQ number and end with the revision date. Any change to scope, schedule or
price must enter the change log and be reviewed by Maya and Priya before final files.

The one-business-day buffer is Blue Lantern’s chosen practice, not a FAR requirement.

03 templates

Writing & pricing

Prepare the technical approach, pricing and quote.

Technical approach & work plan

Describe how the work will be done, who will do it and how results will be checked.

Blank + worked example · Free

Best for: A solicitation that requests an approach, methodology, staffing plan, schedule, deliverables or understanding.
Not for: Pasting unchanged boilerplate or ignoring a buyer’s required order, page limit or evaluation-factor structure.
Typical setup: 2–4 hours

Download blankDownload example How to use it

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

TECHNICAL APPROACH AND WORK PLAN
Solicitation number / title:
Requirement and evaluation-factor reference:
Required response order and page / word limit:
Prepared by / reviewed by:
Latest amendment reviewed:

1. UNDERSTANDING OF THE WORK
Customer outcome this section must support:
Current need described by the buyer:
Important constraints (schedule, location, volume, access, format or security):
Interpretation needing confirmation (connect to the questions log):

2. METHOD — REPEAT FOR EACH STEP
Step / name:
Activities in sequence:
Inputs needed:
Responsible role and resources:
Output or deliverable:
Timing / frequency:
Acceptance measure or completion evidence:
Relevant evidence supporting this method:

3. WORK PLAN AND MILESTONES
Milestone | timing | owner | customer input | completion evidence

4. STAFFING AND RESPONSIBILITY
Role | named person or to be assigned | responsibility | availability

5. QUALITY CONTROL
What will be checked:
How and when it will be checked:
Who performs and independently verifies the check:
How errors will be recorded, corrected and prevented from recurring:
Evidence retained:

6. RISKS AND DEPENDENCIES
Risk / dependency | early warning | preventive action | response | owner

7. DELIVERABLES AND ACCEPTANCE
Deliverable | format | due point | solicitation acceptance reference

8. SUPPORTING EVIDENCE
Relevant company, staff or partner experience:
Exact response location for the evidence:
Limitations that should be stated honestly:

FINAL REVIEW
[ ] The structure follows the solicitation and stated evaluation factors
[ ] Each requirement says what, who, when, how and how completion is checked
[ ] Claims are specific, supportable and consistent with staffing and price
[ ] Risks have credible actions and named owners
[ ] Unanswered issues appear in the questions / change log

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

TECHNICAL APPROACH — FHRO-26-Q-1047
Requirement: SOW 3–5; complete up to 5,000 pages within 30 business days

UNDERSTANDING
The Federal Heritage Records Office needs paper records converted into readable,
searchable PDFs with consistent names while the source records remain controlled
and in order. Success is an accepted electronic set, index and returned source files.

METHOD
1. Intake and inventory — Project Lead Maya Chen will reconcile each box to the
customer transfer list, assign a tracking number and record visible exceptions.
Evidence: signed intake inventory.
2. Preparation and digitization — Digitization Lead Luis Ortega will preserve folder
order, prepare pages, scan them and run OCR. Output: searchable draft PDF batches.
3. Quality review — Every file will be checked for readability, orientation, page
order, searchability and Appendix B naming. A second person reviews the first batch
and later samples; a recurring error triggers full review of the affected batch.
4. Delivery and correction — Blue Lantern will provide an index and encrypted drive,
return the paper records and maintain a correction log through acceptance.

WORK PLAN
Pickup and inventory | Days 1–2 | Maya | Signed intake inventory
Preparation and scanning | Days 3–15 | Luis | Batch production log
Quality review and correction | Days 8–20 | Luis / Maya | Completed QC log
Final delivery | By Day 25 | Maya | Delivery receipt and file index
Correction window | Days 26–30 if needed | Assigned team | Closed correction log

KEY RISK
Mixed or damaged pages could slow preparation. Blue Lantern will flag affected pages
during intake, preserve their order and request direction before performing work
outside the quoted assumptions. The plan does not claim conservation capability.

RFQ quick quote

Turn a straightforward request for quotation into a clear price and delivery response.

Blank + worked example · Free

Best for: A short quote for well-defined products or services with clear submission instructions.
Not for: A required proposal format, complex cost submission or unfamiliar high-risk work.
Typical setup: 45–90 minutes

Download blankDownload example How to use it

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

RFQ QUICK QUOTE WORKSHEET
Do not infer the legal effect from the title alone. Under federal simplified
acquisition procedures a quotation is generally not an offer, but some documents
called an RFQ request signed offers. Follow the actual solicitation language.

OPPORTUNITY
Customer / agency:
RFQ number / title:
Official source:
Quote due date, time and time zone:
Submission destination / method:
Latest amendment reviewed:
Prepared by / reviewed by:

CUSTOMER REQUIREMENT
Scope in one sentence:
Delivery or performance period:
Place of delivery / performance:
Key specifications, outcomes and evaluation factors:
Open items (connect to questions log):

QUOTE — KEEP THE BUYER’S EXACT CLIN / SLIN STRUCTURE
CLIN / SLIN | description | quantity | unit | unit price | extended price

Base subtotal:
Option item / period totals:
Shipping, travel, discount or other separately shown amount:
Total quoted price:
Price type requested:
Quote valid through:

DELIVERY AND APPROACH
Proposed delivery / performance schedule:
Brief method:
Primary deliverables:
Customer inputs or access needed:
Warranty / technical literature, only if requested:

PRICE BASIS, ASSUMPTIONS AND EXCEPTIONS
Included in price:
Key estimating assumptions:
Excluded or separately priced items:
Source of quantities and rates:
Internal pricing record / approval location:
Any exception to a stated requirement (do not hide it):

SUBMISSION CHECK
[ ] All CLINs, quantities, options and totals reconcile
[ ] Delivery promise confirmed by the responsible team
[ ] Requested identifiers, literature, forms and signatures included
[ ] Every amendment acknowledged exactly as instructed
[ ] Added terms do not conflict with the solicitation
[ ] Final source check and proof of timely submission retained

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

RFQ QUICK QUOTE — FHRO-26-Q-1047, DIGITIZATION SUPPORT
Customer: Federal Heritage Records Office
Due: October 16, 2026, 2:00 p.m. Eastern
Submission: Email stated in the RFQ
Amendments reviewed: A0001 and A0002 through October 15

REQUIREMENT
Digitize up to 5,000 standard pages into searchable PDFs, use the Appendix B
file-naming convention and return the source records and electronic files within
30 business days.

QUOTE
0001 | Preparation, scanning, OCR, QC and searchable PDF delivery | 5,000 | page | $1.28 | $6,400
0002 | Secure local pickup and return delivery | 1 | lot | $400.00 | $400
Total quoted price: $6,800 firm-fixed price
Quote valid through: November 15, 2026

DELIVERY AND APPROACH
Blue Lantern will inventory, prepare and scan the records; review each file for
readability, order, searchability and naming; and deliver an index and encrypted
drive. Delivery is planned by Day 25, leaving five business days for correction.

ASSUMPTIONS
Price assumes no more than 5,000 letter- or legal-size pages at one pickup location,
no conservation work, one pickup and return trip, one encrypted drive and one
correction cycle for errors attributable to Blue Lantern.

CHECK
5,000 × $1.28 = $6,400; $6,400 + $400 = $6,800. Priya Shah checked the math.
Luis Ortega confirmed the staffing and delivery promise. Maya Chen owns submission.

Pricing basis of estimate

Document how labor, materials, vendor inputs, assumptions and risk support the proposed price.

Blank + worked example · Free

Best for: Developing and reviewing a price before entering figures into the buyer’s required pricing format.
Not for: Claiming an approved accounting method, certified cost submission, audit readiness or guaranteed price-to-win.
Typical setup: 1–3 hours plus quote collection

Download blankDownload example How to use it

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

PRICING BASIS-OF-ESTIMATE WORKSHEET
This records internal estimating logic. It does not determine cost allowability,
certified cost or pricing data requirements, audit readiness or government acceptance.

OPPORTUNITY
Solicitation number / title:
Estimate version / date:
Price type and required CLIN structure:
Base and option periods:
Latest amendment reviewed:
Estimator / independent reviewer / dates:

SCOPE BASIS
Work included:
Work excluded or separately priced:
Customer-furnished inputs, access or equipment:
Volume / quantity and authoritative source:
Schedule assumption:
Open questions affecting price (question-log IDs):

ESTIMATE DETAIL — USE FORMULAS, NOT HARD-CODED TOTALS
Element | activity / item | quantity | unit | rate / unit price | extended amount | source / date | confidence

LABOR BASIS — REPEAT BY ROLE / ACTIVITY
Estimated hours and task-based reasoning:
Rate used and what it represents (direct, loaded planning or selling rate):
Rate source / effective date:
Calculation:

NON-LABOR BASIS — REPEAT BY ITEM
Material, equipment, software, travel, shipping or subcontract item:
Quantity basis:
Vendor quote, catalog or internal source / date / expiration:
Calculation and escalation treatment:

ASSUMPTIONS AND UNCERTAINTY
Key assumptions:
Highest-uncertainty inputs:
Useful low / high sensitivity without false precision:
Risk treatment included in price:
Items requiring management or specialist review:

RECONCILIATION
Estimate subtotal:
Adjustments, fee / profit or contingency with explanation:
Proposed total:
Base and every option total included:
CLIN totals reconcile to the proposed total: yes / no
Hours, labor mix and schedule reconcile to the technical plan: yes / no
Indirect costs not double-counted; rounding applied consistently: yes / no

APPROVAL
Math / formulas checked by and date:
Sources and assumptions checked by and date:
Final figures entered into the required solicitation form by and date:

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

PRICING BASIS — FHRO-26-Q-1047, VERSION 3, OCTOBER 12, 2026
All rates below are fictional and are not market recommendations.

SCOPE
Up to 5,000 standard pages; one local pickup and return; preparation, scanning,
OCR, naming, quality review, index and encrypted-drive delivery within 30 business
days. Conservation, oversized media and added locations are excluded.

ESTIMATE DETAIL
Project lead | Coordination, review and delivery | 12 hr | $85 | $1,020 | Internal planning rate 9/28 | Medium
Digitization lead | Scanning, OCR and QC | 80 hr | $52 | $4,160 | Internal planning rate 9/28 | Medium
Records preparation | Preparation and order checks | 16 hr | $42 | $672 | Internal planning rate 9/28 | Medium
OCR software allocation | Project use | 1 lot | $180 | $180 | Vendor plan 9/25 | High
Encrypted drive | Delivery media | 1 each | $80 | $80 | Supplier quote 9/26 | High
Courier | Pickup and return | 2 trips | $80 | $160 | Local quote 9/27 | Medium

RECONCILIATION
Estimate subtotal: $6,272
Visible internal allowance for volume mix, rework and schedule uncertainty: $528
Proposed total: $6,800
CLIN 0001: 5,000 × $1.28 = $6,400
CLIN 0002: One pickup / return lot = $400
CLIN total: $6,800 — reconciles to the proposed total

KEY ASSUMPTION
If an official answer or amendment changes volume, record condition, delivery method
or location, Priya will reopen the estimate and recheck it against the technical plan.

02 templates

Changes & submission

Track official changes, verify every file and retain proof of submission.

Submission & lessons learned

Check the final package, keep the receipt and learn from the result.

Blank + worked example · Free

Best for: A line-by-line final check, proof of timely delivery and a useful post-result review.
Not for: Assuming a saved draft, pending upload or informal message proves the buyer received the response.
Typical setup: 30–60 minutes

Download blankDownload example How to use it

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BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

SUBMISSION CHECKLIST
Mark N/A with a reason where an item does not apply to this solicitation.
Buyer / notice identifier:
Official URL:
Submission owner / backup:
Deadline (date, time, time zone):
Internal submission target:
Authorized submission destination / method:

SOURCE CHECK
[ ] Latest notice, attachments and amendments reviewed
[ ] Official questions and answers checked
[ ] Required amendment acknowledgments completed

PACKAGE CHECK
[ ] Every requirement mapped to a response
[ ] Eligibility and factual claims checked
[ ] Work plan, staffing, schedule and pricing consistent
[ ] Required forms and signatures present
[ ] Page limits and file formats followed
[ ] Required separation of price and technical files followed
[ ] All attachments included and final files open correctly
[ ] A second reviewer completed the line-by-line check, or a solo operator
    performed a separate, deliberate second review

SUBMIT AND CONFIRM
[ ] Portal access and submission instructions checked in advance
[ ] Submitted by the authorized method before the deadline
[ ] Completion confirmed, not merely a saved draft or pending upload
[ ] Receipt / confirmation and timestamp retained
[ ] Exact submitted files saved securely
Confirmation reference / location:
Submitted by / date / time / time zone:
Problem encountered and action taken, if any:

AFTER THE RESULT
Outcome / date:
Applicable feedback or debriefing procedure and deadline checked:
What the buyer actually said (separate from our assumptions):
What worked:
What we would change:
One improvement / owner / date:
If awarded: contract terms, performance, reporting and invoicing reviewed:

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

SUBMISSION CHECKLIST — FHRO-26-Q-1047
Submission owner / backup: Maya Chen / Luis Ortega
Official deadline: October 16, 2026, 2:00 p.m. Eastern
Internal target: October 15, 2026, 3:00 p.m. Eastern
Authorized method: Email to the address listed in RFQ paragraph 8.1

SOURCE CHECK
[x] RFQ, SOW, Appendix B and A0001–A0002 checked October 15 at 11:04 a.m.
[x] Official Q&A checked; Q-01 and Q-02 incorporated
[x] A0001 and A0002 acknowledgment added as paragraph 8.2 instructs

PACKAGE CHECK
[x] Requirements matrix has an owner, response location and reviewer for every row
[x] Technical plan, 30-business-day schedule and pricing use the same scope
[x] CLIN 0001: $6,400; CLIN 0002: $400; total independently checked at $6,800
[x] Quote and technical approach are under their stated page limits
[x] Final PDFs open, display correctly and use the requested file names
[x] Dana Brooks completed the independent line-by-line check on October 14

SUBMIT AND CONFIRM
[x] Maya sent the final files October 15 at 2:42 p.m. Eastern
[x] Sent-message record shows the required recipient, attachments and timestamp
[x] Contract specialist acknowledged receipt October 15 at 2:51 p.m. Eastern
[x] Exact submitted files and receipt were saved read-only in the opportunity folder
Confirmation location: FHRO-26-Q-1047 / 05 Submitted / Receipt

AFTER THE RESULT
Outcome: Not yet known
Next review: Record the result and only the buyer’s actual feedback. If a debriefing
or feedback procedure applies, check its stated deadline before deciding to request it.

Questions, amendments & change log

Keep official answers, formal amendments and every resulting response change connected.

Blank + worked example · Free

Best for: Any opportunity with open interpretations, revised attachments, amendments or several working drafts.
Not for: Treating silence, an informal conversation or your preferred interpretation as a change to the requirement.
Typical setup: 20–30 minutes to set up

Download blankDownload example How to use it

Preview blank template

BID RIGOR | GOVCON 101
THE SOLICITATION CONTROLS. This is a working aid, not an official government form. Adapt it to the exact instructions, evaluation factors, forms, dates and amendments.
Keep confidential, proprietary, personal and banking information out of public versions.

QUESTIONS, AMENDMENTS AND CHANGE LOG
Only an official solicitation amendment or an authorized written answer can change
or clarify a requirement. Keep informal information marked unverified unless it is
confirmed through the method the solicitation permits.

OPPORTUNITY
Solicitation number / title:
Official source / portal:
Question deadline, time and time zone:
Response deadline, time and time zone:
Log owner / backup:
Latest amendment reviewed:
Folder holding original, revised and final files:

QUESTION LOG
ID | solicitation reference | concise question | why it matters | submitted date / method | official answer / source | action | owner | status

QUESTION CHECK
[ ] Identifies the exact conflicting or missing information
[ ] Asks one answerable issue without sales language or unnecessary detail
[ ] Avoids disclosing proprietary solution information in a public question
[ ] Uses only the permitted channel and preserves the official response
[ ] Does not treat silence as approval of an assumption

AMENDMENT LOG
Amendment | retrieved date | official change | files replaced | technical impact | price impact | schedule / submission impact | acknowledgment method | owner | verified

INTERNAL CHANGE LOG
Change ID / date | triggering answer or amendment | document / section | exact change made | owner | reviewer | complete

UNRESOLVED ITEM — REPEAT AS NEEDED
Issue and source reference:
Current working assumption, if unavoidable:
Where the assumption is disclosed:
Effect if the assumption is wrong:
Decision owner / review deadline:

PRE-SUBMISSION CHECK
[ ] Official source checked and the check time recorded
[ ] All amendments downloaded, compared and retained
[ ] Required acknowledgments completed exactly as instructed
[ ] Technical, price, calendar, matrix, forms and attachments updated
[ ] Superseded files remain identifiable but separate from final files
[ ] Final package checked against the latest official version

Preview fictional worked example

BID RIGOR | GOVCON 101
FICTIONAL WORKED EXAMPLE. Blue Lantern Records LLC, its people, customers, prices and opportunity details are invented for instruction. Do not reuse them as your own.
THE SOLICITATION CONTROLS. Replace the example with supported facts and follow the buyer's exact instructions.

QUESTIONS, AMENDMENTS AND CHANGE LOG — FHRO-26-Q-1047

QUESTION LOG
Q-01 | SOW 3.1 | Is 5,000 an exact or not-to-exceed page quantity? | Affects labor and unit-price presentation | Submitted Oct. 7 by required email | Official Q&A: not to exceed 5,000; quote the full quantity | Retain the 5,000-page price | Priya | Closed
Q-02 | SOW 4.2 | Encrypted drive or customer-system upload? | Affects equipment and delivery | Submitted Oct. 7 | A0002 requires encrypted-drive delivery | Add drive to estimate and approach | Luis | Closed

AMENDMENT LOG
A0001 | Oct. 6 | Question deadline extended to Oct. 7; quote deadline unchanged | Cover notice | No technical or price effect | Calendar updated | Acknowledge in quote | Maya | Verified
A0002 | Oct. 9 | Added naming appendix and encrypted-drive delivery | SOW / Appendix B | Add naming QC and drive delivery | Add $80 drive and reconcile price | Attachment list updated; deadline unchanged | Acknowledge in quote | Maya | Verified

INTERNAL CHANGE LOG
C-01, Oct. 9 | A0002 | Technical approach step 3 | Added Appendix B naming check | Luis | Maya | Complete
C-02, Oct. 9 | A0002 | Pricing basis / quote | Added drive; reconciled total to $6,800 | Priya | Dana | Complete
C-03, Oct. 10 | A0002 | Requirements matrix / checklist | Added A0002 acknowledgment control | Maya | Dana | Complete

FINAL CHECK
Maya will recheck the official source October 15 at 11:00 a.m. Eastern. The internal
log records changes; it does not turn an informal answer or assumption into authority.