Release checklist
Seven checks before a tender submission leaves the team.
“Draft complete” should start the final review, not authorize release. This checklist makes the seven final-control questions explicit without turning the decision into a generic score.
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In one minute
Run the checks in dependency order.
Authority comes first because every downstream decision depends on the correct buyer baseline. Candidate identity connects the review to the files being uploaded; human submission and its confirmation close the sequence.
Seven controls
From buyer authority to a confirmed submission.
Record the owner, result, supporting evidence and next action for each stage. Use HOLD for unresolved release conditions; do not turn the checklist into an averaged score.
01
Lock the current buyer source
Authority · Proposal ownerIdentify the authoritative RFP, RFQ or tender pack, latest amendments and clarifications. Record the submission deadline and timezone. Reconcile changed wording before reusing an earlier answer. Evidence: source/version register and a closed or owned amendment impact list.
02
Reconcile every required deliverable
Coverage · Workstream ownersMap mandatory requirements, response sections, forms and attachments. Preserve buyer-required templates and response codes. Check page or word limits and unanswered fields. Evidence: a current compliance matrix with response locations and no unowned mandatory gaps.
03
Verify claims against approved proof
Evidence · Evidence ownerTest the actual claim wording against the proof’s entity, product, geography, dates and scope. Identify unsupported claims, expired evidence and contradictions. Evidence: traceable claim → proof → approval links; replace or qualify a claim only through the authorised review process.
04
Close commercial and approval decisions
Approval · Authorised reviewersReconcile pricing, totals, commercial assumptions, offer validity and qualifications. Confirm required signatures and signing authority. Name any unresolved exception and its decision owner. Evidence: approvals covering the current offer and signed required forms. A finished drafting task cannot close an unresolved decision.
05
Inspect the exact release package
Candidate · Package ownerOpen each final export. Check naming, format, size, legibility, required attachments and consistency between the narrative, pricing and declarations. Record which file versions were checked. Evidence: the exact candidate inventory tied to the review. Reopen affected controls after a material rewrite, evidence substitution or new export.
06
Validate the human upload
Portal · Authorised submitterConfirm access, portal fields, allowed formats, upload limits and the buyer’s current deadline/timezone. Upload the checked candidate and inspect portal validation messages and available previews. Evidence: the uploaded filenames and resolved validation issues. REQVERA does not perform this human submission step or guarantee portal acceptance.
07
Confirm submission and preserve receipt
Release · Release ownerThe authorised person performs the final review and submits. Verify the buyer’s acknowledgement, time and referenced files where provided. Preserve the receipt alongside the candidate and approvals. Evidence: recorded confirmation; if acceptance is unclear, follow the buyer’s stated support process before the deadline rather than assuming success.
Close the loop
A checklist is useful only if each answer refers to the same current bid state.
A stale source, changed attachment or new export can invalidate an earlier “yes” without changing the checklist itself.
Release conversationOne current state. One exact blocker. One next action.
Explore by need
Keep the next control question clear.
The resource hub is organised by buyer task, not by page type. Move sideways only when the question changes.
02 · Decide & comply
Decide & comply
Bid / no-bid decisionCompliance software vs final controlLocal-first bid control03 · Product & assurance