TenderMatrix / Guides / Bid/no-bid checklist
Bid/no-bid checklist: a scoring table for the go decision
A bid/no-bid decision checks whether you can meet the mandatory requirements, whether you can win, and whether winning is worth the cost. A practical checklist runs knock-out gates first, then a weighted score, and ends with a named approver and a recorded reason.
Gates first, then a score
Bid/no-bid, also called go/no-go, mixes two questions. Can we comply? is a gate: if a mandatory requirement is out of reach and the buyer allows no exceptions, the answer is no, however attractive the contract. Should we compete? is a judgement, and a score helps keep it honest.
Run the gates first. Reading the mandatory and pass/fail items on a filtered list takes far less time than reading the whole RFP, and it settles many no-bid decisions early. Then score the rest, decide, and write the reason down so the next review does not start from scratch. The type of document shapes the review: a tender full of pass/fail gates reads differently from an information request. The RFP vs RFQ vs RFI page shows the difference.
Running the decision in six steps
- Capture the facts Buyer, value if stated, term, closing date and time with the time zone, question deadline, evaluation method and submission format.
- List the mandatory and pass/fail items Certifications, registrations, insurance levels, experience thresholds, security clearances, location and required forms.
- Check each gate against evidence Mark Met, Not met, or Can be met by the deadline, and name the evidence: a certificate, a policy, a contract.
- Score the judgement criteria Score 0 to 5 on each criterion in the table below, with a one-line reason, so a later reader can see why.
- Estimate cost and capacity Hours of writing, review and pricing work against who is free before the deadline, plus bid costs and any partner needs.
- Decide, name the approver, record the reason A named person decides and dates it. Revisit the decision if an amendment changes scope, dates or terms.
Steps one to three go fast when the RFP is already broken into rows; see the RFP shredding process. How a buyer treats a miss on a mandatory item is covered in mandatory vs desirable requirements, and how it will score the rest in RFP evaluation criteria and weighting.
A sample scoring table
The weights are an example, not a standard. Set your own with your leadership. Multiply each 0 to 5 score by its weight and add them up. Many teams then agree a threshold to proceed, to discuss or to decline, and review it against their own results.
| Criterion | Question to ask | Example weight |
|---|---|---|
| Gate: mandatory requirements | Can we meet every pass/fail item by the deadline, with evidence? | Pass or fail |
| Gate: eligibility | Do registrations, insurance, certifications and location rules allow us to bid? | Pass or fail |
| Strategic fit | Does this work match where we want to grow? | 15% |
| Customer relationship | Do we know the buyer, and did we help shape the need? | 15% |
| Competitive position | Who else is likely to bid, and is an incumbent favoured? | 15% |
| Delivery risk | Can we deliver the scope, terms and service levels as written? | 20% |
| Commercial value | Are the margin, term and payment structure worth the effort? | 15% |
| Capacity | Do we have writers, experts and review time before the deadline? | 20% |
What goes wrong in bid/no-bid reviews
- Scoring before the gates. A high score does not cure a failed mandatory.
- Counting a certificate in progress as met. Check whether the RFP accepts pending certification. Until it says so, treat it as Not met.
- Skipping the contract terms. Liability caps, insurance, indemnity and payment terms sit in the terms section or an attachment. Have contracts or legal read them. This guide is not legal advice.
- Anchoring on past wins. A repeat customer is not a guaranteed fit for a new scope.
- No single decider. Committees diffuse accountability. Name one approver.
- No record. When the same buyer reissues the RFP, the team may not remember why you declined.
- Deciding once. Dates move and amendments arrive. Re-check the gates at each addendum.
How TenderMatrix helps
TenderMatrix gives the gate review a head start. Convert the RFP, filter to Mandatory, and read those rows against your certificates and references, with the section and page on each. It does not score a bid, estimate effort or judge eligibility; the checks and the decision stay with you. It can miss a requirement written without a modal verb, so read the instructions and pass/fail sections of the RFP as well. Try it on the RFP to Excel page. Free: 1 file per day, up to 10 pages, no account. Files over 10 pages are converted up to page 10 on the free allowance; a page code converts the whole file, up to 150 pages. See pricing.
Questions bid teams ask
What is a bid/no-bid decision?
It is the formal choice whether to submit a response to a solicitation. It weighs ability to comply, chance of winning, delivery risk and the cost of bidding. Teams also call it go/no-go. Record it with a name and a date.
How long should the review take?
As short as the deadline allows. A first pass over the mandatory rows and key dates can often be done in hours, and the scoring discussion is short once the evidence is gathered. A long review eats the time you need to write.
Who makes the decision?
A named approver, such as a bid director, business unit head or executive sponsor, with input from the proposal manager, delivery lead, finance and contracts. Authority levels differ by organisation and contract value, so follow your internal policy.
What if we cannot meet one mandatory requirement?
Check whether the buyer allows exceptions, alternatives or a waiver, and consider a clarification question. If the rules treat any miss as non-compliant, the choice is no-bid or a partner. Rules differ by buyer, so read the instructions.
Can we change the decision later?
Yes. An amendment can change scope, dates or terms, and a clarification answer can remove a risk or reveal one. Re-check the gates and the score when something material changes.
Should we bid just to stay on the buyer's radar?
Treat it as a deliberate strategic choice with a capped budget and a recorded reason. A courtesy bid still costs writing hours that a winnable bid may need.
What are the typical pass/fail items?
Registrations, certifications, insurance levels, minimum experience or turnover, security clearances, location and required forms. The list varies by buyer and sector, so build it from the RFP itself.