RFP Compliance Matrix Generator

Turn an RFP or tender document into a compliance matrix. Each must, shall or should statement becomes a numbered requirement with its clause and page.

Reviewed by Dany, RightSums team · Updated

Files are processed in memory and never stored.

compliance · Business · UK & US

Upload an RFP, ITT or tender specification as a PDF, Word or text file. The tool reads every sentence and keeps those that state a requirement. Words such as 'must', 'shall' or 'required' mark it as mandatory, and 'should', 'may', 'preferred' or 'desirable' mark it as optional. Each requirement gets an ID such as REQ-01, its clause and page reference, and a category such as Security, Data Protection, Operations & SLA or Commercial. You can also upload your draft response. The tool then finds the sentence in your response that shares the most key words with each requirement and marks it Compliant, Partial or Non-Compliant, quoting that sentence as evidence. Export the matrix to Excel for your bid team.

Accepted inputs

  • PDF
  • Word (.docx)
  • Text (.txt)
  • Photos (JPG, PNG)

Outputs

  • Compliance matrix
  • Excel (.xlsx)

How to use the RFP Compliance Matrix Generator

  1. Upload the RFP or tender document, and optionally your draft response.
  2. Every sentence containing must, shall, required, should or may is kept as a requirement and marked mandatory or optional.
  3. Each requirement is given an ID, a clause and page reference, and a category.
  4. If you added a response, each requirement is marked Compliant, Partial or Non-Compliant, and you can export the matrix to Excel.

Frequently asked questions

How do I create a compliance matrix from an RFP?

Upload the RFP and the tool lists every requirement sentence as a numbered row with its clause, page, category and whether it is mandatory. Export the table to Excel and add columns for owner and response as your team works through it.

How does it tell mandatory from optional requirements?

A sentence with 'must', 'shall', 'mandatory' or 'required to' is marked mandatory. A sentence with only softer words such as 'should', 'may', 'preferred' or 'desirable' is marked optional. If a sentence has both, it is treated as mandatory.

How does the check against my response work?

For each requirement, it finds the response sentence that shares the most key words. If 5 of a requirement's 8 key words appear (62.5%), it is Compliant. From 25% up to 50% is Partial, and below 25% is Non-Compliant. Treat this as a first pass, not a final score.

What categories are requirements sorted into?

There are ten: Security, Data Protection, Hosting & Governance, Operations & SLA, Support & Training, Technical & Integration, Commercial, Legal & Compliance, Accessibility and Reporting. A requirement with none of the category keywords is placed in General.

Why were no requirements found in my RFP?

The tool only keeps sentences that use requirement words such as must, shall, should or required. If none are found you will see an error. This can happen with poor scans, where OCR misreads the wording, so try the Word version of the RFP if you have it.

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