RFP shred

A thorough shred reads the whole solicitation, not only Section L and Section M. Requirements also hide in Section C and the work statement, in Sections F, G and H, in clauses, attachments and in each amendment. Each sentence with "shall," "must," "will" or "should" is a candidate line.

The word matters. "Shall" and "must" are binding; "should" signals a preference that is usually scored; "may" is optional. Splitting a sentence that holds two obligations into two lines prevents one of them from being missed.

The output is the compliance matrix and the skeleton of the annotated outline. Along the way the team notes ambiguities and conflicts between sections, which become questions for the questions and answers period.

Paraphrasing instead of quoting, skipping attachments, missing page limits and formatting rules, and shredding once but not again after amendments. Keep the solicitation's own words and its page reference on every line so anyone can check it.

A practical tip: keep a column for the requirement type. Separating instructions (how to write), evaluation criteria (how it is scored), work requirements (what you will do after award) and administrative items (forms, certifications, delivery) lets each group go to the right owner, and it makes the hand-off to the outline and the submission checklist much faster.