Importance of Complying with Mandatory Requirements in RFTs

Introduction

Requests for Tenders (RFTs) are a core part of the government procurement process in North America. Each RFT sets out clear and mandatory requirements designed to ensure fair competition and that vendors meet the quality, capability, and eligibility standards for public contracts. For small businesses and new vendors, understanding and complying with these rules is critical to successful tendering. This guide explains why strict compliance matters and how you can protect your bid from being disqualified on these technicalities.

Understanding RFTs and Their Mandatory Requirements

An RFT is a formal invitation issued by a government agency requesting vendors or suppliers to submit competitive bids for specific goods, works, or services. The document spells out not just the scope and terms of the project, but also includes non-negotiable, mandatory requirements.

Common types of mandatory requirements in RFTs include:

• Certification documents (e.g., licenses, safety certificates, insurance proofs)
• Specific technical criteria
• Compliance with local, state, and federal regulations
• Bid security deposits
• Minimum experience or track record requirements
• Formatting, submission, and deadline instructions

If any single mandatory requirement is missed or incomplete, public sector agencies are usually required to disqualify the bid. This ensures the process remains consistent and legally defensible.

Why Mandatory Requirements Matter

Mandatory requirements uphold fairness, transparency, and risk management in government contracting. They help ensure that all submissions:

• Meet a minimum threshold of eligibility
• Are evaluated on a consistent basis
• Reduce legal and operational risk for the public agency

For vendors, meeting these requirements is not just a formality. Non-compliance can result in your bid being set aside, regardless of the price or quality of your offer. According to public procurement principles, government agencies are rarely allowed to accept or clarify incomplete submissions after the close date, except in rare technical circumstances.

Practical Steps to Ensure Compliance

As a vendor or contractor, you can greatly improve your prospects by following these steps:

1. Read the RFT Document Thoroughly
   Never skim. Carefully read all instructions, including appendices and attachments. Highlight mandatory sections.
2. Create a Compliance Matrix
   List every mandatory requirement and cross-reference details of your response. Assign responsibility for gathering each item.
3. Check All Supporting Documents
   Ensure that every certification, proof, or technical sheet required is current, correct, and included.
4. Observe Format and Submission Rules
   Follow formatting rules exactly. This includes using required templates, page limits, and labeling conventions set out in the RFT.
5. Double-Check Deadlines
   Late submissions, even by minutes, are not accepted. Ensure you allow time for electronic uploads or physical delivery as specified.
6. Conduct a Peer Review
   Have someone who did not prepare the submission crosscheck against the RFT’s mandatory checklist for errors or omissions.

Using resources like the Vendor Readiness Checklist helps teams avoid missing critical items.

Real-World Example: What Compliance Looks Like

Consider a municipal RFT for new IT infrastructure. The RFT specifies that all bids must include:

• An up-to-date security clearance certificate
• Proof of professional indemnity insurance
• Detailed technical responses in a provided template
• A signed conflict of interest declaration

A technically strong bidder was disqualified because they omitted the insurance proof. Despite having the capability and a competitive price, the absence of one required document led to automatic exclusion. This demonstrates the importance of checking every requirement before submitting a bid.

Checklist: Before You Submit

• Have all mandatory forms been completed and signed?
• Is every required certificate current and attached?
• Are all electronic files in the required format and clearly labeled?
• Have you checked the submission deadline and delivery method?
• Was your response reviewed by a colleague for completeness?
• Have you reviewed the Vendor Readiness Checklist for last-minute gaps?

Common Mistakes in RFT Submissions

• Missing attachments: Forgetting a certificate, form, or supporting document.
• Incorrect document versions: Including out-of-date licenses or expired certifications.
• Non-compliant formatting: Not using the agency’s template or ignoring instructions on page limits.
• Failure to provide bid security: Omitting or submitting the wrong form of bid bond, when required. Review the Bid Security Guide for details on these requirements.
• Late submission: Delivering after the stated deadline, due to technical or logistical delays.

Most errors are preventable through rigorous checks and following a structured preparation plan.

How PCANA Supports Vendor Compliance

The Procurement & Contracts Authority of North America (PCANA) provides guidance, resources, and compliance support for new and established government vendors. Through our registration process, vendors gain access to policy updates, compliance tutorials, and best-practice checklists. The PCANA Registration portal is the recommended starting point for any organization seeking public-sector opportunities.

Next Steps: Get Ready for Your Next RFT

To prepare for your next government bidding opportunity:

1. Sign up with PCANA for up-to-date procurement and compliance resources
2. Review the Vendor Readiness Checklist for pre-bid planning
3. Assign a compliance lead to manage RFT requirements
4. Schedule time for final review before submission

Adopting compliance-driven practices can increase eligibility and show agencies your organization’s professionalism.

Conclusion

Fully meeting all mandatory requirements in RFTs is non-negotiable in government procurement. Careful attention to detail, structured vetting, and the use of checklists and compliance resources help minimize the risk of disqualification for technicalities. Prepare ahead for your next RFT by registering with PCANA, giving your team confidence and access to essential support every step of the way.

Compliance Tip: To access compliance checklists, policy resources, and RFT updates, register your organization with PCANA today.