OD / RESOURCE / 001Pre-bid readiness checklist.
Most bid deadlines are too short to start rebuilding basic corporate documentation from scratch. This list helps you see what is already ready, what needs updating, and what should live in one controlled folder before the next RFP or prequalification request arrives.
01 / Corporate
Current legal business name and contact details
Business registration / incorporation documents
Standard company profile / capability statement
Organizational chart and key personnel information
Project / client reference list with current contacts
Standard signature and authorization information
02 / Insurance + financial
Current certificate of insurance
Policy limits checked against common client requirements
WSIB / workers' compensation clearance or equivalent
Banking / EFT information stored securely for vendor onboarding
Financial statements or letters available if routinely requested
Tax / remittance information available where applicable
03 / Health + safety
Current health and safety policy
Training / certification matrix for field personnel
Incident reporting procedure
Emergency response procedure where relevant
Subcontractor / supplier safety requirements
Safety statistics or performance data if clients commonly request them
04 / Operations + quality
Core SOPs for recurring work
Quality policy / quality-control procedures where relevant
Document-control / revision convention
Standard forms, checklists and inspection records
Escalation and issue-management process
Named owner for each controlled document
05 / Bid-ready
Reusable project descriptions / past-performance summaries
Staff bios / resumes in a consistent format
Standard methodology language for recurring services
Current client references with permission to use them
Master folder with current mandatory forms and certificates
Simple expiry calendar for documents that go stale
If half of this lives in someone's inbox, start there.
OpDeploy can help organize the existing material, identify the gaps and build the missing documents into a system that is easier to reuse for the next bid or registry request.
This checklist is general business information, not legal, safety, accounting or certification advice. Requirements vary by client, industry and procurement process.