Free evidence worksheet
Federal Proposal Evidence Checklist
Organize what your team can support, identify the gaps and keep proposed work separate from completed capability.
Support the claim you actually plan to make
Start with the response instructions and the claims needed for that response. Gather the material that supports those claims under the stated conditions, then identify what your technical reviewer still needs to confirm. A large document folder is not the same as usable evidence.
The notice, incorporated instructions and applicable amendments determine the actual submission requirements. The worksheets below organize a decision; they do not certify eligibility or replace agency instructions.
What to collect and why
| Category | Useful material, where relevant | Question to resolve |
|---|---|---|
| Current capability | Current product description, configuration and version. | What exists now, and what is proposed development? |
| Testing and conditions | Relevant test report, method, date, configuration and operating conditions. | Does the evidence support the exact claim and limits in the draft? |
| Architecture and interfaces | System diagram, interfaces, dependencies and known constraints. | What must integrate, and who is responsible for confirming it? |
| Prior work | Relevant work description and material approved for the intended use. | Which facts are supported and permitted to be shared? |
| Team and partner roles | Named technical reviewer, proposed responsibilities and confirmed partner inputs. | What has actually been agreed, and what remains an assumption? |
| Readiness and approvals | The notice-specific representations, registrations or approvals that apply to the proposed role. | Which are established, which are pending and who must verify them? |
Your evidence-gap record
For each material claim, keep the source and its limits together. Complete this in your own records; no upload is required.
Claim or requirement and notice source location
Supporting document, version and relevant location
Conditions, configuration and limits supported by that document
Technical owner and confirmation needed
Shareability or handling restrictions to resolve
Missing evidence, next action and agreed due date
A fictional example: limit the claim
A draft says a product will operate in a new environment. The team has a test summary for a different configuration, and the technical reviewer has not confirmed that it supports the new use.
Next action: identify the relevant conditions and configuration, ask the technical owner what the existing report supports, then revise the claim or plan the missing validation. Do not describe proposed testing as completed evidence.
This is an invented example of evidence handling, not a client result or agency requirement.
Turn the material into a response
Use the compliance matrix to connect each requirement to the response location, supporting evidence and owner. Keep unresolved items visible for review.
Source basis and limits
For procurements using the Uniform Contract Format, FAR 15.204-5 distinguishes representations, response instructions and evaluation factors. Our categories organize preparation; they are not a government-mandated universal evidence list. The actual notice, incorporated provisions, amendments and applicable rules determine what you must provide. This worksheet is a planning aid, not legal advice.
Use public information for the initial Thesis request. Do not send classified or controlled information through our website or ordinary inquiry email. We establish handling arrangements before requesting further material.
For BAA, CSO or other-transaction, and SBIR/STTR opportunities, follow the specific notice’s instructions; FAR Part 15 and the Uniform Contract Format are not a universal template.
FAR reference version: FAC 2026-01, effective 13 March 2026; checked 18 October 2026. Check the notice for applicable agency deviations.
Need the evidence turned into a document?
We can scope an agreed brief, white paper or response from your existing material. Your engineers approve the technical facts. You receive the scope, fixed fee and delivery date before approving the work.
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