What does a compliance matrix look like?
In engineered-equipment tenders, a compliance matrix (also called a table of compliance or a clause-by-clause compliance statement) is a table with one row per clause of the specification. Each row says what the clause requires, what is offered, and whether the offer complies. Bid engineers, proposal engineers and project managers at manufacturers build these as a routine part of answering tenders; one proposal engineer job advert lists "Prepare Compliance Matrices and Technical Clarifications" among the duties (Kowork job description).
| Clause | Requirement (summary) | Offered | Status | Remark / reference |
|---|---|---|---|---|
| PS-PMP-004 §2.1 | Pump designed to API 610 | API 610, OH2 type | Complies | Datasheet line 3 |
| PS-PMP-004 §3.4 | Casing material 12% chrome steel | 12% chrome steel casing | Complies | Material list, item 1 |
| PS-PMP-004 §4.2 | Mechanical seal to API 682, plan 53B | API 682 seal, plan 53A | Deviation | Plan 53B available, see cost of withdrawal in the deviation list |
| PS-PMP-004 §5.1 | Performance test witnessed | Performance test, witness by buyer on request | Clarification | Buyer to confirm witness points in the ITP |
| PS-PMP-004 §6.3 | Motor supplied by pump vendor | Bare-shaft pump, motor by others | Not offered | Motor excluded from scope |
The pump rows are invented. API 682 plans 53A and 53B both pressurise a barrier fluid between dual seals; 53B uses a bladder accumulator and allows higher pressure (Swagelok), which is why offering one in place of the other is a deviation.
Engineering compliance matrix vs proposal compliance matrix
| Engineering (specification) compliance matrix | Proposal compliance matrix | |
|---|---|---|
| Used in | Equipment and package tenders from EPCs and owners | RFPs for services, software and government contracts |
| Rows | One per clause of the technical specification and datasheet | One per RFP instruction or evaluation criterion |
| Answer in each row | What is offered and a status: complies, clarification, deviation, not offered | Where in the proposal the requirement is answered (section and page) |
| Who writes it | Bid engineers, proposal engineers and project managers at the manufacturer | Proposal managers and bid writers |
| Who reads it | TBE engineers and specialist reviewers | Proposal evaluators and contracting officers |
| Evidence | Datasheets, certificates, test reports, drawings | Narrative proposal text |
| Typical tools | Excel or Word, owner templates, spec-review software | RFP and proposal software |
Search results mix the two. Many of the guides that come up for "compliance matrix" are written for proposal teams, such as Loopio's proposal compliance matrix guide (Loopio) and RocketDocs' glossary entry (RocketDocs). Those guides are good for RFP writers. They do not cover a specification checked clause by clause against a datasheet.
If you sell narrative proposals, see OdysseyGPT vs RFP software for when an RFP tool is the better fit.
Compliance matrix, deviation list and TBE: how they connect
| Document | Written by | Contains | Purpose |
|---|---|---|---|
| Compliance matrix | Manufacturer | Every clause, with a status | Shows nothing was skipped |
| Technical deviation list | Manufacturer | Only rows that are not "Complies", with justification and cost of withdrawal | Declares exceptions so they can be accepted, rejected or priced |
| Technical bid evaluation | EPC or owner | Each bidder's offer against key requirements | Decides which bids are technically acceptable |
Build the compliance matrix first. Filter it for every row that is not "Complies" and you have the draft deviation list. That way the two can never disagree.
How to build a clause-by-clause compliance matrix
- List every governing document and its revision: requisition, project specification, owner standards, datasheets and addenda.
- Agree the order of precedence when documents conflict, or raise a technical query. See governing-document precedence.
- Split the specification into one row per requirement. A clause with three requirements becomes three rows.
- For each row, record the offered value from your datasheet, catalogue or qualification records.
- Set one status per row and add the reference that proves it.
- Have a second engineer check every row that is not "Complies" and every row about materials, tests and certificates.
- Export the non-compliant rows into the tender's deviation form.
Step 3 is where requirements get missed. Our free compliance matrix template has the columns ready.
Where OdysseyGPT fits
OdysseyGPT checks each customer requirement in the specification package against your own datasheets and gives it a status (complies, deviates, clarification, not addressed, document requested, not applicable or out of scope) with a quote from the source page, sheet or cell. It exports the result as an editable compliance matrix and a deviations & clarifications list. A bid engineer, proposal engineer or project manager decides every open item. It does not interpret engineering drawings such as general arrangements or P&IDs. See OdysseyGPT for manufacturing.