The Proof Binder.
Eight documented categories. Four enforcement gates. Four named roles. One closed file per engagement, kept by the agency, ready for any review.
The file
the agency keeps.
Every engagement opens a Proof Binder with these eight category folders. The binder is incomplete until every required category is satisfied. Incomplete binders cannot be invoiced.
00
Administration
Engagement identity, parties, authority, and the record's cover sheet.
01
Requirement
The validated requirement: specifications, brand-name justification, and the market research establishing the need.
02
Quote Process
The competitive record: solicitations issued, quotes and no-bids logged, and the full sourcing trail.
03
Price Reasonableness
The Price Reasonableness Memo: market benchmarks, comparable awards, and the best-value rationale for the chosen price.
04
Compliance & Quality
Specification compliance, certifications, and inspection/quality evidence.
05
Value-Add Work Log
The documented integration/kitting/BOM work that justifies the integrator's margin.
06
Shipping & Delivery
Carrier assignment, tracking, proof of delivery, and receiving-agency acceptance.
07
Invoicing & Closeout
Final invoice, reconciliation, and closeout — released only once the binder is complete.
Rules that cannot
be talked around.
Procurement integrity collapses when exceptions become the rule. ProofBinder enforces four gates on every engagement.
01
Best-Value Rationale Gate
When the selected offer is not the lowest price, a documented best-value rationale is required before award.
02
Price Reasonableness Gate
A Price Reasonableness Memo (Category 03) must be complete before closeout.
03
Invoice Gate
No invoice may be generated until Binder Health reads 100%.
04
Value-Add Checkpoint Gate
Any margin above pass-through must be backed by a corresponding entry in the Value-Add Work Log (Category 05).
Who sees what.
Every ProofBinder engagement uses the same four named roles. Each role’s access is bounded by what the engagement requires of them.
Administrator
Full access across engagements, binders, and settings.
Integrator
Runs engagements and assembles the Proof Binder.
Agency Reviewer
Agency-side principals, contracting officers, and inspectors general — read-only into their own engagements and binders.
Vendor
Suppliers — limited to assigned RFQs and quote submission; no internal memos or other vendors.