Stage 01 of 07
Intake.
Validate specifications, quantities, delivery windows, statutory deadlines, and funding source. Confirm the contract vehicle. Open the Proof Binder.
Workflow
Seven stages.
One closed file.
Every ProofBinder engagement runs through the same seven stages. Stages are not skipped; if a stage cannot be completed, that fact is documented on the binder.
Stage 02 of 07
Sourcing.
Distribute the solicitation to qualified vendors, log every quote, and record any no-bids. The Quote Log is the agency's record of clean competition.
Stage 03 of 07
Price Analysis.
Draft the Price Reasonableness Memo. Attach market research, comparable awards, and the best-value rationale when the lowest quote is not the selection.
Stage 04 of 07
Integration.
Lock the BOM. Document substitutions. Run the integration work log. Document the value-add at the line-item level so the agency can see it on the closeout.
Stage 05 of 07
Compliance.
Run agency-specific compliance checks: federal civilian, state, district, special-district. Capture certifications, brand-name justifications, and required attestations.
Stage 06 of 07
Fulfillment.
Coordinate logistics, monitor shipment, manage exceptions. Custody and tracking are documented at every handoff.
Stage 07 of 07
Closeout.
Complete the Proof Binder. Generate the closeout dossier. Deliver the audit-ready record to the agency alongside the invoice.
Closeout
When the file closes,
the agency owns it.
The Proof Binder is delivered to the agency as part of closeout. ProofBinder retains a working copy for engagement records. The agency’s copy is the authoritative file.