Bid Clarification Register

Track tender questions, responses, addenda, deviations, impact and equal-information controls.

This Excel template contains prepared working sheets and completion notes on a separate sheet. Enter your project data and review the completed workbook before use.

This editable workbook helps you organise project information. Check any included formulas, assumptions and results before use; it does not replace professional review.

Prepare project brief

The form prepares a separate brief; it does not fill the Word or Excel file.

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Bid Clarification Register · Document preview — Selected page preview · XLSX

Learning

How to use this template

When you need it

Use this register from tender issue through bid clarification whenever bidder questions or evaluation enquiries require controlled responses. Maintain it alongside addenda so scope changes and information supplied to bidders remain visible and traceable.

What it helps you decide

It helps preserve consistent information and a clear tender basis. Procurement can identify unanswered questions, assess whether a response changes scope and decide whether formal communication or an addendum is required.

How to complete it

Capture each question with its clarification identity and tender reference, identifying the relevant issue or addendum and the response owner best placed to address it.
Prepare a source-based response, assess scope implications and obtain the required approval, recording the approved answer reference rather than substituting an informal discussion summary.
Apply the procurement communication rules to distribution, track necessary addenda or follow-up and close the entry only when the authorized response and relevant effects are recorded.

Who prepares and reviews it

The procurement coordinator maintains questions with technical and commercial response owners. Authorized reviewers approve answers; distribution, equal-information treatment and tender changes follow the actual procurement procedure and communication rules.

A mistake to avoid

Do not answer materially similar bidder questions inconsistently or allow private technical discussions to change the tender basis without the required controlled communication.

Illustrative example

Illustrative example: a bidder asks whether temporary power is included in its package. The register links the question to the tender boundary and assigns a response owner. Procurement assesses the approved answer's scope effect and determines the correct communication to maintain a consistent tender basis.

Explore the wider topic

Document contents

Question capture
Response preparation
Equal treatment
Closure

Required inputs

Tender issue and addenda
Bidder questions and responses
Procurement communication rules

Practical tools.
Professional judgment.

Confirm the adopted edition, local amendments, National Annex where relevant, and contract requirements.