How to use clarification questions and bidders' conferences

Every public tender has a window when bidders can ask questions. Most firms either skip it or ask questions that help their competitors more than themselves. Used well, it is one of the most useful parts of the process.

How clarification works

• You submit a written question through the portal or to the named contact, before the question deadline. This is often seven to ten days before closing.
• The buyer answers in writing, usually to all bidders, without saying who asked.
• Answers that change the tender are issued as an addendum, which becomes part of the documents. You may have to confirm you have read it.

Talking to anyone else at the buying organization about the tender during this time is usually forbidden. Use the official channel only.

Questions worth asking

• Contradictions. "Section 3 says the system must be hosted in Canada, but Appendix B allows hosting in the US. Which applies?"
• Missing information that affects price. Number of users, data volumes, integrations, support hours, how many environments.
• Requirements that shut you out unnecessarily. "Will the buyer accept experience with comparable public bodies, such as municipalities?"
• Format and submission. Page limits, whether appendices count, file types.
• Contract terms. "Will the buyer consider a limitation of liability equal to the contract value?"

Questions to avoid

• Questions answered in the documents, which make you look careless.
• Questions that reveal your clever approach to every competitor.
• Questions that are really sales pitches.

Bidders' conferences and site visits

Some buyers hold a bidders' conference, in person or online, to explain the requirement. Check whether attendance is mandatory, because missing a mandatory one can disqualify you.

At the conference:

• Listen for what the buyer emphasizes. It often tells you what they care about most.
• Note who else attends. It tells you who you are up against, and who might make a good teaming partner.
• Ask your important questions in writing as well, because only written answers count.

Read every answer

Questions from other bidders often change the requirement. Read every published answer and every addendum before you finish your bid, and check whether the closing date has moved.

Common questions

Can I call the buyer to ask about a tender?

Usually not during the tender. Most rules require all questions to go through the named contact in writing, so every bidder gets the same information.

What happens if I miss the deadline for questions?

The buyer may refuse to answer, or answer only if it has time. Read the tender early so you can ask questions in good time.

Are clarification questions anonymous?

The buyer knows who asked, but the published answers usually do not name the bidder.