What Is a Tender Clarification?

A tender clarification is a recorded question and answer that explains information in a tender or a bidder’s submission. It should remove ambiguity while preserving a fair and traceable procurement process.

What can a tenderer ask?

Typical questions concern drawing conflicts, scope boundaries, site conditions, programme, access, contract clauses or quantities. Nominate one enquiry channel and a closing time for questions. Record the document and clause in each response so bidders can apply the answer to their price.

When is an addendum needed instead?

If the answer changes the requirements or resolves a common error, issue the revised information formally to all relevant tenderers under the tender rules. A clarification to an individual bidder may be appropriate for a submission-specific question, but it should not give that bidder a different project to price.

What happens after tenders close?

The evaluation team may ask bidders to explain qualifications, omissions or unusually low amounts. Apply a consistent protocol and keep written records. A clarification should not be used to rewrite the tender or make a private bargain outside the stated process.

Write the answer so a person outside the tender team can understand it later. Refer to drawing numbers, revision dates and the exact question. If the response depends on an assumption that still has to be designed, say so and determine how that uncertainty will be priced.

The owner needs a clear chain from the original documents through questions and addenda to the accepted offer. See our addendum guide and tender support services.

Sources and further reading

• Buying for Victoria — fair and equal treatment of construction tenderers
• Victorian Department of Treasury and Finance — tender documentation