Which fields should an SDRL contain?
Start with the project's document numbering and submission rules. Add one row per required document, then record the required issue stage, reviewer and disposition.
| Field | Example use | Control |
|---|---|---|
| Document code | Vendor drawing or manual ID | Use the project code |
| Description | Equipment document title | Match the specification |
| Required stage | For review or as built | Use the approved schedule |
| Due date | Contract or programme date | Record source |
| Disposition | Open, reviewed or accepted | Keep the review trail |
Sources: Australian Government Department of Finance: Commonwealth Procurement Rules, Australian Government Department of Finance: Additional rules: request documentation
How is an SDRL different from a document register?
A document register records documents that exist or have been received. An SDRL records documents that a supplier is expected to produce and the review path for each one. A project may use both registers together.
- SDRL: obligation and planned submission
- Document register: received or issued file
- Transmittal: a particular exchange of files
- Review record: comments and disposition
What should happen when a document is late?
Keep the required date, current status, owner and effect on downstream work visible. Do not mark a document accepted because a related file has arrived.
Common questions
What else should the bid team know?
Can a template replace the issued tender instructions?
No. The issued tender and its addenda control the required format, channel and deadline. Use a template as an internal control only.
Who approves the final bid position?
The bid team assigns technical, commercial and legal review to the appropriate people. A document register or checklist does not provide that approval.
What happens when the source documents conflict?
Keep both references visible, record the conflict and raise a clarification or internal review action. Do not silently choose one document.
Primary sources
- Commonwealth Procurement RulesAustralian Government Department of Finance
- Additional rules: request documentationAustralian Government Department of Finance
- The Construction PlaybookUK Cabinet Office
- FAR Part 15: Contracting by NegotiationAcquisition.gov