What should the addendum register capture?
Record the addendum number, issue date, sender, affected document and action owner. Link each changed file to its prior revision and mark whether the bid response needs to change.
| Check | Evidence | Action |
|---|---|---|
| New file | Addendum list | Add to document index |
| Replaced file | Revision or filename | Supersede old working copy |
| Changed requirement | Clause or drawing | Reopen affected row |
| Changed deadline | Submission instruction | Update programme |
| Changed response | Clarification or form | Route for approval |
Sources: Australian Government Department of Finance: Additional rules: request documentation
How should changes be compared?
Compare the actual content and the document metadata. A changed title block, quantity, note, form field or due date can affect the response even when the file name looks similar.
- Compare revision and issue date
- Check every cross-reference
- Mark changed quantities and ratings
- Review affected supplier enquiries
- Confirm the final upload set
What does the final closeout prove?
It proves which addenda were received, who reviewed the effect and which response files were updated. It does not prove that a contract interpretation is legally correct.
Sources: Australian Government Department of Finance: Commonwealth Procurement Rules, UK Cabinet Office: The Construction Playbook
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