Why must the actual tender instructions be read?
The World Bank's March 2013 goods bidding document illustrates a defined arithmetic-correction mechanism, including a unit-price and line-total discrepancy with a decimal-placement exception. Its ITB 31 also addresses subtotal and words-versus-figures differences. This dated example is not a universal rule for another procurement.
Tender Glossary is independent and is not affiliated with the World Bank. This article is not legal advice and does not reproduce the bidding form or clause text. Have the actual tender instructions, addenda and jurisdiction reviewed before deciding a submitted bid's treatment.
Sources: World Bank: Procurement of Goods: Standard Bidding Documents, March 2013, ITB 31
What belongs in an arithmetic discrepancy row?
Keep the original schedule unchanged while checking it. Record the calculation and the governing instruction separately. A spreadsheet formula can identify a mismatch, but it cannot determine which contractual entry should prevail or whether a post-close response is permitted.
| Field | Evidence | Review action |
|---|---|---|
| Input | Issued quantity, unit and entered unit price | Preserve the original cell values |
| Extension | Entered amount and independently recalculated amount | Show the exact difference |
| Other totals | Subtotals, discounts, words and figures | Check the applicable calculation order |
| Instruction | Current correction rule and exceptions | Use the issued source, not a generic convention |
| Status | Before submission or buyer-issued correction request | Follow the permitted communication route |
| Disposition | Authorised reviewer and response evidence | Retain both original and corrected records |
What does the multiplication establish?
Illustrative example. A fictional schedule contains quantity 4, unit price 25 abstract cost units and entered extension 90. Multiplication gives 4 x 25 = 100, so the entered extension differs by 10. This proves the numerical mismatch under the stated inputs, not which entry the buyer must change.
Before close, the authorised bid reviewer resolves the source and updates the controlled submission through the permitted process. After close, the team follows any formal buyer request and the actual instructions. Do not silently overwrite a submitted file or describe an unissued correction as accepted.
How should a correction request be closed?
Link the buyer's communication, applicable rule, authorised decision and exact response. Reconcile affected subtotals and the final submission record where the process permits. Keep an unresolved exception visible rather than use whichever number produces the preferred evaluated price.
This worksheet supports checking and records control. It does not promise that a discrepancy is immaterial, prevent rejection or establish a right to amend a tender.
Common questions
What else should the bid team know?
Does the unit price always prevail?
No. Read the issued rule and its exceptions.
Can a correct multiplication prove the buyer's required treatment?
No. Arithmetic and procurement process are separate checks.
Should the submitted file be overwritten to remove a mismatch?
Preserve the original and follow the authorised correction process.