How do you build a tender document index?

What columns should the index contain?

Keep identifiers exactly as issued. Normalise the metadata around them, not the client's document number or revision. Add a separate working-category field for filtering.

How are addenda controlled?

Register the addendum as its own document. Then record each file it adds, replaces or withdraws. Do not overwrite the previous row because the change history is part of the bid record.

The Australian procurement rules require covered entities to transmit modifications or amended request documents consistently. A bidder still needs its own internal control to confirm the working set changed.

Sources: Australian Government Department of Finance: Additional rules: request documentation

What checks find missing or duplicate files?

Compare the received files with any issued document register and every cross-reference in the pack. Flag a drawing, appendix or schedule that is named but absent. Flag two files with the same document number and revision but different content for clarification.

• Referenced but not received
• Received but not listed
• Duplicate identifier
• Revision gap
• Unclear supersession
• Unreadable or password-protected file