What should happen before the meeting?
Issue a controlled document index, highlight changes and circulate the open action list. Ask reviewers to comment against source references rather than sending unstructured observations.
| Pass | Question | Output |
|---|---|---|
| Pack | Are we using the current set? | Document control status |
| Scope | What is included and excluded? | Boundary actions |
| Interfaces | Who owns each handover? | Interface register |
| Response | What will we submit? | Approved action list |
Which issues need escalation?
Escalate an issue when it can change price, programme, design responsibility, compliance or the ability to submit. Record the interim assumption separately from the proposed final response.
- Unclear technical boundary
- Conflicting drawing and specification
- Unpriced mandatory obligation
- Missing client form
- Approval not available before close
What is the meeting record?
The record is a decision and action log, not a transcript. Keep the source reference, owner, due date, status and effect on the bid. Reopen the row when an addendum changes the basis.
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