How should the template be introduced to the team?
Agree who can issue questions, who approves commercial wording and where client responses are stored. Keep internal reasoning in a separate field if the register will be sent externally.
| Role | Control | Evidence |
|---|---|---|
| Originator | Draft question and source | Working row |
| Reviewer | Check wording and impact | Review status |
| Issuer | Send approved register | Issue record |
| Action owner | Update the bid | Closure note |
What source rule applies?
The tender controls the permitted channel and deadline for questions. Follow the issued instructions. Public procurement frameworks also emphasise fair access to relevant information, which is why controlled clarification channels matter.
Sources: Australian Government Department of Finance: Additional rules: request documentation
What fails in an uncontrolled question list?
Questions are repeated, answers cannot be traced, and the bid position stays unchanged after a response. A controlled register connects the answer to an assigned downstream action.
- De-duplicate before issue
- Record the exact response
- Route changes to affected owners
- Retain closed rows for the bid record
Common questions
What else should the bid team know?
Can the client template replace this structure?
Use the client template for issue. Add internal fields in your controlled working copy when needed.
Should assumptions be written as questions?
No. Ask for confirmation when information is missing. Record the interim assumption separately and have it approved.
Can a closed answer be reopened?
Yes, if an addendum or later response changes the source or its effect on the bid.
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