The short answerClarification questions are questions you ask the buyer during the tender period, through the method in the conditions of tender and before the stated cut off. Ask early about anything unclear: weightings, GST, quantities that do not match, conflicting dates or hours, and whether a briefing is mandatory. Answers are often shared with every supplier.
Good questions to ask
- How is each criterion weighted?
- Should prices include or exclude GST?
- Is the price fixed or subject to rise and fall?
- Which document governs if two documents conflict?
- The quantities in the schedule do not match the drawings; which applies?
- Is the briefing or site inspection mandatory?
How to ask
- Use only the channel the conditions allow, usually the portal.
- Quote the document, page and clause.
- Ask one clear question at a time.
- Ask before the cut off; many buyers stop answering several days before close.
Questions to avoid
- Questions already answered in the documents
- Questions that reveal your strategy to competitors
- Requests for an extension without a clear reason
Good and weak clarification questions
| Weak | Better |
|---|---|
| Can you tell us more about the scope? | Clause 3.2 says weekly mowing, but Schedule B lists fortnightly visits for Zone 4. Which frequency applies to Zone 4? |
| Is insurance required? | The draft contract asks for $20m public liability. Will the buyer accept $10m with a commitment to increase on award? |
| When is the start date? | Should our programme assume the start date in the conditions, or the date in the draft contract, which differ? |
The better questions point to the exact clause, state the conflict and ask one thing. The figures above are examples only.
Questions
Will other suppliers see my question?
Often, yes. Buyers usually share questions and answers with all suppliers, without naming who asked.
Can I call the buyer instead?
Only if the conditions allow it. Contact outside the stated channel can breach the conditions of tender.
Should I ask questions that help competitors?
Answers are often shared with all suppliers. Ask what you need to price and comply, and keep strategy to yourself.
Will other suppliers see my question?
Often, yes. Many buyers share questions and answers with all suppliers, without your name, to keep the process fair. Check the conditions of tender and avoid revealing your pricing or approach in the question.