Bid Clarification

A Bid Clarification is a written request issued by an evaluation committee to a bidder after submission, asking the bidder to explain or confirm a specific element of its bid that is unclear or inconsistent. The bidder's response may clarify but must not change the substance of the original submission.

What is Bid Clarification?

Once bids are received and opened, the contracting authority may find elements that are ambiguous but not clearly disqualifying. Rather than guessing at the bidder's intent, evaluation committees are permitted to send a Bid Clarification request. The bidder must respond in writing within the specified time, usually two to five working days, and the response is limited to explaining what the bid already says. Introducing new information, changing a price, or substituting a key person not already named in the bid is not permitted in a clarification response.

Bid Clarification is distinct from bid-modification, which happens before the submission deadline and allows genuine changes. Post-submission clarifications serve only to disambiguate existing content. If a bidder's response attempts to change its offer, the evaluation committee disregards the additional content and evaluates the original bid as submitted. Clarification requests and responses are documented in the ber (Bid Evaluation Report) and may be subject to review by the financing institution.

Why Bid Clarification matters for bidders

Receiving a Bid Clarification request is not a red flag: it is a normal part of the evaluation process, especially for complex tenders. The correct response is precise, concise, and limited to what was already in the submission. Bidders should avoid the temptation to use a clarification as an opportunity to improve their bid, because any material new content will be ignored and, if the evaluator considers the attempt an improper modification, may affect the bid's standing. Maintaining complete records of the original submission makes it easy to draft a clarification response that is factually grounded and does not overreach.

FAQ

Can a bidder seek clarification from the contracting authority about another bidder's bid?

No. Clarification is a one-way communication from the authority to a specific bidder. The contents of other bidders' clarification exchanges are confidential during evaluation.

Is there a deadline for responding to a Bid Clarification request?

Yes. The contracting authority sets a response deadline in the request letter. Failure to respond by that deadline typically means the ambiguous element is evaluated on the face of the original submission, which may result in disqualification.

Does a Bid Clarification request mean the bid is at risk of disqualification?

Not necessarily. It often simply means the evaluator noticed an ambiguity and wants confirmation. A clear, compliant clarification response usually resolves the issue without affecting the bid's status.