Bid Modification

A Bid Modification is a formal notice from a bidder to the contracting authority that amends a bid already submitted, changing specific elements such as pricing, quantities, or attached documents. Like a bid-withdrawal, it is only permitted before the submission deadline.

What is Bid Modification?

When a bidder discovers an error or needs to revise a figure after submitting but before the deadline closes, it may send a Bid Modification rather than withdrawing and resubmitting in full. The modification must arrive at the contracting authority before the submission deadline and must be signed by an authorised representative. In paper-based procurement, the modification is typically submitted in a sealed envelope clearly marked "Modification" and opened alongside the original bid, with the modification superseding the corresponding parts of the original. In electronic portals, the bidder uploads a revised version and the system records the modification time.

The modification is complementary to bid-extension: if the contracting authority issues an addendum that changes the specifications, all bidders are expected to reflect the addendum in their submissions, either by modifying an already-submitted bid or by incorporating the changes before the original deadline. Modifications that arrive after the deadline are disregarded and the original submission stands.

Why Bid Modification matters for bidders

Discovering a pricing error after submission is stressful, but a timely modification can correct it. The discipline is to prepare bids early enough to allow a review before submission, so the modification process is used for genuine changes triggered by addenda rather than last-minute corrections of avoidable errors. Bidders should also confirm that any modification to the financial offer is consistent with the bid-security amount already submitted, and if the security was calculated as a percentage of the bid price, a significant price increase may require a supplementary guarantee.

FAQ

Does a Bid Modification replace the entire submission?

No. A modification replaces only the specific elements it addresses. All other parts of the original bid remain unchanged and in force.

Can a modification be submitted electronically even if the original was paper-based?

No. The modification must follow the same submission format as the original, unless the bidding documents explicitly allow a different method. Check the instructions to bidders.

What if a bid modification arrives late due to postal or courier delay?

It is disregarded. Contracting authorities record receipt time, not dispatch time. Bidders submitting by physical delivery should allow ample time for courier transit and security checks.