How To Master the Art of Asking Tender Clarifications

Are you afraid of asking tender clarification questions because you think it can make you look weak?

You are not alone.

Many bidders think it can make them appear inexperienced, incompetent, or uncertain in the bidding process.

There is a quote by Brendan Francis which says, "Many of our fears are tissue paper thin, and a single courageous step would carry us clear through them,"

Just as tissue paper is fragile and can be easily pierced, many of your fears surrounding tender clarifications are often unfounded. In fact, they can be easily overcome with proactive engagement and clear communication.

In this blog, I will show you why tender clarifications are a strategic tool that can set the stage for your bid's success.

We are not only going to discuss how they work, but also strategies to overcome the three most common fears i.e.

• fear of looking foolish
• fear of giving something away to your competition
• fear of asking for additional requirements

By the time you finish reading this blog, all your fears will be gone.

So without further ado, let’s dive in.

Table of Contents

1.   What are tender clarifications?
2.   Why you should ask tender clarification questions
3.  How does it work?
4.   The ground rules you should know
5.   Deciding what to ask
6.   How to frame your questions
7.   What’s next after getting your answers
8.  How do you use the answers to your advantage?

  Wrapping up

What are tender clarifications?

It’s rare for an RFP to be written in such a way that absolutely everything is crystal clear. Buyers often use templates, resulting in a lot of copying and pasting.

Also, all those specifications, forms to fill in, contracts and pricing schedules that you see, the buyer has to produce them all.

This often leads to:

1. Vague documents with incomplete information
2. Complex documents with unclear project scope
3. Different sections of the document conflicting or contradicting each othe
4. Unclear Evaluation Criteria
5. Missing Deadlines

That’s why government agencies hold tender clarifications in which bidders submit their questions about the RFP.

Tender clarifications serve as a communication bridge between buyers and bidders to resolve ambiguities, inconsistencies, or unusual aspects of the tender.

This ensures mutual understanding of the requirements and keeps both sides on the same page.

Why you should ask tender clarification questions

Lemony Snicket of the Austere Academy once said “Assumptions are dangerous things to make, and like all dangerous things to make -- bombs, for instance, if you make even the tiniest mistake you can find yourself in terrible trouble”

The first thing is you want to avoid making wrong assumptions about the project's details, which could lead to misunderstandings or misinterpretations down the line.

And just like what Lemony Snicket said if you make wrong assumptions, you might make a fatal mistake or respond incorrectly. For example, you might price the tender incorrectly. Too high, you lose. Or too low, you win but make less profit.

The second thing is you want to submit an accurate, well-informed and compelling bid that meets the client's requirements. And how do you do that? Through alignment.

And asking questions allows you uncover any hidden requirements or expectations that may not be clearly outlined in the tender documents. With a clearer understanding obtained from clarifications, you can align your proposal more effectively to the client's specific needs.

Finally, complex procurements often carry inherent risks due to uncertainties.

For example, tenders often include a sample contract which cannot be changed post-award. Clarifications allow you to seek insights into the terms and conditions of the sample contract. This means you are able to develop risk mitigation strategies early on to address those concerns.

So if you have areas of uncertainty, it is generally better to ask than have any ambiguity.

How does it work?

The deadline for submitting tender clarifications is typically stated within the tender documents. Generally, the deadline is between 7 and 10 business days prior to the bid submission date.

But the thing is that most bidders wait until the last minute to ask clarification questions. This can put unnecessary pressure on the procurement officer and shows a lack of preparation on your part.

Plus you won’t have enough time to change your tender submission in accordance with the new information received.

So be organised. Read through all of the tender documents and send your questions early.

Another important thing to note is that asking questions by phone is rarely allowed. It has to be by email or via a portal.

When it comes to the clarification responses, it differs with the government agency. The rules aren’t always identical. Some buyers respond to the questions on the same day, others will store up all the questions and answer them in a single document, which is perhaps updated weekly.

Also, the buyer circulates all the questions and answers to all bidders participating to ensure they all have the same information and understanding.

The most important thing to keep in mind is that all bidders can see all the questions and their answers.

The ground rules you should know

Before diving into asking tender clarification questions, there are a few ground rules you need to be aware of.

Follow the process

First and foremost, it's essential to respect the guidelines and procedures set by the client. Each tender may have its own rules regarding the number of questions, the format of the questions, and the deadline for submissions.

Submit at the earliest opportunity

Send your questions well before the deadline. No last-minute rushes. Missing a deadline could mean you cannot raise any clarification questions prior to submitting your bid.

If the question has a significant impact on the way you structure your bid, then you are in a fix. Make sure that you submit it early so that you can get the response in sufficient time to then prepare your proposal.

Let Sleeping Dogs Lie

Avoid questions that could trigger any additional requirements from the customer that would put you at a disadvantage.

Keep your cards to your chest.

Avoid detailing anything specific about your business in the questions you raise, as this may be published for other bidders to see when the buyer replies. You don’t want to give the competition an insight into your proposed solution and a competitive advantage.

Research the client

Dig around to find information about the company. Do some research on LinkedIn and find out who is likely to attend this meeting from the client side.

And once you have all that, think about what you need to ask them in order to make your bid shine.

Always double-check your question before asking.

You don’t want to appear daft by asking about something that you have simply misread. Ensure you have triple checked the tender documents before you ask anything. Avoid asking information that is within the documentation they have already supplied.

Deciding what to ask

Review tender documents

At the beginning of each tender opportunity, scrutinise the tender pack in detail.

While reading the documents, check these areas for any ambiguous or have conflicting information:

• Contract terms and conditions
• Evaluation criteria
• Technical requirements
• Project Scope
• Timelines

Read the tender documents carefully and do not assume that you understand what the government agency is asking for.

If you notice any inconsistencies, omissions or other ambiguities within the tender, make careful note of relevant details, including the document’s title, page number and relevant clause or section.

Prioritize your questions

When deciding on the questions to ask, it's important to prioritize areas of uncertainty or complexity. You don’t want to overload them with questions. So, choose carefully.

Focus on the specific parts of the tender documentation that are critical to your bid. This will help you gather the information that will have the most impact on your submission.

Brainstorm questions with your team

Consider reaching out to experts within your organization to gather their insights and perspectives on the project.

Their input can provide valuable context and help you tailor your questions to address any potential blind spots or overlooked details.

How to frame your questions

The way you frame your questions plays a crucial role in getting the right information you need. It's essential to ensure that your questions are precise, unambiguous, and easy to understand.

Framing questions for clarity

Be Clear

Keep your question crystal clear and precise. You don’t have a second chance to tell the customer what you were trying to ask.

When you submit your questions, ensure they are clearly worded. That way you will get the best response.

Be Concise

Get straight to the point. There is no need to beat around the bush. Use short sentences.

Stick to the Tender

Keep your questions related to the tender only. Make specific reference to the document and issue in question.

If your queries relate to your interpretation of what is stated in the documents, or perhaps a perceived conflict in what they have stated in different parts of the tender document, be sure to include the document references, page numbers or paragraph numbers.

That way, it is clear why the query has arisen.

If the buyer understands why the query has arisen, you are more likely to receive a precise and substantial response.

One question per query

Frame your questions to one issue per query. Do not ask one question with several component parts. If they are linked together, use bullet points to separate them.

That way you encourage the buyer to cover all issues that you have raised, and you can easily check if all your questions have been answered.

Stay Professional

Consider your tone and phrasing to ensure you are respectful and professional. Politeness goes a long way in fostering positive communication and building rapport with the recipient.

Remember, the goal is to gather information effectively, not to come across as demanding or confrontational.

Wherever Possible, Formulate Yes/No Questions

Stay Away from Ambiguity. Don't ask open-ended questions that could result in vague or extensive responses.

‘Is it right that…’

‘Is the ..”

Framing questions without giving something away as a bidder.

While it's important to ask insightful questions, it's equally important to avoid giving away any strategic advantage to your competitors. Keep your cards close to your chest.

• Don’t use any bidder-specific terms
• Keep project-specific questions to a minimum
• Don’t mention the name of your organization or staff by name
• Don’t mention the names of any other companies, products or people
• Focus on general aspects of the tender that are relevant to all bidders
• Avoid sharing your technical specs. Instead, inquire about the general technical requirements.

Framing questions to avoid triggering additional requirements.

The goal of tender clarifications is to gain a better understanding of what is already required, rather than introducing new obligations.

Make sure your questions do not lead to additional work or expenses that may put you at a disadvantage. Here are a few tips to help you do that:

• Concentrate on seeking clarity about aspects that are already outlined in the tender, without going off-topic
• Don't ask about advanced technologies that might imply a need for their incorporation
• Don't deduce from existing information to ask about potential future scenarios or requirements
• Base your questions solely on the information provided in the tender documents
• Avoid questions that start with "What if…"

What’s next after getting your answers

Do frequent checks of the portal or your email

Check your email or the tender portal daily or several times a week to avoid missing updates. Some portals offer automatic notifications, but don't rely solely on them. Always follow up on your own to stay informed and ensure you don’t miss anything.

Read for answers

Read all clarification questions and answers, not just your own. Other bidders may ask something you haven't considered. Also, clarifications often become part of the contract. So if they change the original spec, the clarifications record may supersede it.

Don’t be afraid to ask follow up questions

If you are lucky, you will get a clear answer to your question. But there are no guarantees. Sometimes questions are ignored or are lost in the shuffle. Don’t be embarrassed to ask the question again if the answer doesn’t make sense. But before resubmitting, consider re-wording the question.

Share answers with your team

Store each updated clarification in a folder where all those working on the bid can access it. Clearly mark each question and answer by date so it’s obvious which is the most recent.

How do you use the answers to your advantage?

Leveraging clarifications isn't just about seeking answers. It's about transforming those answers into a proposal that speaks volumes.

Sometimes, you can get insights that can transform your proposal from a generic response to a tailored masterpiece that resonates deeply with the client's unique needs. By integrating those insights, you can create a submission that goes beyond meeting requirements.

Here is a step by step process to do that to do that:

1. Validate Understandings:Begin by revisiting the insights you gathered through clarifications. Identify the key details that are pivotal to shaping your proposal. Validate your interpretations of clarification responses with your team. This can prevent misinterpretations.
2. Connect the Dots: As you present your proposal, weave in the insights you gathered. This reinforces your thorough understanding.
3. Address Unspoken Needs: Write proposal sections directly addressing unspoken needs or preferences you uncovered. This showcases your attention to detail.
4. Adjust your Bidding Strategy:Tailor your proposal's approach, methodologies, and strategies to align precisely with the insights you've gained
5. Mitigate Risks:If clarifications revealed potential risks, address them in your proposal by outlining strategies for risk mitigation.

Wrapping up

In summary, tender clarification questions are your first line of defense.

They provide a pathway to uncover vital information, wrong assumptions, align your proposal with project requirements, and ultimately position you for success.

If you are new to tendering government contracts, I guarantee you that after reading a few of the questions that you get, you will see that they are full of repeated questions.

So, never be afraid to ask questions.

Also you won’t be disqualified for asking a clarification question.

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