The objective at the clarification stage is to evaluate the tenders as submitted.
Tender, or bid clarifications may become necessary during the evaluation of tenders. For example, where there are aspects of the bids that are unclear or contain minor errors. The Procurement Officer should consider whether, where a certain aspect of the bid seems anomalous, it might be prudent to request clarification. For example, if a bid appears especially low, or especially high on price, it may be that an arithmetical error has been made. Clarification may also be sought from tenderers on matters of quality performance or particular terms and conditions of contracts.
In seeking clarification, all communications with tenderers must be properly recorded so that an audit trail is maintained. If an electronic tendering system is being utilised, clarifications can be recorded on the system in the messaging area. Negotiations in relation to price or other areas where improvements may be possible should not take place.
The Procurement Officer should give all tenderers who are able to meet the requirements of the specification the same opportunity to engage in tender/bid clarification. Extreme caution and care must be exercised to avoid either unfairness to potential tenderers or the impression of unfairness to some tenderers.
Post-Tender Negotiation (PTN), where it is practiced by an organisation, should be handled as a separate exercise from Tender Clarification.
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