During the tendering period, it is very common for the invited bidders to raise queries or clarifications if the information received in the tender documents is open to interpretation or is not clear. This will enable the project owner and the team who have prepared the tender documents to respond to those queries. All queries and response to those queries will be distributed and shared with all bidders. Should the response result in addendum to the contract documents, then this will be formally issued to all bidders. All queries, response to queries and addenda will become part of the contract agreement with the successful bidder.
Using Project Management Information Systems (PMIS) like PMWeb this process will be managed similar to the many other project management processes managed during the project life cycle stages. PMWeb custom form builder will be used to create the bid query form to capture all those queries where each bidder will be given temporary access rights during the tender period to access PMWeb and submit the query. The bidder will only have access to the “Query” field plus the subject and company fields. The bid query number and date will be automatically generated for the specific project. All other fields will be restricted and the bidder cannot edit. The response field will be completed by the engineering consultant.
Upon completion of the query submission detail, the contractor will select the submit button on the workflow tab. This will ensure that they query is automatically transmitted to the assigned project owner team responsible for responding to queries.
The response for the queries will be sent to all bidders as a log showing the query and the response to the queries made. The report will be created using PMWeb BI reporting tool.
The consolidated list of queries and response to queries will be emailed to all bidders using the notification option in PMWeb. This will enable sending an email with the consolidated list of queries and response report as a PDF attachment to all bidders. PMWeb will automatically record the notification details using the Notification tab of the RFI.