Bid Addendum

Before distribution, you may revise the bid package freely. Once the bid package has been issued, do not revise and resend documents informally. All changes, clarifications, and answers to questions must be issued through a formal Bid Addendum. This ensures all contractors provide bid based on the same information.

Why This Matters

Contractors become confused when they receive multiple versions of the same documents. Confusion weakens comparability. Informal clarifications create information imbalance. Information imbalance weakens leverage. A formal addendum:

• Documents changes clearly
• Ensures all bidders receive identical information
• Preserves fairness
• Maintains structural control

This applies to questions raised during the pre-bid meeting and to questions submitted afterward. No bidder should receive private clarification.

Issuing an Addendum

When creating an addendum:

• Send it to all bidders simultaneously
• Clearly reference the original bid package
• Number each addendum sequentially
• Request confirmation of receipt
• Allow sufficient time for bidders to adjust

As a general rule, issue addenda at least five (5) business days before the bid deadline whenever possible. Late addenda reduce bid quality and complicate evaluation.

🔎 Tip

The addendum is not paperwork.

It is an equalizer.

Equal information preserves competitive pressure.

🧰 Toolbox

Use the Bid Addendum Form to:

• Document revisions,
• Record questions and answers,
• Maintain equal information flow.

🧭 What Comes Next

Once all the addendum questions have been answered all that is left is waiting for the bids to be delivered.

Next, you will Review and Confirm Bids.