A detailed log of all clarification requests, responses, and timelines
1. Objective:
The Clarification Log Sheet is a crucial document used to track and record all clarification requests received during the bidding process. It provides a comprehensive log of each clarification request, the response given, and the timeline associated with each request. The purpose of the Clarification Log Sheet is to ensure that all requests are documented accurately, responses are timely, and any delays or issues are tracked effectively. It serves as a reference tool for internal teams, project managers, and stakeholders to monitor the progress of the clarification process and maintain transparency throughout the procurement cycle.
2. Key Elements of the Clarification Log Sheet:
The Clarification Log Sheet should be structured to capture all critical details of the clarification process. The key elements to include are as follows:
a. Clarification Request ID:
- Each clarification request should be assigned a unique identification number or code for easy reference.
- This helps in organizing and tracking each clarification request throughout the process.
Example: Clarification Request #001, Clarification Request #002, etc.
b. Bidder Name/Company:
- The name of the bidder or the company submitting the clarification request.
- This helps to identify which bidders have raised questions or requests, ensuring that responses are correctly directed.
Example: Bidder A, Bidder B, etc.
c. Clarification Category:
- The category or type of clarification being requested. This can include:
- Technical Clarifications: Questions about specifications, design, materials, etc.
- Commercial Clarifications: Questions regarding pricing, payment terms, etc.
- Legal Clarifications: Questions about contract terms, obligations, legal requirements, etc.
- Procedural Clarifications: Questions related to the bidding process, deadlines, submission requirements, etc.
Example: Technical Clarification, Commercial Clarification, Legal Clarification, etc.
d. Clarification Request Date:
- The date when the clarification request was received.
- This helps track the timeline and manage the deadline for responding to the request.
Example: January 5, 2025
e. Clarification Description:
- A brief description of the clarification request, outlining the specific question or issue raised by the bidder.
- This helps to quickly understand the nature of the clarification and the issue that needs to be addressed.
Example: “Request for clarification on the material specifications for the main structure.”
f. Assigned Department or Team:
- The department or team responsible for responding to the clarification request. This could include:
- Technical Team
- Procurement Team
- Legal Team
- Finance Team, etc.
Example: Technical Team, Legal Team
g. Response Date:
- The date on which a response to the clarification request is provided.
- This ensures timely follow-up and adherence to deadlines, especially in competitive bidding environments.
Example: January 7, 2025
h. Clarification Response:
- A detailed summary of the response provided to the clarification request, explaining how the issue was addressed or providing the requested information.
- It is crucial that the response is clear, concise, and provides a solution to the query raised by the bidder.
Example: “The material specifications for the main structure are outlined on page 25 of the bid document. The required materials include steel grade XYZ and reinforcement bars of size ABC.”
i. Follow-up Actions:
- Any necessary follow-up actions required after the clarification response has been provided. This could include:
- Providing additional documentation.
- Further technical evaluation.
- Follow-up discussions with the bidder or internal teams.
- This ensures that all outstanding issues are resolved promptly.
Example: “Send the updated specification sheet to Bidder A within 2 days.”
j. Clarification Closure Date:
- The date on which the clarification request is closed, meaning the issue has been fully resolved, and no further action is needed.
- This allows for tracking of the lifecycle of each clarification request.
Example: January 10, 2025
k. Status of Clarification:
- The current status of the clarification request, such as:
- Pending: If the request is still under review and a response has not yet been issued.
- Resolved: If the request has been addressed, and a response has been provided.
- Closed: If the clarification is no longer needed or has been formally closed after resolution.
- Escalated: If the issue requires further investigation or higher-level intervention.
Example: Resolved, Pending, Closed, Escalated.
l. Comments/Notes:
- Any additional remarks or comments regarding the clarification request. This could include internal notes on challenges faced, discrepancies noted, or any other relevant information that may be helpful for future reference.
Example: “Response was delayed due to waiting for legal team’s input on contract terms.”
3. Sample Structure of a Clarification Log Sheet:
Here’s a sample of how the Clarification Log Sheet can be structured:
| Clarification Request ID | Bidder Name/Company | Clarification Category | Clarification Request Date | Clarification Description | Assigned Department/Team | Response Date | Clarification Response | Follow-up Actions | Clarification Closure Date | Status | Comments/Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| CR001 | Bidder A | Technical | January 5, 2025 | Request for clarification on material specifications for the main structure. | Technical Team | January 7, 2025 | The material specifications for the main structure are outlined on page 25 of the bid document. The required materials include steel grade XYZ and reinforcement bars of size ABC. | Send updated specification sheet to Bidder A. | January 10, 2025 | Resolved | No issues, response sent within the deadline. |
| CR002 | Bidder B | Commercial | January 6, 2025 | Clarification requested on payment terms and conditions. | Procurement Team | January 8, 2025 | Payment terms are as stated in section 10.3 of the bid document. No changes to the terms. | No follow-up required. | January 8, 2025 | Resolved | Payment terms clarified, no further questions raised. |
| CR003 | Bidder C | Legal | January 7, 2025 | Clarification on indemnity clause in the contract. | Legal Team | January 10, 2025 | The indemnity clause is as per standard industry practice. No changes to the terms. | None. | January 12, 2025 | Closed | Delayed response due to legal review. |
| CR004 | Bidder A | Technical | January 8, 2025 | Request for clarification on design load requirements for the foundation. | Technical Team | January 11, 2025 | Design load requirements for the foundation are specified in section 14 of the bid document. | Additional design calculations to be sent to Bidder A. | January 13, 2025 | Pending | Awaiting final design calculations. |
4. Benefits of the Clarification Log Sheet:
- Efficient Tracking: The log sheet allows for efficient tracking of all clarification requests, ensuring that no request goes unanswered and no deadlines are missed.
- Timely Responses: By documenting the timeline for each request, SayPro can ensure that responses are issued within agreed-upon timeframes and that any delays are promptly addressed.
- Transparency: The log sheet provides transparency in the bidding process, ensuring that all clarification requests are properly documented and visible to relevant stakeholders.
- Accountability: It assigns responsibility for each clarification request to the appropriate department or team, holding them accountable for providing timely and accurate responses.
- Audit Trail: The clarification log sheet serves as an audit trail, which can be referenced during internal reviews, audits, or in the event of a dispute.
- Improvement Opportunities: Analyzing the log sheet over time can identify trends in the types of clarifications requested and highlight areas where tender documents or processes can be improved for future projects.
5. Conclusion:
The Clarification Log Sheet is an essential tool for SayPro to manage and monitor the bid clarification process. By documenting all clarification requests, responses, and timelines, SayPro ensures transparency, accountability, and timely action throughout the procurement cycle. This organized approach not only helps streamline communication with bidders but also provides a comprehensive record of the clarification process, which can be referenced for future improvements in bidding and tendering processes.
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