SayPro Clarification Log Template

A spreadsheet or database to track clarification requests and responses, including dates, details, and status

Clarification Log Template

This template can be implemented as a spreadsheet or database, with each row representing a unique clarification request and response. Below is a detailed description of each column, followed by an example layout of the log.

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Columns for the Clarification Log Template

1. Clarification ID
   • Description: A unique identifier assigned to each clarification request for easy reference.
   • Format: Auto-generated or sequential (e.g., CL-001, CL-002, etc.)
2. Date of Request
   • Description: The date when the clarification request was received from the bidder.
   • Format: MM/DD/YYYY
3. Bidder Name
   • Description: The name of the bidder submitting the clarification request.
   • Format: Text (e.g., Company A, XYZ Ltd.)
4. Bidder Contact
   • Description: The contact person from the bidder’s side, including email or phone number.
   • Format: Text (e.g., John Doe, john.doe@company.com)
5. Clarification Request Details
   • Description: A brief summary of the clarification request made by the bidder.
   • Format: Text (e.g., “Clarification on the scope of work for section 5.1,” or “Request for extended submission deadline”)
6. Date of Response
   • Description: The date when the clarification response was provided.
   • Format: MM/DD/YYYY
7. Clarification Response Details
   • Description: A detailed explanation or answer provided to the bidder’s request.
   • Format: Text (e.g., “The scope of work for section 5.1 is as follows…”)
8. Status of Clarification
   • Description: Current status of the clarification request (whether it’s still pending, responded to, or closed).
   • Format: Dropdown list with options like:
     • Pending
     • Responded
     • Closed
9. Next Action Required (if any)
   • Description: Any follow-up actions that need to be taken after the clarification response.
   • Format: Text (e.g., “Bidder to acknowledge response,” or “Updated bid submission required by XYZ date”)
10. Response Deadline
    • Description: The date by which the clarification response is expected or required.
    • Format: MM/DD/YYYY
11. Remarks or Notes
    • Description: Any additional notes or special considerations related to the clarification.
    • Format: Text (e.g., “Bidder requested a follow-up meeting,” or “Clarification may impact bid submission timeline”)

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Example Layout for Clarification Log Template

Clarification ID	Date of Request	Bidder Name	Bidder Contact	Clarification Request Details	Date of Response	Clarification Response Details	Status of Clarification	Next Action Required	Response Deadline	Remarks or Notes
CL-001	01/05/2025	XYZ Ltd.	john.doe@xyz.com	Request for clarification on bid submission format	01/06/2025	Clarification provided on bid submission format. Refer to section 2.3 of the bid document.	Responded	No further action required	01/06/2025	Clarification resolved
CL-002	01/07/2025	ABC Enterprises	alice.smith@abc.com	Query on scope of work for section 5.1	01/08/2025	The scope of work for section 5.1 has been updated. Please refer to the revised section 5.1 document.	Responded	Bidder to review and submit updated bid	01/10/2025	May impact cost estimate
CL-003	01/10/2025	DEF Group	mark.jones@def.com	Request for extension of bid submission deadline	01/12/2025	Request for deadline extension under review; final decision by 01/15/2025.	Pending	Follow up with bidder on 01/15/2025	01/15/2025	Pending decision on deadline extension

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Instructions for Using the Clarification Log Template

1. Recording Clarification Requests:
   • Each time a bidder submits a clarification request, the team should record the details in a new row in the spreadsheet or database.
   • Ensure that all fields, particularly the Clarification ID and Date of Request, are properly filled out to ensure traceability.
2. Updating Responses:
   • After providing a response to a bidder, the Date of Response and Clarification Response Details fields should be filled out.
   • Be as specific as possible when describing the clarification provided, referencing any relevant bid documents or sections.
3. Status Tracking:
   • The Status of Clarification field should be updated as the clarification request moves through different stages. Use the options in the dropdown list to ensure uniformity.
   • If there is any pending action from the bidder, update the Next Action Required column to ensure that follow-ups are managed.
4. Deadlines and Follow-ups:
   • The Response Deadline should be filled out based on the expected time frame for responding to the clarification request. This helps to ensure timely follow-up.
   • Any additional comments, delays, or special considerations should be noted in the Remarks or Notes column.
5. Closing Clarifications:
   • Once the clarification request has been addressed, and all actions have been completed, mark the Status of Clarification as Closed.

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Best Practices

• Consistency: Ensure that all fields are consistently filled out in a uniform manner, especially when dealing with multiple clarification requests.
• Timeliness: Keep track of deadlines for responding to clarification requests to maintain the integrity of the bidding process.
• Communication: Regularly review the log for outstanding clarifications and ensure responses are communicated promptly.
• Documentation: Always reference relevant bid documents, amendments, or official notices in the clarification responses for clear communication.

This Clarification Log Template will be a vital tool for tracking, managing, and organizing bidder queries and responses for the SayPro Monthly SCMR-1 January Bid process, ensuring that all inquiries are addressed in a timely and efficient manner.