GPS tracker and MDVR tender clarification log and deviation schedule

Why keep a clarification log?

Bidders often send questions by email, get answers in an addendum, and later cannot show what they assumed. A log puts the question, the date, the answer and your assumption in one row.

It also makes the deviation schedule honest. Each deviation can point to the question that led to it.

What should you ask the buyer?

Ask about what the tender leaves open, and about anything that changes the price of delivery or the scope of the work. The Question bank gives a start.

• Who supplies the SIM cards, the static IP and the data plan.
• Where the platform and the data are hosted, and who owns the data afterwards.
• Whether an equivalent product is allowed, and in which form a deviation must be written.

How does the chase date work?

Enter the date you sent a question. The file adds the number of days in Settings (5 is a typical start) to give the Chase on date. When the report date in Tender details reaches that date and there is no reply, the status turns to Chase now.

How should you write a deviation?

A deviation is a place where your offer differs from the written requirement. Write it so the buyer can decide without calling you.

1. Copy the requirement as written, with its clause number.
2. State what differs in one plain sentence.
3. State what you offer instead and the effect on the buyer.
4. Name the document and the page that shows it.

When are deviations refused?

Limits

• The file keeps records and counts rows. It does not decide whether a bid is compliant, and it is not an approval of any product or supplier.
• The questions are general and are not taken from one tender. Check each against yours.
• The chase date uses the report date you type. It does not read your computer clock.
• The file has no prices and no margins. Keep prices in your own pricing sheet.