Submit questions in writing, to the named contact, by the question deadline, using the method the solicitation names. Quote the section and page, ask one clear question at a time, and suggest a specific fix when you can. Answers usually come out in an addendum that every bidder sees, so word questions carefully and never rely on a verbal answer.
Why the Q&A period matters
Solicitations are written by busy people, and they often contain gaps, conflicts or unclear quantities. The question period is your one formal chance to get those fixed before you price. A good question can remove risk from your bid and from every competitor's bid too, which makes the competition fairer.
Questions also tell the buyer something about you. Thoughtful, precise questions suggest a careful contractor.
Start reading the solicitation as soon as you decide to pursue it, so you find problems while there is still time to ask. Keep a running list as you read, then sort and trim it before you send anything.
Follow the rules exactly
Most solicitations name a single point of contact and forbid contact with anyone else at the agency while the bid is open. This is often called a no-contact rule or cone of silence. Breaking it can disqualify your bid.
Note the question deadline, the required format and the method, such as email or a portal message box. Questions sent late or to the wrong place may be ignored.
What to ask about
- Conflicts between the specifications, drawings, scope and price form.
- Quantities, units or estimated volumes that are missing or unclear.
- Requirements that seem to favor one product, and whether an equal will be accepted.
- Unclear evaluation criteria or scoring.
- Insurance, bonding or licensing terms that seem unusual for the work.
- Schedule, site access and working-hours limits.
- Whether the due date can be extended, if the work truly needs more time.
How to write a good question
- Cite the exact document, section and page.
- Quote the language that is unclear or conflicting.
- Ask one question per item, in plain words.
- Where you can, offer the answer you expect, such as asking the buyer to confirm that the drawing governs over the specification.
- Keep your trade secrets out of it, since other bidders will likely read the question.
What to avoid
Do not ask questions the document already answers; it signals you did not read it. Do not argue or complain in the question. Do not rely on anything said in a phone call or a pre-bid meeting unless it appears later in a written addendum. Only written addenda change the solicitation.
Be careful about asking questions that reveal your strategy. If you have found a clever way to do the work, asking whether it is allowed tells every competitor about it. In that case, weigh the risk of asking against the risk of a rejected bid, and consider whether the solicitation already permits alternates or equals.
Finally, do not wait until the last day. Early questions get more careful answers, and they leave time for a follow-up if the first answer raises a new problem.
After the answers come out
Answers usually arrive as an addendum. Read it in full, update your pricing and plan, and acknowledge it in the way the solicitation requires, often on a form or the bid sheet. Missing an addendum acknowledgment is a common reason bids get rejected. BotBid watches for new addenda on bids you track, and a person still reads each one and decides what changes.
Rules vary by agency and state; check the solicitation and your own advisers.
Common questions
Will other bidders see my question?
Usually yes. Buyers often publish all questions and answers together, sometimes without the asker's name and sometimes with it.
Can I call the buyer with a quick question?
Only if the solicitation allows it, and only through the named contact. Even then, rely only on written answers.
What if the question deadline has passed?
Check whether late questions are allowed. If not, bid exactly as written and do not add your own conditions, which can make a bid nonresponsive.
What if my question is never answered?
Bid on the solicitation as written. Do not assume the answer you wanted.