Issue a tender addendum and reissue

Log the bidder question or the design change that makes the issued information wrong or incomplete, and decide whether it needs a formal addendum to all or a private answer to one.

Varför: The moment a query changes the scope, everyone needs to know. Capturing the trigger cleanly is what stops a helpful side conversation turning into an unfair advantage.

Write the addendum with a clear number, the change it makes, the documents it supersedes and the revised files attached, so a bidder can act on it without guessing.

Varför: A numbered addendum with the superseded documents named is what keeps the tender set unambiguous. Loose emails leave firms pricing off different revisions of the same drawing.

Send the addendum to the whole bidder list at once and, if the change is material, extend the submission deadline so nobody is squeezed for the time to reprice.

Varför: Issuing to all on the same day and the same terms is the heart of a fair tender. Extending the deadline where it matters keeps the prices sharp instead of rushed.

Track that each bidder acknowledged the addendum, and chase the ones who have not, so no firm submits against out-of-date information.

Varför: A bid priced without the latest addendum is worthless and has to be rejected. Confirming receipt from all is the cheap step that protects the whole exercise.