A clarification register keeps a fire AMC tender from turning into several private versions of the same scope. Record each material bidder question and issue the applicable answer to every participating supplier. The objective is a comparable proposal, not a larger email archive.
Give each question a reference
Record the question number, affected equipment or tender section, date received and person responsible for the answer. Distinguish a request for information from a proposed change to scope.
Do not publish a bidder's confidential commercial information when circulating a technical clarification. Share the relevant scope answer without unnecessary identification.
Make the answer usable for pricing
- State the confirmed assumption or revised requirement.
- Identify the document and revision affected.
- Note any information still awaiting verification.
- Record whether the submission deadline changes.
- Ask bidders to acknowledge the applicable revision.
Avoid answers such as include everything where the equipment schedule is incomplete. State what is known and what needs further assessment.
Close the register with the accepted offer
Check that the selected bidder has included the final clarifications and has identified any exceptions. Keep its acknowledgement with the quotation and scope schedule.
A verbal answer during a site walk should be recorded if it affects price, attendance or responsibility. The register does not replace formal contract review or technical approval. It simply makes the information supplied to bidders traceable, so the accepted AMC can be compared with the request that was actually issued.
Service and quotation enquiry
For the wider scope, read Fire AMC tender equipment-schedule guide. Contact QSERV with the premises location, available equipment records and the question you need resolved. Confirm capabilities, exclusions and attendance in the written proposal.
