Ask bidder questions and track amendments
Clarify ambiguities precisely, use official answers and keep your bid aligned with the latest documents.
After this guide, you can …
- Write a clear bidder question
- Use the prescribed communication channel
- Apply answers and amendments to your bid
1. Turn uncertainty into a precise question
Read the relevant passage and attachments before writing. Identify the document, section or item number and describe the ambiguity objectively. Ask for the authoritative interpretation rather than seeking a private exception for your company. A good question shows what information is missing for comparable bids. Decide internally who approves the question and who applies the answer to scope, pricing and scheduling.
2. Use the channel specified for the procedure
Use the designated procurement portal mailbox, for example, when that is the prescribed route. An informal phone answer or message to a contact is not a substitute for an authoritative procedural response. Public procurement information must be handled fairly under the applicable rules. Questions may become visible to other participants in an edited form. Avoid unnecessary customer data, confidential pricing or secret solution details.
3. Ask early and monitor changes
Check any stated question deadline and allow internal preparation time. Asking a question does not automatically extend the bid deadline. Any change must appear in the official procedure record. Review the mailbox and published answers regularly, even if you expect email alerts. Replace superseded forms and document which changes affect which parts of your bid. Within its scope, the VgV regulates extensions for certain information delays and substantial amendments.
4. Make the answer usable by your team
Keep the question, answer, publication date and affected bid items together. Create tasks for revisions in Vergabezone. A change has been applied only when narrative, pricing, attachments and approval agree. Check the official status again shortly before submission. A document downloaded early does not remain current merely because it is already in your bid folder.
A precise question before submission is better than an unchecked assumption in the final bid.
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Go to the original source
Editorially checked on 27 October 2026. The current original documents of your procedure govern.
- VgV § 20 — Fristen und zusätzliche InformationenBundesamt für Justiz / Gesetze im Internet
- VgV — insbesondere §§ 29 und 47: Unterlagen und EignungsleiheBundesamt für Justiz / Gesetze im Internet
- GWB § 97 — Grundsätze der VergabeBundesamt für Justiz / Gesetze im Internet