ERP RFP Clarification Questions Log Worksheet
During an ERP RFP, vendors send questions by email, phone and through partners. Without a log, answers are inconsistent and one bidder ends up with more information than another. This worksheet gives you one auditable record of each question and its answer.
| Q# | Received | Vendor | RFP section | Question | Answer owner | Status | Answer due | Days allowed | Answer summary | |
|---|---|---|---|---|---|---|---|---|---|---|
Anything that changes scope, dates or requirements should be issued to all bidders as an addendum, not answered to one vendor only. Mark Shared with all only once the anonymised answer has gone to every bidder.
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Optional: have an ERP specialist read the technical and integration sections of your RFP for gaps.
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How to use the log
Add one row per question as soon as it arrives. Record the vendor, the RFP section, the answer owner and the target date. Move the status along as the answer is drafted and approved, then mark it Shared with all after you send the anonymised answer to every bidder. Export to Excel for your records and to attach to the evaluation file. The summary shows the number of questions and the longest answer window.
- One named contact receives all questions
- Anonymise before sharing answers
- Cut off questions a few days before the response deadline
- Issue changes as numbered addenda
Fairness in the RFP process
Equal treatment is the point. If you tell one vendor your integration list and not the others, you can no longer compare the proposals on the same basis, and a losing bidder may challenge the result. The log proves that each question and answer was handled consistently. For public bodies and some defense contractors, a documented process is also a compliance expectation.
What to answer and what to decline
Answer anything that clarifies a requirement, the process or the format. Decline questions that ask for budget, scoring weights or information about competing bidders. Where a question reveals a flaw in the RFP, such as two requirements that conflict, fix it through an addendum. Keep answers factual and short, and keep a reference to the section so bidders can find the change.
Common mistakes
The usual failures are answering by phone, forgetting to share an answer with the other bidders, and letting questions pile up until the last day. Set a clear question deadline, such as seven days before submission, and a response deadline for you. If your answers materially change scope, extend the response date for everyone.
Frequently Asked Questions
Should vendor names appear in the shared answers?
No. Share the question text and the answer without the asker's name. Keep the vendor name in your internal log only. This protects each vendor's strategy and keeps the process fair.
When should the question window close?
Typically about a week before the response deadline, which leaves vendors time to react to the final answers. Publish this date in the RFP so nobody is surprised.
What if two vendors ask the same question?
Log both rows, give a single answer, and share it with everyone once. Duplicates show where the RFP was unclear, so use them to improve the next version.
Do I need a log for a small ERP project?
Yes, even a simple one. The cost is minimal, and it protects you from disputes about what was promised to whom, which are common in implementation contracts later.
If vendors keep asking about your ERP data model, table structures or integrations, Netray can help document these technically so answers are accurate and consistent.
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