Tender queries are the control point for clarifications. In enterprise tenders, queries need assignment, draft responses, approvals, duplicate checks, consistency checks, amendment tracking, response packs, and a closed record before award. TruBuild’s tender query workflow is built around a package-level query register, not an informal notes list.Documentation Index
Fetch the complete documentation index at: https://docs.trubuild.io/llms.txt
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Who this is for
| Role | Main responsibility in this workflow |
|---|---|
| Procurement coordinator | Imports and maintains the query register |
| Package lead | Assigns owners, monitors due dates, and controls outbound responses |
| Technical responder | Drafts or reviews technical answers |
| Commercial responder | Drafts or reviews commercial answers |
| Approver | Approves responses before issue |
| Owner reviewer | Reviews open material queries before award |
What you need
At minimum, you need a package and query source. The richer the package context, the sharper the response workflow:| Input | Contribution |
|---|---|
| Query import | Existing bidder questions from Excel, PDF, or Word |
| RFP / tender pack | Source context for response drafting |
| Reference BOQ / PTE | Commercial context and quantity/rate references |
| Prior responses | Consistency checks and knowledge reuse |
| Response template | Formal output document formatting |
What you get
- Package query register
- Import batch tracking
- Duplicate detection and similar query grouping
- AI draft responses
- RFP context lookup
- Consistency checks against RFP and prior responses
- Status flow from
pendingtoclosed - Response documents and circular generation
Before TruBuild
Someone compiles the list
A PM chases evaluators, compiles their questions into a master spreadsheet, deduplicates. 1–2 days.
- Questions get missed because evaluators didn’t formalize them
- Duplicate queries sent to different vendors (embarrassing)
- No single source of truth for “what was asked, what was answered”
- Answers don’t feed back into context automatically
With TruBuild
Draft with context
Use RFP context, prior response history, and AI drafting to prepare a controlled response.
Step-by-step inside the app
1. Open the package query register
From the package, open Queries. The register is package-scoped so queries stay tied to the contractor list, package documents, and award record.2. Import or create queries
Common starting points:- Import an Excel query register from bidders
- Import PDF/Word query documents
- Manually add a query received by email or portal
- Use prior query history and RFP context to draft a response
3. Categorize and assign
Every query should have:- Category:
technical,commercial,contractual, orgeneral - Priority: low, medium, or high
- Assignee
- Optional designated approver
- Due date where your tender timetable requires it
- RFP, drawing, circular, or amendment references when applicable
4. Draft and check responses
Use AI drafting when useful, but keep the human review step:5. Approve, send, and close
Approve
Approver confirms the response is commercially, technically, and contractually safe to issue.
Status model
| Status | Meaning |
|---|---|
pending | Imported or created, not assigned yet |
assigned | A responder owns the query |
draft_response | A draft response exists |
pending_approval | Waiting for formal approval |
approved | Ready to send |
sent | Issued externally |
closed | Resolved or closed with a reason |
How queries fit into construction procurement
Tender queries usually run throughout the whole procurement timetable, not only after evaluation starts.| Stage | Common query activity |
|---|---|
| Pre-bid period | Tenderers ask about drawings, specifications, BOQ descriptions, site access, contract instructions, submission requirements, and ambiguities |
| Bid return review | Procurement checks missing documents, unsigned forms, invalid assumptions, and obvious compliance gaps |
| Commercial evaluation | QS/commercial team raises PTCs on exclusions, unpriced items, abnormal rates, and arithmetic issues |
| Technical evaluation | Technical team raises PTCs on methodology, programme, resourcing, design compliance, QA/QC, HSE, logistics, and commissioning |
| Revised submission | Responses are assessed for impact on score, price, compliance, and residual risk |
| Award recommendation | Open material queries are closed, accepted as residual risk, or escalated before award |
Query categories
Use categories consistently so the right team owns the answer:| Category | Examples |
|---|---|
technical | Design compliance, method statement, programme, HSE, QA/QC, logistics, commissioning |
commercial | Rates, quantities, provisional sums, exclusions, qualifications, arithmetic checks, price validity |
contractual | Instructions to tenderers, bonds, warranties, liquidated damages, insurance requirements |
general | Submission format, site visit, deadline, portal process, administrative clarification |
Best practices
Import queries as soon as they arrive
Import queries as soon as they arrive
Do not let questions sit in email while evaluators work from partial information. Import them early so ownership and due dates are visible.
Keep a 'client queries' thread going in parallel
Keep a 'client queries' thread going in parallel
Not every clarification goes to contractors. Some go back to the employer, owner, or designer. Keep those clearly separated from contractor-bound responses.
Close the loop before the next bid round
Close the loop before the next bid round
Don’t rescore or re-price until high-importance queries are closed. Otherwise you’re working on partial information.
Categorize ruthlessly
Categorize ruthlessly
Sorting by category means you can hand off technical queries to engineers and commercial ones to cost managers in parallel.
Reuse prior responses carefully
Reuse prior responses carefully
Prior response history is useful, but every reused answer should be checked against the current RFP and package context.
Impact
On a typical tender of 5 vendors and ~30–60 queries:| Phase | Before TruBuild | With TruBuild |
|---|---|---|
| Compile queries | 1–2 days | 1–2 hours |
| Track status | 1 day of chasing | Live dashboard |
| Prep for next round | 1 day re-reading emails | Answers linked to their source questions |