Handling questions during the solicitation period

Handling questions during the solicitation period is the process by which a procuring organization receives, answers and communicates supplier questions about a solicitation before its closing date. Questions are submitted in writing to the designated contracting authority. Answers that could affect other suppliers or their bids are shared openly, typically through an amendment or addendum to the solicitation.

The stage exists so that every bidder works from the same information. It is closely tied to questions and answers (Q&A), clarifications, amendments and addenda, and the role of the contracting authority as the single point of contact. The CanadaBuys buyer guidance on communicating with offerors sets out how federal buyers are expected to manage it.

How buyers receive and answer written questions

CanadaBuys guidance tells businesses to submit questions in writing to the buyer before the deadline stated in the solicitation. The buyer should protect the identity of the business that asked the question, so other bidders do not learn who raised it.

How a question is answered depends on its type. A simple inquiry can be answered directly if the answer will not affect other businesses or how they respond. Complex or technical questions should be reviewed with the client department first, so the response is accurate.

Public Services and Procurement Canada gives bidders the same basic instruction. On its page on bidding on opportunities, it tells them to contact the contracting authority, submit questions in writing before the stated deadline, and expect answers to appear as amendments on the tender notice page.

Sharing answers through amendments and the Tender opportunities page

Questions and answers should generally be consolidated into an amendment or addendum. For publicly advertised solicitations, the amendment is published on the Tender opportunities page. When a solicitation was not publicly advertised, the buyer sends the answers directly to the businesses invited to bid.

Some clarifications change the solicitation itself, including an extension of the closing date. These must be formally incorporated through an amendment, as described in the CanadaBuys guidance on modifying a solicitation. Suppliers are responsible for monitoring the Tender opportunities page for amendments and posted questions and answers throughout the bidding process.

Directing questions only to the contracting authority

Solicitation documents commonly require offerors to send all questions and communications only to the contracting authority. They also ask offerors to meet a specified question deadline, identify the relevant solicitation item, and explain the question well enough for Canada to give an accurate answer. The request for proposal CSC-2025-2026-0488 is one example of a solicitation that sets these requirements.

Shared Services Canada makes the rule explicit in its standard instructions for procurement documents. Questions and other solicitation communications must go only to the identified contracting authority. Failure to comply may result in the bid being declared non-compliant.

How NATO handles bidder questions

The same practice appears in international procurement. NATO's procurement process allows companies to ask questions about solicitation contents or ambiguities that could prevent them from preparing a complete bid. Under the NATO procurement manual, questions go to the Procurement Service. It removes identifying information where necessary and obtains answers from the requesting service. It answers contractual and procedural questions itself.

What this means for a supplier bidding on Canadian public contracts

Put every question in writing and send it only to the named contracting authority, before the stated deadline. Do not contact the client department or other officials about the solicitation. Reference the specific section of the solicitation and give enough detail for a precise answer.

Do not rely on a private reply. Check the Tender opportunities page regularly until closing, because answers and changes to the solicitation are published there as amendments. A bid that ignores the communication rules or a posted amendment risks being declared non-compliant.