# How Can an Organization Ensure Fair Treatment of All Bidders during Rfp Amendments? ▴ Question

**Published:** 2025-08-06
**Categories:** Question

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## Concept

An organization’s method for handling Request for Proposal (RFP) amendments serves as a direct reflection of its procurement system’s integrity. The process is a critical function, defining the boundary between orderly, transparent competition and a descent into procedural chaos. When an RFP requires modification post-issuance, the core challenge is to recalibrate the terms of engagement without compromising the competitive equilibrium established at the outset.

Each amendment functions as a patch to the system’s operating code; if deployed inconsistently, it can create critical vulnerabilities, leading to bid protests, damaged vendor relationships, and suboptimal procurement outcomes. The objective is to preserve the architectural soundness of the solicitation.

Ensuring equitable treatment during this phase is an exercise in system-level discipline. It demands that the organization views the RFP not as a static document, but as a dynamic, controlled environment. Every bidder represents a node within this system, and fairness dictates that any update to the system’s parameters must be communicated to all nodes simultaneously and with identical information. The Federal Acquisition Regulation, for instance, permits agencies to amend solicitations and request revised proposals, underscoring that change is an expected part of the process.

The critical element is the uniform and transparent dissemination of that change. The failure to do so introduces information asymmetry, a contaminant that degrades the quality of the entire process and can lead to sustained protests.

> A well-documented evaluation process helps the entity support their award decisions.

The structural integrity of a procurement event depends on the principle that all contenders operate under the same set of rules from beginning to end. An amendment is, in essence, a rewriting of those rules mid-competition. Therefore, the protocol for introducing such a change must be robust and transparent, designed to withstand legal and ethical scrutiny.

It involves more than simply sending an email; it requires a systemic approach to communication, documentation, and potential time extensions, ensuring that every participant is afforded an equal opportunity to adapt their strategy and proposal to the new requirements. This preserves the competitive tension that drives value and innovation.

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## Strategy

A strategic framework for managing RFP amendments is built upon the pillars of procedural transparency, controlled communication, and equitable information distribution. The primary goal is to architect a process that is both flexible enough to accommodate necessary changes and rigid enough to prevent any perception of bias. This begins with establishing a single, designated point of contact for all communications related to the RFP.

This centralization acts as a firewall, preventing inappropriate information sharing and ensuring that all questions and clarifications are logged, processed, and answered through a consistent channel. Every inquiry from a bidder, and every response from the organization, becomes part of the official, auditable record of the procurement.

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## Architecting the Communication Protocol

The core of a fair [amendment process](https://prime.greeks.live/question/what-defines-a-material-amendment-in-an-rfp-process/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) is its communication protocol. Any change, no matter how minor, must be formalized into a written addendum and distributed to all parties that received the initial RFP. The method of distribution should mirror the original solicitation method to ensure comprehensive reach. Critically, the issuance of an addendum often necessitates a corresponding adjustment to the proposal submission deadline.

The organization must exercise professional judgment to determine if the nature of the amendment warrants an extension, allowing bidders adequate time to analyze the changes and revise their proposals accordingly. This decision should be based on a [materiality assessment](https://prime.greeks.live/area/materiality-assessment/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) of the amendment’s impact on the bidders’ ability to prepare a competitive response.

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## What Is the Role of Materiality in Amendment Strategy?

A pivotal strategic consideration is the materiality of the amendment. A material change is one that alters the scope, requirements, or [evaluation criteria](https://prime.greeks.live/area/evaluation-criteria/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) so significantly that it effectively creates a new procurement. In such cases, merely issuing an addendum is insufficient and can be grounds for a successful bid protest. If the changes are substantial, the most defensible strategy is to cancel the original RFP and issue a new one.

This ensures that all bidders are competing on the same fundamental requirements from the start. Conversely, for non-material changes ▴ such as correcting a typographical error or clarifying an existing requirement ▴ a [formal addendum](https://prime.greeks.live/question/why-are-formal-legal-opinions-required-for-netting-agreements-under-the-basel-iii-framework/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) with a clear explanation is the appropriate and efficient tool.

The table below outlines different communication strategies based on the type of [RFP amendment](https://prime.greeks.live/area/rfp-amendment/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite), highlighting the appropriate action and rationale for maintaining fairness.

### RFP Amendment Communication Strategy Matrix

| Amendment Type | Description | Recommended Action | Strategic Rationale |
| --- | --- | --- | --- |
| Minor Clarification | Correction of typos, clarification of existing language, minor date adjustments. | Issue formal numbered addendum to all bidders. No deadline extension typically required. | Ensures all bidders have the exact same information without disrupting the procurement timeline. Maintains a complete and accurate record. |
| Substantive Change | Modification of technical specifications, quantity of goods, or key performance indicators. | Issue formal addendum and extend the proposal deadline. The extension should be proportional to the change’s complexity. | Provides all bidders a fair opportunity to re-evaluate their technical and financial proposals based on the new requirements. |
| Evaluation Criteria Change | Altering the weighting of evaluation criteria or adding/removing a criterion. | Issue formal addendum detailing the changes and extend the deadline. The original criteria must have been stated in the RFP. | Preserves transparency by ensuring bidders understand how their proposals will be judged and can tailor their responses to the revised scoring model. |
| Material Scope Overhaul | Fundamental change to the project’s goals or scope, making the original RFP obsolete. | Cancel the original RFP. Issue a new solicitation. | Avoids a flawed process where the final award does not align with the original opportunity. Prevents successful legal challenges from bidders. |

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## Documenting the Process for Defensibility

Every step of the amendment process must be meticulously documented. This creates an audit trail that can be used to defend the organization’s actions in the event of a dispute. This documentation should include the rationale for the amendment, records of all internal discussions and approvals, the official addendum document itself, and confirmation of its distribution to all bidders.

Maintaining this clear paper trail is a cornerstone of a defensible procurement process. It demonstrates that the organization acted with foresight, consistency, and a commitment to procedural correctness, reinforcing the integrity of the final award decision.

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## Execution

Executing a fair [RFP amendment process](https://prime.greeks.live/area/rfp-amendment-process/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) requires a disciplined, operational playbook that translates strategic principles into concrete actions. This playbook ensures that every amendment is managed with precision, consistency, and a focus on maintaining a level playing field for all bidders. The process can be broken down into distinct phases, each with its own set of procedures and controls.

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## The Operational Playbook for Amendment Issuance

The following steps provide a procedural guide for identifying the need for an amendment, developing it, and issuing it in a manner that preserves fairness and transparency.

- 
**Identification and Justification**
The process begins when an internal stakeholder or a bidder’s question reveals a necessary change. The first step is to formally document the need for the amendment. This justification must articulate why the change is required and what consequences might arise if the RFP is not amended. This record is the foundational element of the amendment’s audit trail.

- 
**Materiality Assessment**
Before drafting the amendment, the procurement officer must conduct a materiality assessment. This involves analyzing the proposed change against the original RFP’s scope and requirements to determine its potential impact on bidders’ proposals. This is a critical decision point that determines whether a simple addendum is sufficient or if a full cancellation and re-solicitation is necessary.

- 
**Drafting and Internal Review**
The amendment must be drafted with absolute clarity and precision. It should explicitly state which sections of the original RFP are being modified, deleted, or replaced. Vague language must be avoided. The draft should then be reviewed by the relevant internal stakeholders, including the project owner, legal counsel, and the procurement team, to ensure accuracy and compliance with organizational policies.

- 
**Formal Addendum Creation**
Once approved, the draft is converted into a formal, numbered addendum. This document must clearly reference the original RFP by its title and number. It should also include a new, adjusted timeline for key dates, especially the final date for submitting proposals if an extension is granted.

- 
**Simultaneous Distribution**
The addendum must be distributed to all bidders who received the original RFP, at the same time, using the same communication channel as the initial solicitation. Simply posting the addendum to a website is insufficient if the original RFP was sent directly to specific vendors. Confirmation of receipt should be requested to ensure no bidder is left operating with outdated information.

- 
**Managing Bidder Questions**
After the addendum is issued, bidders must be given a new window to ask questions related to the changes. All questions and answers must be managed through the single point of contact and shared with all bidders in a subsequent Q&A addendum, further ensuring information parity.

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## Quantitative Modeling and Data Analysis

To institutionalize fairness, organizations can implement quantitative tools to guide decision-making. A Materiality Assessment Matrix, for example, can help standardize the evaluation of a proposed change, reducing subjectivity and creating a defensible record of the decision-making process.

> Engaging all parties in collaborative negotiation processes ensures amendments reflect mutual interests while maintaining contract balance.

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## How Can a Matrix Quantify an Amendment’s Impact?

The matrix below provides a model for assessing the impact of an amendment. The procurement officer scores the change across several impact vectors. The total score helps determine the procedural path forward ▴ a simple addendum, an addendum with a significant time extension, or a full cancellation of the RFP.

### Amendment Materiality Assessment Matrix

| Impact Vector | Impact Score (1-5) | Description of Impact | Justification Notes |
| --- | --- | --- | --- |
| Cost/Pricing Structure | 4 | The change significantly alters the basis upon which bidders must develop their pricing models. | Change from fixed-price to time-and-materials requires complete repricing effort. |
| Technical Solution | 5 | The change requires a fundamental redesign of the proposed technical solution or approach. | New requirement for interoperability with a legacy system not mentioned in original RFP. |
| Resource Allocation | 3 | The change requires bidders to re-evaluate and potentially re-staff their proposed project teams. | Addition of a new project management certification requirement for key personnel. |
| Delivery Schedule | 2 | The change involves a minor adjustment to the project timeline or key milestones. | Project start date moved back by two weeks; no impact on overall duration. |
| Risk and Liability | 4 | The change introduces new liabilities or shifts significant risk to the bidders. | New data security clause requires expensive cybersecurity insurance. |

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## System Integration and Technological Architecture

Modern [e-procurement systems](https://prime.greeks.live/area/e-procurement-systems/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) provide the technological architecture to enforce these execution protocols. These platforms can automate the distribution of addenda, ensuring simultaneous delivery to all registered bidders. They create an immutable, time-stamped log of all communications, from bidder questions to official responses.

By centralizing the entire RFP process within a single digital environment, these systems eliminate the risk of ad-hoc, off-platform communications that can compromise fairness. The system itself becomes the guardian of the process, with built-in workflows that require necessary approvals before an amendment can be issued and audit trails that document every action taken by both the organization and the bidders.

> The evaluation criteria and their weights must be stated in the RFP with sufficient detail to enable the proposer to know what information to include in their proposal.

Furthermore, these systems can manage access controls, ensuring that evaluation committee members cannot view proposal revisions until after the new submission deadline has passed. This technological enforcement of procedural rules is a powerful tool for mitigating the human error and potential biases that can undermine the fairness of an RFP amendment process. The architecture of the procurement system directly supports the architecture of a fair and defensible competition.

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## References

- Sendero Consulting. “Solving the Most Common RFP Mistake and Other RFP Best Practices.” 16 July 2020.

- National Institute of Governmental Procurement. “Public Procurement Practice ▴ Request for Proposals.” NIGP, 2020.

- Watson & Associates, LLC. “Rules on Request for Proposal (RFP) & Government Solicitation Amendments.” 2023.

- Procurement Office. “Seven Due Process Principles for Negotiated RFPs.” 2023.

- Connor, Tim. “7 Essential Best Practices for Drafting Contract Amendments.” Contract Nerds, 9 July 2025.

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## Reflection

The integrity of a procurement system is most acutely tested at its points of stress, and few events are more stressful than a mid-stream change to a competitive solicitation. The protocols an organization deploys during an RFP amendment do more than just manage a procedural adjustment; they send a clear signal to the market about its commitment to transparency and equitable competition. Does your organization’s current framework treat amendments as administrative footnotes or as critical system updates requiring rigorous control and validation? Reflecting on this question reveals the true resilience and character of your procurement architecture.

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## Is Your Process a Patch or an Upgrade?

Consider whether your amendment procedures are merely patches applied to cover unexpected gaps or if they represent a pre-planned, robust subroutine designed to upgrade the solicitation’s parameters for all participants uniformly. A system built on ad-hoc fixes will eventually fail. A system designed with the forethought to manage change will adapt and strengthen.

The ultimate goal is to build an operational framework where fairness is an engineered outcome, a non-negotiable output of a well-designed process. This transforms the challenge of an amendment from a potential liability into a demonstration of procedural mastery.

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## Glossary

<a href="https://prime.greeks.live/question/what-defines-a-material-amendment-in-an-rfp-process/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Amendment Process

A material amendment is a change to an RFP's core logic that redefines the required solution and its associated costs or risks. </a><a href="https://prime.greeks.live/area/materiality-assessment/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A cutaway view reveals the intricate core of an institutional-grade digital asset derivatives execution engine. The central price discovery aperture, flanked by pre-trade analytics layers, represents high-fidelity execution capabilities for multi-leg spread and private quotation via RFQ protocols for Bitcoin options](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-prime-os-rfq-protocol-engine-for-high-fidelity-execution-and-price-discovery-on-volatility-surface.jpg)

## Materiality Assessment

Meaning ▴ Materiality Assessment constitutes a systematic analytical process designed to identify and prioritize the most significant economic, operational, and reputational factors impacting an institutional entity within the context of its strategic objectives and market environment. </a><a href="https://prime.greeks.live/area/evaluation-criteria/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A glowing green torus embodies a secure Atomic Settlement Liquidity Pool within a Principal's Operational Framework. Its luminescence highlights Price Discovery and High-Fidelity Execution for Institutional Grade Digital Asset Derivatives](https://options.greeks.live/wp-content/uploads/2025/07/illuminated-rfq-protocols-for-institutional-digital-asset-derivatives-trading.jpg)

## Evaluation Criteria

Meaning ▴ Evaluation Criteria define the quantifiable metrics and qualitative standards against which the performance, compliance, or risk profile of a system, strategy, or transaction is rigorously assessed. </a><a href="https://prime.greeks.live/question/why-are-formal-legal-opinions-required-for-netting-agreements-under-the-basel-iii-framework/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![Internal, precise metallic and transparent components are illuminated by a teal glow. This visual metaphor represents the sophisticated market microstructure and high-fidelity execution of RFQ protocols for institutional digital asset derivatives](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-engine-microstructure-prime-os-intelligence-layer-atomic-settlement-precision.jpg)

## Formal Addendum

A formal legal opinion is the mandatory validation protocol required by Basel III to prove netting enforceability and unlock capital efficiency. </a><a href="https://prime.greeks.live/area/rfp-amendment/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![Abstract geometric structure with sharp angles and translucent planes, symbolizing institutional digital asset derivatives market microstructure. The central point signifies a core RFQ protocol engine, enabling precise price discovery and liquidity aggregation for multi-leg options strategies, crucial for high-fidelity execution and capital efficiency](https://options.greeks.live/wp-content/uploads/2025/07/principals-operational-framework-optimizing-institutional-digital-asset-derivatives-rfq-protocol-execution-for-alpha-generation.jpg)

## Rfp Amendment

Meaning ▴ A formal, documented modification or addition to an existing Request for Proposal (RFP), issued by the requesting entity to all prospective respondents. </a><a href="https://prime.greeks.live/area/rfp-amendment-process/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![Intricate mechanisms represent a Principal's operational framework, showcasing market microstructure of a Crypto Derivatives OS. Transparent elements signify real-time price discovery and high-fidelity execution, facilitating robust RFQ protocols for institutional digital asset derivatives and options trading](https://options.greeks.live/wp-content/uploads/2025/07/principal-rfq-protocol-engine-for-institutional-digital-asset-derivatives.jpg)

## Rfp Amendment Process

Meaning ▴ The RFP Amendment Process defines a structured protocol for modifying an active Request for Proposal, ensuring all prospective counterparties receive synchronized updates to the original solicitation parameters. </a><a href="https://prime.greeks.live/area/e-procurement-systems/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A transparent glass sphere rests precisely on a metallic rod, connecting a grey structural element and a dark teal engineered module with a clear lens. This symbolizes atomic settlement of digital asset derivatives via private quotation within a Prime RFQ, showcasing high-fidelity execution and capital efficiency for RFQ protocols and liquidity aggregation](https://options.greeks.live/wp-content/uploads/2025/07/architecting-high-fidelity-execution-for-institutional-digital-asset-derivatives-rfq-protocols-and-systemic-liquidity-aggregation.jpg)

## E-Procurement Systems

Meaning ▴ E-Procurement Systems constitute a digitized framework engineered to manage the entire lifecycle of an institution's acquisition of goods and services, from initial requisition to final payment. </a>

**Tags:** [Solicitation Addendum](https://options.greeks.live/area/solicitation-addendum/), [Bidder Communication Protocol](https://options.greeks.live/area/bidder-communication-protocol/), [Materiality Assessment](https://options.greeks.live/area/materiality-assessment/), [Evaluation Criteria Modification](https://options.greeks.live/area/evaluation-criteria-modification/), [E-Procurement Systems](https://options.greeks.live/area/e-procurement-systems/), [RFP Amendment](https://options.greeks.live/area/rfp-amendment/)	

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Digital signatures and version control cryptographically bind identity and chronology to an RFP amendment, creating an unimpeachable audit trail.

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The primary legal risks in an RFP evaluation are systemic flaws in the process architecture that undermine fairness and transparency.

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A fair RFP scoring process is an engineered system that translates proposal data into an objective, defensible decision.

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A defensible RFP criteria change is the systematic recalibration of a dynamic procurement system, justified by a documented, data-driven response.

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![A sophisticated, modular mechanical assembly illustrates an RFQ protocol for institutional digital asset derivatives. Reflective elements and distinct quadrants symbolize dynamic liquidity aggregation and high-fidelity execution for Bitcoin options. This represents a Principal's operational framework ensuring best execution in market microstructure.](https://options.greeks.live/wp-content/uploads/2025/08/institutional-digital-asset-derivatives-rfq-protocol-architecture.jpg)

A lawsuit from an RFP arises from a breach of the implied procedural contract of fairness and transparency.

- 
### [How Can You Ensure Your RFP Evaluation Criteria Are Legally Defensible?](https://options.greeks.live/question/how-can-you-ensure-your-rfp-evaluation-criteria-are-legally-defensible/)
![A sleek, domed control module, light green to deep blue, on a textured grey base, signifies precision. This represents a Principal's Prime RFQ for institutional digital asset derivatives, enabling high-fidelity execution via RFQ protocols, optimizing price discovery, and enhancing capital efficiency within market microstructure.](https://options.greeks.live/wp-content/uploads/2025/07/precision-control-for-institutional-digital-asset-rfq-execution.jpg)

A legally defensible RFP is built on an architecture of objectivity, transparency, and meticulous documentation.

- 
### [What Are the Key Differences in the Evaluation Criteria between a Request for Proposal and a Request for Quote?](https://options.greeks.live/question/what-are-the-key-differences-in-the-evaluation-criteria-between-a-request-for-proposal-and-a-request-for-quote/)
![Parallel marked channels depict granular market microstructure across diverse institutional liquidity pools. A glowing cyan ring highlights an active Request for Quote RFQ for precise price discovery. A metallic probe signifies an algorithmic trading engine performing high-fidelity execution and atomic settlement.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-high-fidelity-execution-3.jpg)

An RFQ's evaluation is a quantitative validation of price, while an RFP's is a qualitative assessment of value and strategic fit.

- 
### [How Can Technology Be Used to Enforce Fairness and Transparency in the Procurement Process?](https://options.greeks.live/question/how-can-technology-be-used-to-enforce-fairness-and-transparency-in-the-procurement-process/)
![Abstract layers in grey, mint green, and deep blue visualize a Principal's operational framework for institutional digital asset derivatives. The textured grey signifies market microstructure, while the mint green layer with precise slots represents RFQ protocol parameters, enabling high-fidelity execution, private quotation, capital efficiency, and atomic settlement.](https://options.greeks.live/wp-content/uploads/2025/07/prime-os-layered-rfq-protocol-for-digital-asset-execution-system.jpg)

Technology enforces procurement fairness by creating a standardized, auditable digital system that ensures equitable information access and objective evaluation.

- 
### [What Are the Key Differences between an Rfp Amendment and a Contract Amendment?](https://options.greeks.live/question/what-are-the-key-differences-between-an-rfp-amendment-and-a-contract-amendment/)
![Two abstract, segmented forms intersect, representing dynamic RFQ protocol interactions and price discovery mechanisms. The layered structures symbolize liquidity aggregation across multi-leg spreads within complex market microstructure. This visualizes institutional execution pathways, emphasizing atomic settlement and capital efficiency in digital asset derivatives.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-microstructure.jpg)

An RFP amendment modifies a pre-award solicitation for all bidders; a contract amendment modifies a post-award agreement between specific parties.

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                "text": "A pivotal strategic consideration is the materiality of the amendment. A material change is one that alters the scope, requirements, or evaluation criteria so significantly that it effectively creates a new procurement. In such cases, merely issuing an addendum is insufficient and can be grounds for a successful bid protest. If the changes are substantial, the most defensible strategy is to cancel the original RFP and issue a new one. This ensures that all bidders are competing on the same fundamental requirements from the start. Conversely, for non-material changes\u2014such as correcting a typographical error or clarifying an existing requirement\u2014a formal addendum with a clear explanation is the appropriate and efficient tool."
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---

**Original URL:** https://options.greeks.live/question/how-can-an-organization-ensure-fair-treatment-of-all-bidders-during-rfp-amendments/
