The evaluation panel shall conduct the clarification meetings as follows:
a) Prior to commencement of clarifications, a record shall be made of all attendees.
b) The team leader for each team shall organize the clarification meetings.
c) The evaluation secretariat shall record in detail the response to each clarification question, and at the end of the meetings a formal written revision of the proposal document will be sent to the respective bidder to be signed off as acceptance of the final definitive document capturing their clarifications.