Are contractors required to go to pre bid conference

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Pre-bid meetings are conducted by the owner to clarify any concerns the bidders may have with the solicitation documents, scope of work and other project details. Attendance is not mandatory, however it is highly-recommended for prospective bidders to attend.Aug 30, 2018

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Answer

Can a pre bid conference be optional?

Optional Attendance At the district’s discretion, pre-bid conferences where attendance is optional may be conducted for contracts with special conditions or requirements. Provide notice of the date and time of the optional pre-bid conference to all prospective bidders.

What should prospective bidders do at pre-bids?

As a prospective bidder, don’t show up to the pre-bid meetings just to get your company name on the sign-in sheet, come prepared with questions and engage during the event. (Though the sign-in sheet is useful intel to see who your competition is.)

How do I schedule a pre-bid conference?

Include all pre-bid conference information (such as type, date, time, location, etc.) in the Notice to Contractors. Schedule pre-bid conferences approximately two weeks prior to letting to allow sufficient time to prepare and issue any needed addenda. Provide prospective bidders adequate notification of a scheduled pre-bid conference.

What are construction pre-bid meetings?

So, what exactly are construction pre-bid meetings you ask? Pre-bid meetings are conducted by the owner to clarify any concerns the bidders may have with the solicitation documents, scope of work and other project details. Attendance is not mandatory, however it is highly-recommended for prospective bidders to attend.

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Is pre-bid conference mandatory?

It likewise provides that the Pre-Bid Conference is open to prospective bidders, and in case of procurement of consulting services, the shortlisted bidder, but attendance shall not be mandatory.


When should a pre-bid conference be held?

Pre-bid meetings are usually held a week or two before the invitation to bid or request for proposals are announced. This gives you enough time to prepare any questions you may have. Study the solicitation documents and be ready to engage with the owner when the time comes (more on that below).


What takes place at a pre-bid meeting?

The Pre-bid meeting is held to clarify the scope of work, the details of the project and other requirements presented in the bid documents. They are typically relevant only to the procurement of goods and services, and do not address any consultative-type work.


What is a pre-bid meeting in construction?

Pre-bid meetings are typically held one week or more after the announcement of the invitation for bids. This allows prospective bidders to read and study the contract documents, and produce a request for clarification, if they have one.


What are the reasons why pre-bid conference is conducted?

3.1 Pre-bid Conference is a forum where the Bids and Awards Committee (BAC) and prospective bidders meet to discuss all the aspects of the procurement at hand. may be conducted at the discretion of the BAC.


Why should you hold a mandatory pre-bid conference?

Pre-bid meetings give you an opportunity to learn about the details of the project and to ask the Project Manager or the contract manager questions.


What is meaning of pre-bid conference?

A pre-bid conference may be used, generally in a complex acquisition, as a means of briefing prospective bidders and explaining complicated specifications and requirements to them as early as possible after the invitation has been issued and before the bids are opened.


What are pre-bid services?

AGICL Services include tendering assistance for procurement of orders, through bidding assistance, review of RFQ/RFP documents of client and its details. Study, analyze and suggest on technical requirements of submission of the Bid Document.


What are the common mistakes during the bidding process?

5 Common Bidding Mistakes for FreelancersBidding Mistake #1 – Bidding on jobs that don’t match your skill set. … Bidding Mistake #2 – Submitting a sloppy or incomplete proposal. … Bidding Mistake #3 – Using a generic proposal template. … Bidding Mistake #4 – Thinking that the lowest bid gets the job.More items…


What is the purpose of a pre-bid conference?

Anything that happens at a pre-bid conference to change what is expected under the terms of the solicitation must be incorporated into the contract by means of an amendment to the solicitation. Our experience has been that pre-bid conferences sometimes bring out the existence of ambiguities or inconsistencies in contract language. These are then changed in the solicitation/contract and made available to all offerors. The result of this process is that anything that changes the contractual obligations of the parties must find its way into the solicitation and contract by means of an amendment to the original solicitation that is issued to all potential offerors. FAR Part 15.201 (f), for example, requires the contracting officer to make available to “all potential offerors,” upon request, any information distributed at a pre-solicitation or pre-proposal conference. The clear presumption of the FAR is that “potential offerors” may not be (and need not be) present at the pre-proposal conference.


Can potential offerors be present at a pre-proposal conference?

The clear presumption of the FAR is that “potential offerors” may not be (and need not be) present at the pre-proposal conference. In addition, mandatory pre-bid attendance could work a hardship on some potential bidders, especially small businesses.


Do you have to hold a pre-bid or pre-proposal conference?

FTA policy does not require you to hold a pre-bid or pre-proposal conference, although such conferences can be useful. You are not required by FTA policy to meet with prospective bidders before proposals are due. Similarly, FTA policy does not require you to announce contract awards.


Is pre-bid conference mandatory?

However, a number of grantees around the country have taken the position that attendance at pre-bid conferences cannot be made mandatory.


Can grantees record conferences?

Grantees often record these conferences. We see no problem in allowing the attendees to record the conference. Be sure to inform the attendees prior to the conference that they may record the meeting and also advise them that nothing said at the conference changes the terms of the solicitation – changes can only be made via a written amendment to the solicitation. (Posted: January 2010)


Why are pre-bid conferences not required?

Mandatory pre-bid conferences are not recommended due to prospective bidder concerns regarding bidding confidentiality and conference scheduling difficulties.


How to maintain pre-bid conference minutes?

Maintain minutes for all pre-bid conferences, both mandatory and optional; minutes may be written or recorded. Provide a copy of these minutes to all conference attendees and bidders. Include all pre-bid conference information (such as type, date, time, location, etc.) in the Notice to Contractors. Schedule pre-bid conferences approximately two weeks prior to letting to allow sufficient time to prepare and issue any needed addenda. Provide prospective bidders adequate notification of a scheduled pre-bid conference.


Can you attend a pre-bid conference?

At the district’s discretion, pre-bid conferences where attendance is optional may be conducted for contracts with special conditions or requirements. Provide notice of the date and time of the optional pre-bid conference to all prospective bidders. Do not exclude a prospective bidder from bidding on a contract because of failure to attend the optional pre-bid conference.


What is a pre-bid meeting?

Pre-bid meetings are gatherings scheduled after an invitation for bids or request for proposals is advertised. They are called pre-bid meetings because they are pertinent to procurement of goods, non-consultant services and works. When they are scheduled for consulting services, they are called pre- proposal meetings.


What is a pre proposal meeting?

When they are scheduled for consulting services, they are called pre- proposal meetings. These meetings, also called conferences, are scheduled during the preparation of the solicitation documents (invitation for bids or request for proposals) and the date, time and venue are mentioned in these documents so that all prospective bidders …


Should you hold a pre-bid meeting?

It is most beneficial to hold pre-bid meetings prior to formally responding to the request for clarifications, that way the responses to the request for clarifications can be sent along with the results of the pre-bid meeting, including a copy of the minutes of the pre-bid meeting.


Is a pre-bid meeting open?

The pre-bid meeting is usually open to all interested prospective bidders; however, in cases where pre-qualification or short-listing is carried out, only pre-qualified or short-listed bidders are invited to attend the pre-bid meeting. Site visits, as mentioned above, can and should preferable be held prior to the pre-bid meeting.


Can a site visit be held prior to a pre-bid meeting?

Site visits, as mentioned above, can and should preferable be held prior to the pre-bid meeting. The reason for this preference is because after the site visit, bidders may have additional queries and these can be addressed at the pre-bid meeting and formally sent (with the minutes) to all prospective bidders that expressed interest in the requirement, or those that were short-listed through a pre-qualification exercise or restricted bidding process. The time and venue of these meetings are addressed in the solicitation documents, and attendance is usually not obligatory.


What is a pre-bid meeting?

Pre-bid meetings are usually held, if previously mentioned in the solicitation documents, during the bid / proposal preparation period. Their purpose is to clarify any concerns bidders may have with the solicitation documents, scope of work and other details of the requirement. These meetings are formal and the results are made available in writing …


How long should you give prospective bidders to prepare for a pre-bid meeting?

Ideally, you want to give prospective bidders sufficient time to get familiar with the content of the bidding documents so they can prepare their questions and seek clarification either before or during the pre-bid meeting. At least 5 days after publication of the procurement notice is sufficient.


Can a site visit be held prior to a pre-bid meeting?

Site visits, as mentioned above, can and should preferable be held prior to the pre-bid meeting. The reason for this preference is because after the site visit, bidders may have additional queries and these can be addressed at the pre-bid meeting and formally sent (with the minutes) to all prospective bidders that expressed interest in the requirement, or those that were short-listed through a pre-qualification exercise or restricted bidding process. The time and venue of these meetings are addressed in the solicitation documents, and attendance is usually not obligatory.


Is a pre-bid meeting open?

The pre-bid meeting is usually open to all interested prospective bidders; however, in cases where pre-qualification or short-listing is carried out, only pre-qualified or short-listed bidders are invited to attend the pre-bid meeting. Site visits, as mentioned above, can and should preferable be held prior to the pre-bid meeting.


Can prospective bidders request clarification?

Prospective bidders are permitted to request clarifications by a date and time stipulated in the solicitation documents. It is most beneficial to hold pre-bid meetings prior to formally responding to the request for clarifications, that way the responses to the request for clarifications can be sent along with the results of the pre-bid meeting, …

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