In the construction world, pre-bid meetings are held during the bid/proposal preparation period. The purpose of a pre-bid meeting is to clarify any concerns bidders may have with the solicitation documents, scope of work and other details. When they are scheduled for consulting services, they are called pre-proposal meetings. These meetings are scheduled during the preparation of the solicitation documents. What is the purpose of pre-bid meetings? Pre-bid meetings are important, because they assist in explaining the details of the solicitation documents to interested bidders. Interested bidders are allowed to request clarifications on the invitation for bids or request for proposals by a stipulated date, and the pre-bid meeting is held within that period.
1. Who Conducts Pre-bid Meetings?
Pre-bid meetings are conducted by the procuring entity at an agreed upon venue. The procuring entity will prepare the agenda for the meeting. Attendance is not mandatory, but it is a good idea for prospective bidders to attend. Seeking the counsel of your construction attorney in Orlando for a pre-bid meeting is highly recommended.
2. Why Hold Pre-bid Meetings?
Pre-bid meetings are held to interpret the technical and procurement aspects of the solicitation documents. This gives potential bidders a chance to voice their concerns. During a pre-bid meeting, these concerns are taken in consideration to help improve the solicitation documents. Pre-bid meetings are held with the hope to give bidders all the proper information needed to assist them with submitting a bid or proposal that responds to the requirements.
3. When And Where Are Pre-bid Meetings Held?
Pre-bid meetings are typically held one week or more after the announcement of the invitation for bids or request for proposals. This allows prospective bidders to have plenty of time to prepare. They are able to read and study the solicitation documents, and produce a request for clarification, if they have one. The venue of the pre-bid meeting should be easily accessible to the target market. It typically is a rented venue or a government provided facility.
4. How are Pre-Bid Meetings Conducted?
The agenda for a pre-bid meeting is as followed:
- Introduction and opening remarks
- Presentation on the procurement aspect of the requirement
- Questions and answers on the procurement aspects
- Presentation on the technical aspects of the requirement
- Question and answers on the technical aspects
- Closing remarks
Disclaimer: The information contained in this article is for general educational information only. This information does not constitute legal advice, is not intended to constitute legal advice, nor should it be relied upon as legal advice for your specific factual pattern or situation.