Depending on the type of project you are pursuing, you and other prospective bidders will be invited to a pre-bid meeting. Although you may feel that you are too busy to attend this meeting, it is highly recommended that you or a designated member of your team attend. This two-part article will give you several reasons why you should attend.
Remember, if you have any legal concerns about the bidding process, speak with a Raleigh construction lawyer from Cotney Construction Law.
What is a Pre-bid Meeting?
A pre-bid meeting, sometimes called a conference, is typically held a week or two after a project owner sends out the initial request for bids or proposals—a couple of weeks before the bid or proposal is due, giving the bidders time to read and study the solicitation documents. Some pre-bid meetings are mandatory while others may be optional. They are conducted in person and held at an organized venue. The purpose of this meeting is to provide information to interested bidders who may have questions or concerns about the solicitation documents.
What to Expect
An agenda document will outline the pre-bid meeting in its entirety. At the pre-bid meeting, a representative from the procuring entity will discuss the entire solicitation document. The following is a typical pre-bid meeting schedule:
- Opening remarks and introduction
- Presentation of procurement requirements
- Questions and answers on the procurement requirements
- Presentation on the technical details of the requirements
- Question and answers on the technical requirements
- Closing remarks
All questions and answers captured during the meeting will be put into minutes and sent to the bidders who attended.
The main objective of the pre-bid meeting is to provide details about the proposed project and process. Even with your best efforts at preparing your documents, you may still have questions about the content. If you are confused about anything regarding the invitation to bid, project proposal, or solicitation documents, now is the time to get clarity. For instance, certain bids require bonds to guarantee the performance of the contract—such as performance bonds and payment bonds—if it is over a certain dollar amount. Forgoing this meeting can lead to confusion and might cost you the contract if you do not have a solid understanding of the project’s requirements. If you have questions about performance or payments bonds, consult with a Raleigh construction bond expert from our firm.
In part two, we will provide more reasons why you should attend the pre-bid meeting.
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.