by Girard R. Visconti
Every project which is substantial should have a pre-bid conference at the site if possible. Those in attendance are the bidders who bid on a project, including any subcontractors who bid to general contractors or construction managers.
Pre-bid conferences are usually held about a week after bids are announced. They are necessary for complex purchases and to clarify any concerns about the technical and financial components of the bid. The date of the pre-bid conferences is usually contained in the Request for Proposal (RFP), in order to give potential bidders reasonable notification to attend before they submit their bid.
The pre-bid meeting gives potential bidders a better understanding of the bid documents, scope of work, and any requirements needed to be considered for the project. At the conference, potential bidders, their consultants and subcontractors will be able to ask questions and get clarifications about the solicitation and the documents. The owner should have a sign-in sheet for those in attendance to secure the attending vendors in the event that a question comes up later in the project.
If a vendor does not participate in the pre-bid conference, they may be at risk, since they had an opportunity to ask a question concerning any statutory regulations, laws, etc. If the pre-bid conference is mandatory, which it should be, lack of attendance could result in the disqualification of a bid. The pre-bid conference gives the potential bidders a view of the area to see the site and perhaps a walk-through of the site.
An RFP usually contains a paragraph for RFIs (Request for Information) which the owner or the owner’s project manager will respond to. Any clarifications as a result of the pre-bid meeting or RFIs will be put in an addenda to be sent to all potential bidders.
Girard R. Visconti
Girard R. Visconti, Esq. is partner at Savage Law Partners, LLP.
