Pre-Bid Meetings Explained

By Lauren White, RCS Reporter.

Cotney Construction Law answers four questions concerning the logistics of pre-bid meetings.

Before a construction project starts, it’s important to have pre-bid meetings.  “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,” Cotney Construction Law explains.  These meetings occur during the preparation of a bid or proposal.  

Pre-proposal meetings occur when the projects are scheduled for consulting services, typically when solicitation documents are being prepared.  These meetings are important since they help explain to interested bidders the details of solicitation documents. Cotney Law clarifies, “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.”

Cotney Law answers four important questions concerning the who, why, when, where, and how of pre-bid meetings:

Who?

The procuring individual conducts the pre-bid meeting and prepares the agenda.  The meetings are held at an agreed-upon location. While attendance isn’t mandatory, it is suggested that prospective bidders are present.  Cotney Law recommends that contractors seek counsel from their construction attorney in preparation for a pre-bid meeting.

Why?

“Pre-bid meetings are held to interpret the technical and procurement aspects of the solicitation documents,” according to Cotney Law.  Potential bidders have a chance to voice any concerns, which are taken into consideration to improve the solicitation documents. Another purpose of holding pre-bid meetings is to, “...give bidders all the proper information needed to assist them with submitting a bid or proposal that responds to the requirements,” notes Cotney Law.

When and where?

After the announcement of the invitation for bids or request for proposals has been made is when pre-bid meetings are held.  They are scheduled for one week or more after the announcement. This gives prospective bidders time to prepare by reading and studying the solicitation documents.  During this time they can also request clarification if it’s needed. Cotney Law reveals, “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.”  

How?

Cotney Law shares an example agenda, outlining what should be covered when a pre-bid meeting is conducted:

• 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

Consult an experienced construction attorney like Cotney Construction Law to learn more about pre-bid meetings.

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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.