Demolition/Abatement Constracts (Folders 1-2)

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Chaptcr 4: tvlcthods of Sclcction 4.3.2.4 Pre-Bid and Pre-Proposal Conferences DISCUSSION http:/iw~~a~.fta.dot.gov/ftailibraryiadmin~BPl'man~scct 40 htm Pre-bid and pre-proposat conferences are generally used in compieg acquisitions as a means of briefing prospective o~'erors and explaining complicated specifications and requirements to them as eariy as possible after the solicitation has been issued and before offers are received. This is also an open forum for potential respondents to address ambiguities in the solicitation documents that may require clarification. Notice of the conference is included in the solicitation at the time of issuance. Best Practices When utilized properly, a pre-bid or pre-proposal conference is a valuable tool for both the agency and the prospective afferors. There are certain common practices and policies relating to this conference that will aid you in achieving a successful procurement. You will decide with your customer in your solicitation preparation process whether or not you will conduct a pre-proposal or pre-bid conference. It is recommended that you hold one if you believe that your acquisition is so complex or contains peculiar requirements that can only be addressed by holding a conference for the benefit of your prospective offerors. It may be advantageous if you anticipate that the offerors will not be familiar with your procurement process. Determine if a conference is necessary and put the time and location details in yo~-r solicitation. If you hold a conference, it is helpful to include in your solicitation a format for questions submitted in advance of the conference that will be answered at the conference. Expl~in that if you have the questions in advance, better and more timely responses can be made to those questions. You normally do not preclude questions from being raised at the conference itself. Develop an agenda for the conference and arrange to fiave the appropriate staff members at the conference who can respond knowledgeably to questions. In addition to the procurement official, large agencies generally have a technical representative and a representative from the DBE department, if appropriate, at the conference. At the conference, have someone present who can develop a record of what transpired, including a sign-in list of attendees. Normally, this list is made available to attendees as a matter of information. One of the uses of ihis list by potential offerors is determining who else is interested in the project and who might be interested in teaming. At the conference, advise conferees that remarks and explanations at the conference shall not qualify the terms of the solicitation, unless a written amendmenf ~is furnished to everyone. You may actually want to develop a script for this and make it a matter of practice to repeat this at every conference -- it is that important. Your prebid conference or general provisions in your solicitation document may also limit the effect of unwritten statements at the canference or of any other oral or unauthorized changes or qualifications of the solicitation terms. During the conference, in addition to responding to any questions raised by the conferees, explain anything unusual about the special provisions or bidding conditions. Your DBE staff member may explain che DBE program and the goals set for the procurement. Your technical staff member may give an overview of the specifications or scope of work. If you have received questions in advance, you can 9 of 45 01 / 10/97 13:0934