R23-1-708. Pre-Proposal Conferences and Site Visits

  (1) Except as authorized in writing by the Director, pre-proposal conferences and site visits must require mandatory attendance by all offerors.

  (a) A pre-proposal conference may be attended via the following:

  (i) attendance in person;

  (ii) teleconference participation;

  (iii) webinar participation;

  (iv) participation through other electronic media approved by the Director.

  (b) Mandatory site visits must be attended in person.

  (c) All pre-proposal conferences and site visits must be attended by an authorized representative of the person or vendor submitting a proposal and as may be further specified in the procurement documents.

  (d) The solicitation must state that failure to attend a mandatory pre-proposal conference shall result in the disqualification of any offeror that does not have an authorized representative attend the entire duration of the mandatory pre-proposal conference.

  (e) The solicitation must state that failure to attend a mandatory site visit shall result in the disqualification of any offeror that does not have an authorized representative attend the entire duration of the mandatory site visit.

  (f) At the discretion of the conducting procurement unit, audio or video recordings of pre-proposal conferences and site visits may be used.

  (g) Listening to or viewing audio or video recordings of a mandatory pre-proposal conference or site visit may not be substituted for attendance.

  (2) If a pre-proposal conference or site visit is held, the Division unit shall maintain:

  (a) an attendance log including the name of each attendee, the entity the attendee is representing, and the attendee's contact information;

  (b) minutes, if there are any, of the pre-proposal conference or site visit;

  (c) copies of any documents distributed by the Division to the attendees at the pre-proposal conference or site visit:

  (d) any verbal modification made to any of the solicitation documents. All verbal modifications to the solicitation documents shall be reduced to writing.

  (3) The Division shall publish as an addendum to the solicitation, the information in R23-1-708(2)(a) above.