R33-6-103. Pre-Bid Conferences and Site Visits

  (1) Mandatory pre-bid conferences and site visits may be held to explain the procurement requirements in accordance with the following:

  (a) Except as authorized in writing by the chief procurement officer or the head of a procurement unit with independent procurement authority, pre-bid conferences and site visits must require mandatory attendance by all bidders.

  (b) Except as authorized in writing by the chief procurement officer or the head of a procurement unit with independent procurement authority, pre-bid conferences and site visits allowing optional attendance by bidders are not permitted.

  (c) A pre-bid conference may be attended via the following:

  (i) attendance in person;

  (ii) teleconference participation;

  (iii) webinar participation; or

  (iv) participation through other electronic media approved by the chief procurement officer or head of a procurement unit with independent procurement authority.

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

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

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

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

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

  (i) Listening to or viewing audio or video recordings of a mandatory pre-bid conference or site visit may not be substituted for attendance. If the chief procurement officer or the head of a procurement unit with independent procurement authority grants an exception to the mandatory requirement in writing, the procurement unit may require all bidders that do not have an authorize representative in attendance for the entire pre-bid conference or site visit to review any audio or video recording made.

  (2)(a) If a pre-bid conference or site visit is held, the conducting procurement unit shall maintain:

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

  (ii) minutes of the pre-bid conference or site visit; and

  (iii) copies of any documents distributed by the conducting procurement unit to the attendees at the pre-bid conference or site visit.

  (b) The issuing procurement unit shall publish as an addendum to the solicitation:

  (i) the attendance log;

  (ii) minutes of the pre-bid conference or site visit;

  (iii) copies of any documents distributed to attendees at the pre-bid conference or site visit; and

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