Mandatory or optional
Some owners make the pre-bid meeting or site visit mandatory and reject bids from companies that did not attend or sign in. Check the solicitation for attendance requirements, sign-in rules and whether a subcontractor may attend for you.
Before the meeting
- Read the plans, specifications and bid form, and list questions.
- Note access, logistics, phasing and existing-condition questions.
- Bring the solicitation number and a way to record attendance.
- Coordinate with key subcontractors who need to see the site.
At the meeting and site visit
- Sign the attendance sheet and record who represented your company.
- Photograph existing conditions where permitted.
- Ask questions on scope gaps, conflicts and schedule constraints.
- Note the deadline and method for written questions.
Only written answers count
In federal sealed bidding, FAR 14.207 says pre-bid conference information that changes the invitation must be furnished as an amendment. Many state and local owners follow the same principle. Submit important questions in writing and price from addenda, not verbal remarks.
How Bidmere helps
Bidmere records pre-bid requirements and open questions in the bid package tracker and updates it when addenda arrive.
Common questions
Do I have to attend a pre-bid meeting?
Only if the solicitation makes it mandatory, but attending is usually worthwhile.
Are verbal answers at a pre-bid meeting binding?
Usually not. Changes to the solicitation should be issued as a written addendum.
Can I send a subcontractor to a mandatory site visit?
Check the solicitation; some owners require a representative of the prime bidder.