Bidder conferences and advertising

In the Conduct Procurements (request seller responses) process, the buyer obtains proposals, bids and quotations from prospective sellers. Two key techniques are bidder conferences and advertising.

Bidder conferences

Meetings (also called contractor, vendor or pre-bid conferences) between the buyer and all prospective sellers before bids are submitted. Role:

• Ensure that all bidders have a clear, common understanding of the procurement requirements, SOW, technical details and contract terms.
• Give all bidders the same information at the same time, ensuring fair and equal treatment and avoiding favouritism.
• Allow questions and clarification; answers are recorded and issued as addenda to all bidders.
• Reduce misunderstandings and variations between proposals, so they are easier to compare.
• Improve the quality of bids and reduce later claims and changes.
• Allow site visits where applicable.

Advertising

Informing potential sellers about the procurement through public notices (newspapers, websites, trade journals, and government e-procurement portals such as Nepal's PPMO e-GP system). Role:

• Reaches a wide group of potential sellers and increases competition, which gives better price and quality.
• Fulfils legal requirements for transparency in public procurement (a minimum notice period, e.g. 15-45 days depending on the value and type of bid under the Public Procurement Act).
• Gives sellers time to prepare and respond.
• Helps buyers find new, qualified sellers beyond the approved list.
• Adds transparency and accountability.

Advertise -> Bidder conference -> Proposals/bids
     -> Evaluation -> Select seller

Example: A municipality advertises a tender for a GIS system on the e-GP portal, then holds a pre-bid meeting to explain data formats and answer vendor questions.