- 2073 Bhadra · 4 marks
Short note: Pre-bid meeting
Short answer
A pre-bid meeting is held after bid documents are issued to clarify ambiguities, explain project scope and evaluation, and often includes a site visit. Questions and answers are recorded in minutes sent to all bidders, and addenda may be issued. It ensures all bids are prepared on the same basis.
Write a short note on pre-bid meeting.
A pre-bid meeting is a meeting arranged by the client or the consultant with all prospective bidders, after the bid documents are issued and before bids are submitted. It is often combined with a site visit.
Purposes
- To explain the project, scope, important conditions, time and the method of evaluation.
- To clarify ambiguities and doubts in the bid documents, drawings and BOQ.
- To let the bidders ask questions, with the client's answers giving the same information to all.
- To visit the site and see the access, ground, utilities and other conditions affecting cost.
- To announce corrections to the documents through addenda.
Procedure
- The date, time and place are given in the notice and in the bid data sheet.
- Bidders may send questions in writing in advance.
- The meeting is held, and minutes are recorded.
- The minutes, with the questions and answers and any addendum, are sent to all who bought the documents (without naming who asked), and the bid deadline may be extended if the changes are major.
Importance
It reduces misunderstandings and later claims, ensures that all bids are prepared on the same basis, and increases fairness and transparency. Attendance is normally not compulsory but is strongly advised.
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