Contracts & Procurement : Pre-Bid/Proposal Conferences & Site Visits

If scheduled as part of the solicitation process, the time, date and location of Pre-Bid and Pre-Proposal Conferences and Site Visits will be provided in the solicitation package and notated on the various web sites.  Like the time and date, the location of Pre-Bid and Pre-Proposal Conferences may change from solicitation to solicitation, as the City does not have a “standard” conference location. 

Based upon the information provided in the solicitation package, it is expected that attendees will obtain directions to the Pre-Bid or Pre-Proposal Conference well in advance of the Conference date and will make arrangements to arrive on time and dressed in a manner that is indicative of the prevailing weather conditions.  Unfortunately, the City cannot provide written or verbal directions to the Conference either prior to the date of the Conference or on the day of the Conference.

The City conducts two (2) different types of Pre-Bid and Pre-Proposal Conferences: Elective and Mandatory.  Each solicitation package will designate the type of Conference that is to be held by the City.  An Elective Pre-Bid or Pre-Proposal Conference may or may not be attended by Perspective Providers and Vendors and will have no bearing whatsoever on the qualification of a particular Provider or Vendor to participate in the solicitation process.  On the other hand, a Mandatory Pre-Bid or Pre-Proposal Conference MUST be attended by a Prospective Provider or Vendor as part of qualifying process in order to participate in the solicitation.

Prospective Providers or Vendors who arrive late to attend an Elective Pre-Bid or Pre-Proposal Conference will be permitted to enter the Conference late, but items discussed prior to their arrival will not be repeated.

Prospective Provider or Vendors who arrive late to attend a Mandatory Pre-Bid or Pre-Proposal Conference will NOT be permitted to enter the conference late, and will be barred from participating in the solicitation.

Note taking is encouraged as minutes of the Conferences will not be prepared or distributed by the City.  Some conferences will include a Site Visit.  In order to attend a Site Visit, the Prospective Provider or Vendor MUST also attend the Pre-Bid or Pre-Proposal Conference. Attendance of a Site Visit without attendance of the Pre-Bid or Pre-Proposal Conference will result in the Prospective Provider or Vendor being barred from participation in the solicitation. If a Site Visit is planned as part of the Conference, attendees will be advised of such in the solicitation package and will be advised to dress for the circumstances and the weather. PLEASE NOTE: Questions from Prospective Providers or Vendors will NOT be entertained by the City at the Pre-Bid or Pre-Proposal Conferences or at the Site Visits.

Photographs and measurements may be taken during Site Visits unless the solicitation documents state otherwise.  Out of courtesy and respect of others, all Prospective Providers are requested to refrain from taking pictures of other Conference attendees, East Point citizens, City employees or other individuals who may be in the vicinity of the Site Visit.

Copies of the solicitation documents, drawings, specifications, etc., will NOT be available or distributed to the Public at Pre-Bid or Pre-Proposal Conferences.  Attendees are asked to download the documents from this web site prior to attending the Conference, to read the documents, and to come prepared to take notes regarding the City’s requirements and expectations.