Md. Code Regs. 21.05.02.07

Current through Register Vol. 51, No. 9, May 3, 2024

Section 21.05.02.07 - Pre-Bid Conferences

A. Pre-bid conferences may be conducted by the procurement officer or designee to explain the procurement requirements.

B. If a pre-bid conference is held, it shall be announced to all prospective bidders who were sent an invitation for bids or who are known by the procurement officer to have obtained the bidding documents.

C. Any pre-bid conference should be held long enough after the invitation for bids has been issued to allow prospective bidders to become familiar with it, but sufficiently before bid opening to allow consideration of the pre-bid conference results in the preparation of bids.

D. Attendance at a pre-bid conference may be encouraged, but may not be made mandatory except to the extent required under COMAR 21.11.03.09C(2)(e). Nothing stated at the pre-bid conference may change the invitation for bids unless a change is made by the procurement officer by written amendment.

E. Pre-Bid Conference Records.

(1) When a pre-bid conference is held in connection with a procurement that is expected to exceed $100,000, the procurement officer shall ensure that a written record of the conference is prepared as soon as practicable and that the record is sent to all prospective bidders who were sent an invitation for bids or who are known by the procurement officer to have obtained the solicitation.

(2) When a pre-bid conference is held and a conference summary is made, the procurement officer shall ensure that the summary is sent to all prospective bidders who were sent an invitation for bids or who are known by the procurement officer to have obtained the solicitation.

(3) The record or summary of a pre-bid conference is a public record that is open to public inspection during ordinary business hours.

(4) Electronic records and transmissions of a pre-bid conference satisfy the requirements of this regulation.

F. Electronic Pre-Bid Conferences.

(1) Electronic pre-bid conferences may be conducted if specifically permitted or required in the solicitation.

(2) An electronic pre-bid conference shall permit interactive communication between all prospective bidders or offerors and the procurement officer.

(3) If pre-bid conferences are conducted by electronic means, prospective bidders or offerors shall be notified of the:

(a) Date and time set for the electronic pre-bid conference; and

(b) Manner and duration of the interactive session.

Md. Code Regs. 21.05.02.07

Regulation .07 amended effective April 7, 1997 (24:7 Md. R. 554)
Regulations .07 and F adopted effective October 27, 2003 (30:21 Md. R. 1530)