Section R33-1-13 - Pre-Solicitation Conferences and Site Visits(1) A pre-solicitation conference and site visit may be held to explain the procurement requirements in accordance with the following: (a) Persons submitting a solicitation response must attend pre-solicitation conferences and site visits, except as authorized in writing by the procurement official.(b) Pre-solicitation conferences or site visits may be attended in person or via any of the following electronic means: (iii) other electronic media approved by the procurement official.(c) Pre-solicitation conferences and site visits must be attended by an authorized representative of the vendor submitting a response and as may be further specified in the procurement documents.(d) If the pre-solicitation conference or site visit is mandatory, the solicitation must state that failure to attend shall result in the disqualification of any vendor that does not have an authorized representative present for the entire duration of the pre-solicitation conference or site visit.(e) An audio or video recording of a pre-solicitation conference and site visit may be made at the discretion of the procurement unit.(f) Listening to or viewing an audio or video recording of a mandatory pre-solicitation conference or site visit may not be substituted for attendance, unless the procurement official grants an exception to the mandatory requirement in writing.(2)(a) If a pre-solicitation conference or site visit is held, the procurement unit shall maintain: (i) an attendance log including the name of each attendee, the entity the attendee is representing, and the attendee's contact information;(ii) minutes of the pre-solicitation conference or site visit; and(iii) a copy of any document distributed by the procurement unit to the attendees.(b) After the pre-solicitation conference or site visit, the procurement unit shall publish an addendum to the solicitation that includes:(ii) minutes of the pre-bid conference or site visit;(iii) a copy of any document distributed to attendees; and(iv) any verbal modification made to any solicitation document during the pre-solicitation conference or site visit.Utah Admin. Code R33-1-13
Adopted by Utah State Bulletin Number 2021-03, effective 1/22/2021Amended by Utah State Bulletin Number 2022-11, effective 5/23/2022