W. Va. Code R. § 170-6-18

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 170-6-18 - Pre-Bid Conferences

18.1. Regardless of the procurement method used, the Procurement Section or DAS Purchasing Section should consider conducting pre-bid conferences on high dollar, complex acquisitions early in the bid process to provide an opportunity to explain and clarify critical aspects of the solicitation, eliminate misunderstandings, and encourage vendor participation.

18.2. In all cases, it is very important for the Assistant Director of the DAS - Purchasing Section, or their designee, who is trained and knowledgeable of the procurement process to attend these conferences.

18.3. Vendor attendance at conferences may be optional or mandatory, as described in the bid document. If mandatory attendance is required, only bids or proposals from those vendors represented at the conference will be accepted. If participating vendors sign the official "sign-in sheet" while the meeting is in progress, then the vendors will be treated as if they were present for the entire conference and will be deemed to have the knowledge that they would have had if attending the entire conference. Teleconference attendance is prohibited unless specified in the bid document.

18.4. "Sign-in sheets" for mandatory pre-bid conferences should contain the following: name of company, person attending (signature and printed name), address, telephone number and facsimile number. If the pre-bid conference is held by teleconference, a report generated from the teleconference service that details attendance will be an acceptable sign in sheet.

18.5. The header information on the sheets should include the requisition number and the date and time of the pre-bid conference. The original sheet must be filed in the bid file maintained at either the Procurement Section or DAS Purchasing Section. No one individual may represent more than one vendor.

W. Va. Code R. § 170-6-18