Utah Admin. Code 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:
(i) teleconference;
(ii) webinar; or
(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:
(i) the attendance
log;
(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.
Notes
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