Overview
This section describes the purpose and proper use of pre-bid conferences in sealed bidding, primarily as a tool for clarifying complex specifications to potential bidders early in the solicitation process.
Key Rules
- Purpose: Conferences are intended to brief prospective bidders and explain complicated requirements in complex acquisitions.
- Timing: They must be held after the invitation for bids (IFB) has been issued but before the bids are opened.
- No Substitute for Amendments: A pre-bid conference cannot be used to correct a defective or ambiguous invitation; such issues must be addressed through a formal written amendment.
- Procedural Compliance: The conduct of the conference must follow the procedures outlined in FAR 15.201 regarding exchanges with industry.
Practical Implications
- Contracting Officers must ensure that any material information shared during the conference is formalized via a written amendment (SF-30) to ensure all bidders have access to the same information and to mitigate the risk of protests.
- The reference to FAR 15.201 implies that the government should encourage open communication while strictly maintaining a level playing field among all potential competitors.