What are pre-bid meetings?
The meetings called for after issuing the tenders to clarify the doubts of the bidder are called pre-bid meetings. The role of the industrial architect in a pre-bid meeting is very crucial. They respond to the bidder queries. These pre-bid meetings help simplify the terms of reference, technical specifications and scope of work
When is the right time to call for a pre-bid meeting?
The pre-bid meetings are generally after a week of issuing the tenders. This helps the vendors review the tender documents and clarify their doubts.
Who should attend the pre-bid meetings?
Shortlisted and pre-qualified bidders are invited to the pre-bid meeting. Though the invite is shared with all bidders, attendance may or may not be mandatory.
However, the bidder can clarify their queries by attending the pre-bid meeting. While in some projects, all the bidders are in one meeting to clarify their doubts. In others, the client and the industrial architects meet the bidders separately. But in both cases, the bidders should prepare the queries before the meeting.
What is the role of industrial architects in pre-bid meetings?
Industrial architects have a crucial role in the pre-bid meeting. They start by organising the pre-bid meeting after discussing it with the client. The industrial architects share the agenda of the pre-bid meeting well in advance with all the bidders.
Some of the important activities of industrial architects and consultants in a pre-bid meeting are:
- Initiating the pre-bid meeting
- Sharing the agenda with the bidders
- The industrial architects present the project to the bidders. The discussion includes the technical and commercial aspects of the bid. Additionally, pointers on how to submit the bid and the dos and do not of the tender.
- Giving the crucial milestones of the project
- Appraising them of the critical aspects of the tender
- Safety protocols
- Clarifying the queries of the bidders
- Sometimes, a site visit is also a part of the pre-bid meeting.
The pre-bid meeting gives the bidders the necessary inputs for submitting a bid response.
To conclude, industrial architects play a major role in the pre-bid meeting. However, clients with a project procurement team sometimes initiate the pre-bid meeting.
