A pre-bid meeting is a critical component of the bidding process and is usually held about one week after a bid is announced. They are necessary for complex purchases and to clarify any concerns about the technical and financial components of the bid. These meetings also help vendors gain a better understanding of the scope of work and any requirements that may be needed for the job.
If there is a pre-bid meeting, it is usually mandatory to attend in order to bid on the contract, so be aware of the time and place of this important meeting. If the bid documents are available, be sure to read them thoroughly and have questions and concerns prepared to talk about. Attending a pre-bid meeting requires registration, so you’ll want to make sure you are registered for all meetings you plan to attend. Following the instructions closely will assist you with the correct registration process.
A pre-bid meeting is your opportunity to meet the procurement team who will award the contract face to face, and it’s never too early to make a good impression. Even something as simple as sitting in the front row could make a difference. These meetings are also a wonderful way to network and promote your business so be prepared with materials such as brochures and business cards. This is also your chance to scope out the competition and see who you are up against so you can better position your company.
Prior to the Covid pandemic, pre-bid meetings were in person. This lessened the pool of prospective responders as it is more difficult to go to a pre-bid meeting that’s not in your area. In-person pre-bid meetings may still be the norm for some agencies today, but once the pandemic hit, government agencies were forced to learn new systems that ensured safety protocols, so they advanced to online video conferencing tools for their pre-bid meetings. Covid is no longer a threat, but government agencies are still successfully using online video conferencing for their pre-bid meetings when convenient. This allows more vendors to participate in responding to their solicitations and makes it easier to expand your business into other regions. You can find bid documents on past and present bids at Periscope S2G. Reading these bid documents will help you to get acquainted with pre-bid meetings and will point you in the right direction on where the pre-bid meeting will be and if it will be online or in person.
Some common protocols for pre-bid meetings include an introduction from the government entity’s procurement department, details about the scope of the proposal, bidder requirements, details of important technical aspects of the contract, and finally the Q&A period. Keep in mind your attendance and participation at these pre-bid meetings (specifically the Q&A session) is very important, allowing you to demonstrate your interest, competencies and professionalism to the personnel that will award the contract.
These meetings are a wonderful opportunity to meet the procurement team and to present your company. You will also be face to face with prospects just like you for networking purposes. Take full advantage of these pre-bid meetings as they will provide you with a wealth of knowledge about the procurement world you may never otherwise experience. Even if you do not win the bid, you will be better equipped to write a winning bid proposal for next time.
You can start looking for bids with pre-bid meetings at Periscope S2G. Please feel free to contact us: 800-990-9339 or email: S2G@mdfcommerce.com for help finding the right package for you.