027-3 Wyo. Code R. §§ 3-16 - Prebid conferences and site visits

(a) A procuring agency may schedule prebid conferences and site visits for a project, and may designate a prebid conference or site visit as mandatory. Any bidder that fails to attend a mandatory prebid conference or mandatory site visit shall be ineligible to bid on that project.

(b) The procuring agency shall announce the time, date, and location of any prebid conference or site visit to all potential bidders in the bid advertisement or through an addendum to the bid advertisement. The procuring agency's announcement of a prebid conference or site visit shall state whether the prebid conference or site visit is mandatory.

(c) A prebid conference shall be held not less than two (2) business days after the bid advertising period has been completed per Section 12 of this chapter, but not less than ten (10) business days before bids are due. At the discretion of the Department, the above time frame may be increased based on the technicality or dollar amount of the project.

(d) The procuring agency may hold a prebid conference in the following formats at the procuring agency's discretion:

(i) In person;

(ii) Teleconference;

(iii) Webinar; or

(iv) Other electronic medium approved by the Department Director and made available to potential bidders by the procuring agency at its expense.

(e) For each prebid conference, the procuring agency shall maintain a record including, at a minimum:

(i) An attendance log including:

(A) Attendee name;

(B) Attendee contact information; and

(C) The entity each attendee represents.

(ii) Copies of documents distributed by the procuring agency to attendees; and

(iii) Any verbal modifications made to any of the bid advertisement documents, all of which shall be reduced to writing and released as an addendum to the bid advertisement in accordance with Section 13 of this chapter.

(f) The procuring agency may conduct prebid, in-person site visits at the site of the project being procured.

Notes

027-3 Wyo. Code R. §§ 3-16

Adopted, Eff. 4/13/2021.