Utah Administrative Code
Topic - Administrative Services
Title R23 - Facilities Construction and Management
Rule R23-1 - Procurement Rules with Numbering Related to the Procurement Code
Section R23-1-704 - Pre-Proposal Conferences and Site Visits
Universal Citation: UT Admin Code R 23-1-704
Current through Bulletin 2024-06, March 15, 2024
(1) Pre-proposal conferences and site visits are mandatory unless this requirement is waived in writing by the director. Except as authorized in writing by the director, pre-proposal conferences and site visits must require mandatory attendance by all offerors.
(a) A pre-proposal conference may be attended
via the following:
(i) attendance in
person;
(ii) teleconference
participation;
(iii) webinar
participation; or
(iv)
participation through other electronic media approved by the
director.
(b) Mandatory
site visits must be attended in person.
(c) All pre-proposal conferences and site
visits must be attended by an authorized representative of the person or vendor
submitting a proposal and as may be further specified in the procurement
documents.
(d) The solicitation
must state that failure to attend a mandatory pre-proposal conference shall
result in the disqualification of any offeror that does not have an authorized
representative attend the entire duration of the mandatory pre-proposal
conference.
(e) The solicitation
must state that failure to attend a mandatory site visit shall result in the
disqualification of any offeror that does not have an authorized representative
attend the entire duration of the mandatory site visit.
(f) At the discretion of the division, audio
or video recordings of pre-proposal conferences and site visits may be
used.
(g) Listening to or viewing
audio or video recordings of a mandatory pre-proposal conference or site visit
may not be substituted for attendance.
(2) If a pre-proposal conference or site visit is held, the division shall maintain:
(a) an attendance log including the name of
each attendee, the entity the attendee is representing, and the attendee's
contact information;
(b) minutes,
if there are any, of the pre-proposal conference or site visit;
(c) copies of any documents distributed by
the division to the attendees at the pre-proposal conference or site visit;
and
(d) any verbal modification
made to any of the solicitation documents. All verbal modifications to the
solicitation documents shall be reduced to writing.
(3) The division shall publish as an addendum to the solicitation, the information in Subsection R23-1-708(2)(a).
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