I am being pushed by some of my client departments to hold Mandatory Site Meetings for almost all their procurements. I am struggling to see the value, but I am also having a hard time contesting the relevance. Any tips on how I should be administrating this requirement with my client group?
Signed,
Making Mandatory Memories
Dear MMM,
Some valid questions can be asked in making the decision on whether or not to host Mandatory Site Meetings, and also how it will be administered. Just a few are noted below for consideration:
✔ Will bidders be required to attend the site visit from start time to completion (signing in and out) or do you simply require a non-timed signature from the bidder? If you are accepting a signature regardless of participation time, is this strictly to create bidder accountability?
✔ Do you require a particular member of the bidder’s team to be present (the project manager, the owner, etc.)? If so, what is the rationale?
✔ Are you prepared to accept bids from only those who attend, even if there is only one attendee, who may knowingly inflate their bid price?
✔ Is this meeting for the purpose of advising on something that can only be seen or demonstrated, or is this simply to re-iterate project requirements noted in the bid document?
✔ Will you be taking minutes for distribution? Who will take them and ensure that these minutes do not conflict with the bid document?
✔ Is a purchasing representative going to be present to ensure that procurement requirements are maintained?
✔ Is the intent of this meeting to provide specifications not contained within your bid call? (Beware of this.)
Using some of the questions above may help you and your client departments navigate down the path of mandatory or non-mandatory site meetings with more ease. We have to ensure we are always protecting our agency from risk, while also ensuring best value and fair procurements.
ERB