§ 19-11-277 — Solicitation conferences

(a) (1) A state agency may hold a solicitation conference before or after issuing an invitation for bids, a request for proposals, or a request for statements of qualifications and performance data under § 19-11-801 et seq. (2) A solicitation conference may be held: (A) In person; or (B) Online or in another virtual format. (b) Attendance by a vendor at a solicitation conference is not required for that vendor's bid, proposal, or statement of qualifications and performance data to be accepted unless the attendance requirement is: (1) Explicitly stated in the invitation for bids, request for proposals, or request for statements of qualifications and performance data; and (2) Approved by the State Procurement Director or the head of the procurement agency. (c) A state agency holding a solicitation conference shall: (1) For an invitation for bids or a request for proposals, include the date and time of the solicitation conference in the notice required under § 19-11-229 ; (2) Require vendors in attendance at a solicitation conference to sign in at the solicitation conference or provide a registration record for an online or other virtual solicitation conference, regardless of whether attendance is required under the solicitation; and (3) Maintain the sign-in sheet or registration records with the other documents related to the solicitation. (d) A statement made at a solicitation conference does not change the invitation for bids, request for proposals, or request for statements of qualifications and performance data unless a change is made by written amendment to the invitation for bids, request for proposals, or request for statements of qualifications and performance data. (e) A state agency is encouraged to hold a solicitation conference for a procurement that: (1) Has a contract amount of at least: (A) Five million dollars ($5,000,000) for a single contract year; or (B) Thirty-five million dollars ($35,000,000) for the total anticipated term of the contract, including any extensions, based on the previous contract for the same commodities or services or, if a previous contract is not available, a contract for similar commodities or services; or (2) Is of strategic importance to the state.

Legislative History

Added by Act 2019, No. 419,§ 12, eff. 7/24/2019.