What is a Bidder Conference?

A bidder conference is a meeting that the client or buyer conducts after floating the request for proposal (RFP), invitation to bid (ITB), or request for quotation (RFQ). The bidder conference allows bidders or vendors to clarify their doubts regarding the bid proposal so they can submit their best offer.

In this meeting, sellers can understand whether they are technically and commercially fit to quote or if they should not participate in the bidding.

If the project is small, one bidder conference is enough, but larger and more complex offers may require more than one bidder conference. 

The bidder conference ensures the buyer and sellers have the same understanding of the statement of work, deliverables, key milestones, timeline, and other contract terms and conditions.

During the bidder conference, the buyer will record the meeting notes and publish the meeting minutes so other bidders can review them and decide whether they want to participate in the tender. Often, small offers don’t have bidder conferences; instead, the buyer provides an email address to resolve concerns and get clarification.

The buyer provides the bidder conference schedule and location in the tender documents. The bidder’s conference is often called a pre-proposal, contractor, or vendor conference. If the RFP is for the construction project, you can hold this meeting at the construction site so the bidders can also have a site visit.

Virtual Bidder Conference: If the proposal is larger and more complex, and international contractors are interested, you can conduct the bidder conference virtually so the international vendors can participate and get their questions answered.

References

• https://canadabuys.canada.ca/en/how-procurement-works/policies-and-guidelines/supply-manual/chapter-3#_3-115
• https://www.igi-global.com/dictionary/bidders-conference/2417

This concept is important from a PMP exam point of view.