Page 27 - BCCGA Best Practices Version 3.0

26 British Columbia Common Ground Alliance
1-12 PRE-BID CONFERENCES
PRACTICE STATEMENT: Depending on the size and scope of a project, a
pre-bid conference that involves all stakeholders should be held. Bids should be
accepted from only those qualified contractors that attend the conference.
PRACTICE DESCRIPTION: There should be a pre-bid conference that involves
the facility owners/operators who have facilities that the project design and
proposed excavation will affect. As well, the project owner should require that
all potential qualified contractors attend the conference. The conference needs
to address, at the very least, the requirements of the project with regards to
the protection, support, and safe maintenance of the facilities during the
excavation and construction phases. The minutes of the conference should be
recorded and circulated to all those that were in attendance.
PRACTICE EXAMPLE: A pre-bid conference usually involves the project
owner, project design staff, facility owner and operator, and potential
contractors. During the conference, contractors will become aware of the
special requirements of the project. These would include certification, safety,
and the regulatory environment.
BENEFITS: A notable benefit of a pre-bid conference is the opportunity for the
owner, contractor, designer, and other interested parties to discuss the many
aspects and issues of the proposed project. Such aspects could include:
Ÿ Clarification of scope
Ÿ Review of contract documents
Ÿ Regulatory requirements
Ÿ Schedules, and
Ÿ Damage prevention
A pre-bid conference ensures that all potential participants in the project will
have the same understanding of the project requirements and complexities.
1-13 CONTACT DURING THE PRE-BID AND BID PHASES
PRACTICE STATEMENT: Once a project design is completed, the designer,
engineer, or design engineer should be available to answer questions and clarify
aspects during the pre-bid and bid processes.