R916-1-7. Communications with Bidders and Proposers

(1) The department may hold pre-bid or pre-proposal meetings with all bidders or proposers in accordance with requirements outlined in the solicitation or notice to contractors. (2)(a) The department may hold one-on-one meetings with bidders or proposers either before or after bids or proposals are received. (b) If the department holds one-on-one meetings with one bidder or proposer, the department shall hold one-on-one meetings with all bidders or proposers. (3) If provided in the solicitation or notice to contractors, the department may: (a) hold confidential one-on-one meetings with bidders or proposers before the receipt of a bid or proposal to discuss the contents of the solicitation or notice to contractors, alternative technical concepts, or other proposed design or construction deviations; (b) request and receive confidential alternative technical concepts from bidders or proposers; or (c) seek clarification from bidders or proposers. (4) Bidders or proposers may seek clarification from the department regarding the contents of a published solicitation or notice to contractors. (5)(a) If a process is outlined in the solicitation or notice to contractors, the department may allow confidential questions to be submitted by bidders or proposers. (b) The department shall ensure that any process for submitting confidential questions makes clear that the department may determine if a question will be made available to all bidders or proposers to ensure the integrity of the procurement.