3.2.2 Hold Vendor Meeting

An open vendor’s meeting (also known as a supplier’s or bidder’s conference) is a meeting where all tenderers are invited to attend at the same time and place to discuss the tender. This can happen before or after tender invitation is issued. The purpose of the meeting is to highlight and clarify aspects of the tender and the BIS. Commercially sensitive information should be guarded at all times, and sufficient time must be allowed for bidders to address outcomes of the meeting.

The meeting should be opened by setting out the agenda and introducing involved personnel. This will be followed by a presentation, setting out the aims of the procurement process and expected business benefits. If not completed previously there can be a formal tour of the proposed site. A question and answer session will follow in which all bidders have the opportunity to question the purchasing team.

A key principle is that all bidders should be treated equally. There should be equality of information, and questions raised and answers provided should be confirmed in writing and promptly sent to all bidders, whether they were represented at the meeting or not.