Para 5.5.3 — CONSULT_MANUAL

2. Pre-proposal Meeting/ Pre-bid Conference: In all cases of large value or complex assignments, one or more pre-proposal meetings/ Pre-bid conference may be prescribed in the EoI/ RfP. During this meeting, the technical/ commercial details, scope of assignment, responsibilities of either parties or other details should be clearly explained to the prospective bidders so that there is no ambiguity later at the time of submission of technical/ financial bids.

a) Participation is not mandatory. However, if a bidder chooses not to (or fails to) participate in the Pre-bid conference or does not submit a written query, it shall be assumed that they have no issues regarding the techno/ commercial conditions. b) The date and time for such a meeting should normally be after 7 to 21 (seven to twenty-one) days of issue of the Tender Document and should be specified therein. The date and time by which the written queries for the Pre-bid must reach the authority and the last date for registration for participation in the Pre-bid conference are also mentioned in the tender Document (3 days before the date of the conference, if not specified). The pre-bid conference may also be held online at the discretion of the Procuring Entity. c) Timelines for response to the pre-bid conference, e.g., Replies to Questions, issue of minutes of the pre-bid conference, Corrigenda, etc, should be mandatorily mentioned in the tender document and complied with.

5.5.3 Pre-proposal Meeting (Pre-bid Conference) and Pre-NIT Conference (Rule 173

(x) of GFR 2017) 1. Pre-Notice Inviting Tender (NIT) Conference: In complex and innovative procurement cases or where the procuring entity may not have complete knowledge to formulate tender provisions (e.g., two-Stage Tendering (with EoI) - refer to para 4.4-1-b) above), a pre-NIT conference (Market Consultation) is a key step allowing procuring entities to refine specifications and terms by engaging with potential consultants and industry experts. Such conferences should be publicised so that different potential consultants can attend55. This process helps align tender requirements with current market capabilities and technological advancements. By gathering insights on feasibility and trends, the procuring entity can craft realistic specifications that encourage competitive and cutting-edge solutions. The findings from these consultations inform the final tender documents, ensuring a transparent and effective procurement process.

5.5.4 Site Visit The Consultant, at its own cost, responsibility, and risk, may visit and examine the Site of required Services and its surroundings and obtain all information that may be necessary for preparing the Bid and entering into a contract for the Services.

5.5.5 Clarification of Tender Documents A prospective bidder requiring clarification on the tender documents may ask questions in writing/ electronically from Office/ Contact Person as mentioned in tender document, provided the questions are raised before the clarification end date mentioned therein (or if not mentioned, before 7 days of the deadline for the bid submission). This deadline shall not be extended in case of any intervening holidays. A response will be sent in writing to the clarifications sought prior to the date of opening of the tenders. Only material queries and their responses shall be uploaded on the website without revealing the identity of the bidder making the query. When the response to clarification changes the requirement significantly and /or when there is not much time left for the bidders to respond to such responses, the time and date of submission of tenders may also be suitably extended (not less than 3 days) as per para 5.4.3 above.

Manual for Procurement of Consultancy Services, Second Edition, 2025 d) Delegates participating in the Pre-bid conference must provide a photo identity and an authorization letter as per the specified format from their Company/ principals; else, they shall not be allowed to participate. e) After the Pre-bid conference, Minutes of the Pre-bid conference shall be published on the Procuring Entity’s portal within seven days from the conference. Where some significant changes are made in the terms/scope of the EoI/ RfP as a result of the pre-bid meeting or otherwise considered necessary by the Procuring Entity, a formal corrigendum may be issued, to all bidders, which shall form part of the Tender Document. To give reasonable time to the prospective bidders to take such clarifications into account in preparing their bids, the Procuring Entity may suitably extend, as necessary, the deadline for the bid submission.