A pre-bid meeting is a site visit or briefing before a municipal tender closes. If the RFP marks it mandatory, missing it disqualifies the bid — no exceptions after the fact. Optional meetings still matter: they generate addenda and clarify scope. Register as instructed (often through the portal) and sign the attendance sheet.
Mandatory vs optional pre-bid
Mandatory: your name must appear on the owner's attendance list. Send the person named if the RFP requires a representative of the bidder. Optional: still go if the site is messy (arenas, yards, underground). Questions at the meeting should be followed by written addenda — do not rely on hallway answers.
Can I send a sub?
Only if the instructions allow a designated representative. Some owners want the bidding firm's employee. Read the clause.
What if I am late?
Treat it as missed. Do not argue at the door. No-bid and wait for the next package.
After the meeting
Watch for addenda that change quantities or dates. Update your estimate. If NorthCited is on per-bid support, send us the sign-in confirmation and any addenda the same day.
Are pre-bids listed on APC?
The tender notice usually includes date, time, and location. Calendar them when the digest flags a go.
Virtual vs on-site
Post-2020 some owners use Microsoft Teams briefings. Login instructions are mandatory process — a missed link is a missed meeting.