Pre-bid Conference:

1. Pre-bid conferences shall be conducted to provide specific project information, explain any unusual aspects of the project and address any potential bidder questions. The purpose of the meeting is to allow potential bidders to ask questions and request clarifications.
2. Maintain minutes for all pre-bid conferences, both mandatory and optional; minutes may be written or recorded.
3. Provide a copy of these minutes to all conference attendees and bidders. Include all pre-bid conference information in the Notice to contractors.
4. Schedule pre-bid conferences approximately two weeks prior to letting to allow sufficient time to prepare and issue any needed agenda. Provide contractors adequate notification of a scheduled pre-bid conference.

Debitable agency:

1. Whenever the contractor fails to fulfill his contractual obligation in respect of progress or quality of work even after giving due notice by the owner, it becomes necessary to appoint a debitable agency which works at the cost and risk of the contractor.
2. This agency is in the form of labour or other contractor to fulfill the contractual obligations of the main contractor.
3. The expenses incurred are charged from the bill or security of the original contractor.