(1) A state agency may hold a solicitation conference before or after issuing an invitation for bids, a request for proposals, or a request for statements of qualifications and performance data under § 19-11-801 et seq.
(2) A solicitation conference may be held: In person; or
(3) Online or in another virtual format.
(4) Attendance by a vendor at a solicitation conference is not required for that vendor's bid, proposal, or statement of qualifications and performance data to be accepted unless the attendance requirement is: Explicitly stated in the invitation for bids, request for proposals, or request for statements of qualifications and performance data; and
(5) Approved by the State Procurement Director or the head of the procurement agency.
(6) A state agency holding a solicitation conference shall: For an invitation for bids or a request for proposals, include the date and time of the solicitation conference in the notice required under § 19-11-229;
(7) Require vendors in attendance at a solicitation conference to sign in at the solicitation conference or provide a registration record for an online or other virtual solicitation conference, regardless of whether attendance is required under the solicitation; and
(8) Maintain the sign-in sheet or registration records with the other documents related to the solicitation.
(9) A statement made at a solicitation conference does not change the invitation for bids, request for proposals, or request for statements of qualifications and performance data unless a change is made by written amendment to the invitation for bids, request for proposals, or request for statements of qualifications and performance data.
(10) A state agency is encouraged to hold a solicitation conference for a procurement that: Has a contract amount of at least: Five million dollars ($5,000,000) for a single contract year; or
(11) Thirty-five million dollars ($35,000,000) for the total anticipated term of the contract, including any extensions, based on the previous contract for the same commodities or services or, if a previous contract is not available, a contract for similar commodities or services; or
(12) Is of strategic importance to the state.