(a)

1. (1) Once the plans and specifications have been given final approval by the Design Review Section, the capital improvement project shall be advertised pursuant to Arkansas Code § 22-9-201 et seq., and Arkansas Code § 19-4-1401 et seq.
2. (2) Proof of advertising shall be furnished to the Construction Section when the advertisement is not issued by the Building Authority Division.
3. (3) The department will be responsible for any advertising costs.

(b) Prebid conference/general.

1. (1) While prebid conferences are recommended, they are not mandatory unless so designated in the plans and specifications.
2. (2) Should a department determine that a prebid conference is to be conducted, it should be held at a time and place after the last advertisement has been published.

3. (3) Design professionals shall conduct the meeting and inform all prospective bidders on:

   1. (A) The substantive elements regarding the project requirements;
   2. (B) Special conditions; and
   3. (C) Any other unique bidding requirements.
4. (4) Contact the Construction Section for additional prebid conference requirements or information.

(c) Mandatory prebid conference.

1. (1) Departments shall seek approval from the Construction Section by submitting justification as to the necessity of a mandatory prebid conference.
2. (2) Only those unique or special conditions shall warrant approval.
3. (3) Conditions which can be readily explained in the project manual, plans, or specifications, or all, shall not be sufficient justification for approval.

4. (4) Design professionals shall conduct the meeting and inform all prospective bidders on the substantive elements regarding:

   1. (A) The project requirements;
   2. (B) Special conditions; and
   3. (C) Any other unique bidding requirements.
5. (5) Design professionals shall be responsible for establishing the official beginning of the meeting pursuant to the time stated in the bid documents.
6. (6) Failure to attend by the established official time and remaining until design professionals terminate the conference shall be grounds for bid rejection due to unresponsiveness for failure to attend the meeting in its entirety.
7. (7) However, should the mandatory conference fail to include for discussion the unique or special conditions approved for the mandatory prebid conference, then no bidders shall be rejected for failing to attend and the project shall be advertised for at least one (1) additional time and shall provide for a time and place for an additional prebid conference which shall not be mandatory.