XL EagleSite Visit
Site Visit. A site visit is a scheduled walk-through where prospective bidders can see the work area before they submit prices. It is common for construction, maintenance, grounds and janitorial work. The solicitation says the date, time, meeting place and whether attendance is required.
Federal solicitations often include a site visit clause encouraging offerors to inspect the site and noting that failure to do so will not relieve them of responsibility for conditions they could have found. Questions raised at a site visit are usually answered in writing afterward.
Why it matters to a small contractor
Go whenever you can. You will see things no SOW mentions: blocked access, worn equipment, extra square footage, security check-in times that eat crew hours. Take photos if allowed and measurements always. If the visit is mandatory and you skip it, you may not be allowed to bid.
Example
At a site visit for a boiler maintenance contract, a contractor notices that two of the six boilers are a different model than the SOW lists. It submits a written question, and the amendment corrects the equipment list.
Site Visit: common questions
What if I cannot attend a mandatory site visit?
Ask the contracting officer immediately whether another visit is possible. If not, you may be ineligible for that solicitation.
Are things said at the site visit binding?
Generally only written answers issued in an amendment change the solicitation. Submit your questions in writing.
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