14.202-7
Facsimile bids
Facsimile bids may be authorized at the contracting officer's discretion, but require careful consideration of operational and administrative factors to ensure bid integrity and compliance.
Overview
FAR 14.202-7 addresses the use of facsimile (fax) bids in sealed bidding processes. Contracting officers may authorize the submission of bids by facsimile unless agency procedures prohibit or restrict it. The decision to allow fax bids must consider factors such as the expected number and size of bids, urgency, frequency of price changes, reliability and capacity of fax equipment, and the adequacy of administrative controls for handling faxed bids. If facsimile bids are permitted, contracting officers can request the apparently successful bidder to submit the original signed bid after bid opening.
Key Rules
- Authorization of Facsimile Bids
- Contracting officers may allow faxed bids unless agency rules prohibit it, considering specific operational and administrative factors.
- Post-Bid Opening Requirements
- If fax bids are used, the original signed bid may be requested from the apparent winner after bid opening.
Responsibilities
- Contracting Officers: Assess whether to permit fax bids, ensure proper administrative controls, and request original signed bids if needed.
- Contractors: Follow solicitation instructions regarding fax bids and be prepared to provide original signed documents if requested.
- Agencies: Establish procedures for handling, recording, and safeguarding fax bids.
Practical Implications
- This section provides flexibility for agencies to accept bids via fax, which can expedite procurement in urgent or high-volume situations. However, it also places responsibility on both contracting officers and contractors to ensure the integrity and timely receipt of bids. Common pitfalls include equipment failures, administrative lapses, or failure to provide original signatures when required.