14.203-1
Transmittal to prospective bidders
Contracting offices must transmit solicitations to overseas bidders by EDI or air mail, following security guidelines, to ensure timely and secure distribution.
Overview
FAR 14.203-1 outlines the requirements for transmitting invitations for bids (IFBs) or presolicitation notices to prospective bidders. It mandates that these documents must be provided in accordance with FAR 5.102, which covers methods of disseminating information. Specifically, when the contracting office is in the United States and the prospective bidder is located outside the U.S., the solicitation must be sent via electronic data interchange (EDI) or air mail, provided that the security classification allows for such transmission. This ensures timely and secure communication with international bidders.
Key Rules
- Transmittal Requirements
- IFBs or presolicitation notices must be distributed as per FAR 5.102.
- International Distribution
- Solicitations to overseas bidders must be sent by EDI or air mail if security permits, when the contracting office is U.S.-based.
Responsibilities
- Contracting Officers: Ensure proper and timely transmittal of solicitations to both domestic and international bidders, using approved methods and considering security classifications.
- Contractors: Monitor for receipt of solicitations and ensure communication channels are open for EDI or air mail.
- Agencies: Oversee compliance with distribution requirements and maintain records of transmittal methods.
Practical Implications
- This section ensures all prospective bidders, including those overseas, receive timely and secure access to solicitation documents.
- Failure to use the correct transmission method could delay the bidding process or exclude qualified bidders.
- Security classification must always be considered before choosing the transmission method.