14.204
Records of invitations for bids and records of bids
Maintain and update comprehensive records of all invitations for bids and bidder information to ensure transparency and support future acquisitions.
Overview
FAR 14.204 requires contracting offices to maintain thorough records of all invitations for bids (IFBs) and the corresponding bids received. This includes keeping a record of each IFB issued, as well as abstracts or records of all bids submitted. Contracting officers must use this information to inform future acquisitions of similar items. Additionally, the record for each IFB must document the distribution of the invitation, the date it was issued, and must be updated to include any prospective bidders who requested the invitation but were not on the original solicitation list. This ensures transparency, accountability, and a comprehensive bidder database for future procurements.
Key Rules
- Retention of Records
- Contracting offices must retain records of every IFB and all bid abstracts or records.
- Utilization of Records
- Contracting officers are required to review and use these records for future similar acquisitions.
- Documentation of Distribution
- Each IFB file must show how and when the invitation was distributed.
- Updating Bidder Lists
- Names and addresses of new prospective bidders must be added to the solicitation list and included in the record.
Responsibilities
- Contracting Officers: Must maintain, review, and update IFB and bid records, and ensure all prospective bidders are documented.
- Contractors: Should ensure their requests for invitations are properly submitted to be included in future solicitations.
- Agencies: Must oversee record-keeping and ensure compliance with documentation and distribution requirements.
Practical Implications
- This section ensures a transparent and auditable process for bid solicitation and award.
- Proper record-keeping supports fair competition and helps prevent exclusion of interested bidders in future procurements.
- Failure to maintain or update records can result in compliance issues and potential bid protests.