14.304
Submission, modification, and withdrawal of bids
Timely and properly documented submission, modification, or withdrawal of bids is essential to ensure consideration in the sealed bidding process.
Overview
FAR 14.304 outlines the rules and procedures for the submission, modification, and withdrawal of bids in sealed bidding processes. It establishes strict requirements for the timing and method of bid submissions, the handling of late bids, and the documentation required for bid receipt and withdrawal. The regulation ensures fairness and transparency in the bidding process by specifying how and when bids must be received, the acceptable evidence for receipt, and the procedures for handling emergencies or unforeseen events that disrupt normal bid receipt operations.
Key Rules
- Submission of Bids
- Bidders must ensure their bids, modifications, or withdrawals reach the designated Government office by the specified deadline using authorized transmission methods.
- Late Bids
- Late bids are generally not considered unless specific conditions are met, such as timely electronic transmission or evidence of Government control before the deadline.
- Evidence of Receipt
- Acceptable evidence includes time/date stamps, documentary records, or oral testimony from Government personnel.
- Emergency Extensions
- If an emergency interrupts normal processes, the bid deadline is extended to the next business day when normal operations resume.
- Withdrawal of Bids
- Bids may be withdrawn by written notice, facsimile (if authorized), or in person before the deadline, with strict identity verification and data handling requirements for electronic bids.
- Notification and Recordkeeping
- Contracting officers must notify bidders of late receipt and document all relevant details in the contract file.
Responsibilities
- Contracting Officers: Must enforce submission deadlines, determine the acceptability of late bids, notify bidders of late receipt, and maintain thorough records.
- Contractors: Must ensure timely and compliant submission, modification, or withdrawal of bids, and follow authorized methods and procedures.
- Agencies: Oversee bid receipt processes, manage emergencies, and ensure proper documentation and retention of bid records.
Practical Implications
- This section exists to maintain the integrity and fairness of the sealed bidding process.
- Contractors must be vigilant about deadlines and authorized submission methods to avoid disqualification.
- Common pitfalls include late submissions, improper withdrawal procedures, and inadequate documentation, which can result in lost contract opportunities.