Recording of bids
FAR 14.403 requires accurate, certified recording of bids using specified forms, public availability of abstracts (with sensitive information excluded), and proper documentation of canceled solicitations.
Overview
FAR 14.403 outlines the procedures for recording bids in sealed bidding processes. It mandates the use of specific forms—Standard Form 1409 or Optional Form 1419 (or their automated equivalents)—to document bid information, which must be certified for accuracy by the bid opening officer promptly after bid opening. The regulation allows for abbreviated entries when there are numerous bid items and permits the use of continuation sheets for additional information. Abstracts of offers for unclassified acquisitions must be made available for public inspection, but sensitive information (such as bidder responsibility or evidence of collusion) must be excluded in accordance with agency regulations. Certain Defense agencies are exempt from using these forms for specific acquisitions. If a solicitation is canceled before bid opening, this must be recorded along with the number of bids invited and received.
Key Rules
- Use and Certification of Bid Abstract Forms
- Bid opening officers must complete and certify the accuracy of SF 1409, OF 1419, or their equivalents after bid opening.
- Public Inspection of Abstracts
- Abstracts for unclassified acquisitions must be publicly available, excluding sensitive or exempt information.
- Exemptions for Certain Defense Acquisitions
- Defense Energy Support Center and Defense Supply Center Philadelphia are exempt from using these forms for specific items.
- Recording Canceled Solicitations
- If a solicitation is canceled before bid opening, this and the number of bids invited/received must be recorded.
Responsibilities
- Contracting Officers: Ensure proper completion, certification, and public availability of bid abstracts; exclude sensitive information; record cancellations as required.
- Contractors: No direct compliance obligations, but should be aware of public disclosure practices.
- Agencies: Oversee compliance, maintain records, and implement disclosure exemptions per subpart 24.2.
Practical Implications
This section ensures transparency and accountability in the bid opening process while protecting sensitive information. Proper recording and public availability of bid abstracts support fair competition and allow for public scrutiny, but agencies must carefully manage what information is disclosed. Common pitfalls include incomplete records, failure to certify accuracy, or improper disclosure of exempt information.