14.403 Recording of bids
Source: FAR 14.403 on acquisition.gov
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.
(a) https://www.gsa.gov/forms-library/abstract-offers-0" target="_blank">Standard Form 1409, Abstract of Offers, or https://www.gsa.gov/forms-library/abstract-offers-construction" target="_blank">Optional Form 1419, Abstract of Offers-Construction (or automated equivalent), shall be completed and certified as to its accuracy by the bid opening officer as soon after bid opening as practicable. Where bid items are too numerous to warrant complete recording of all bids, abstract entries for individual bids may be limited to item numbers and bid prices. In preparing these forms, the extra columns and https://www.gsa.gov/forms-library/abstract-offers-continuation" target="_blank">SF 1410, Abstract of Offers-Continuation, and https://www.gsa.gov/forms-library/abstract-offers-construction-continuation-sheet" target="_blank">OF 1419A, Abstract of Offer-Construction, Continuation Sheet, may be used to label and record such information as the contracting activity deems necessary.
(b) Abstracts of offers for unclassified acquisitions shall be available for public inspection. Such abstracts shall not contain information regarding failure to meet minimum standards of responsibility, apparent collusion of bidders, or other notations properly exempt from disclosure to the public in accordance with agency regulations implementing subpart 24.2.
(c) The forms identified in paragraph (a) of this section need not be used by the Defense Energy Support Center for acquisitions of coal or petroleum products or by the Defense Supply Center Philadelphia for perishable subsistence items.
(d) If an invitation for bids is canceled before the time set for bid opening, this fact shall be recorded together with a statement of the number of bids invited and the number of bids received.