15.207 Handling proposals and information
Source: FAR 15.207 on acquisition.gov
Proper handling, safeguarding, and timely management of proposals and RFI responses are essential to maintain integrity and confidentiality in the source selection process.
Overview
FAR 15.207 outlines the procedures for handling proposals and information received in response to solicitations and requests for information (RFIs). It establishes requirements for marking, safeguarding, and managing proposals to ensure integrity and confidentiality throughout the source selection process. The regulation also addresses the handling of unreadable electronic or facsimile submissions, ensuring offerors have an opportunity to resubmit and maintain proposal timeliness if they comply with prescribed requirements.
Key Rules
- Receipt and Marking of Proposals
- All proposals and RFI responses must be marked with the date and time of receipt upon arrival at the specified location and promptly transmitted to designated officials.
- Safeguarding Information
- Proposals and RFI responses must be protected from unauthorized disclosure throughout the source selection process, in accordance with FAR 3.104 and related statutes.
- Unreadable Submissions
- If a proposal is unreadable (electronically or by fax), the contracting officer must immediately notify the offeror and allow resubmission. The resubmission is considered timely if the offeror meets the prescribed requirements.
Responsibilities
- Contracting Officers: Mark and transmit proposals, safeguard all proposal and RFI information, promptly address unreadable submissions, and document resubmission procedures.
- Contractors: Ensure proposals are readable and comply with resubmission instructions if notified.
- Agencies: Oversee compliance with safeguarding and handling requirements, and maintain documentation.
Practical Implications
- This section ensures the integrity and confidentiality of the proposal process, protecting sensitive information and maintaining fairness. Contractors should be diligent in submitting clear, readable proposals and be prepared to respond quickly if notified of issues. Contracting officers must follow strict procedures to avoid unauthorized disclosures and maintain proper records, as lapses can lead to protests or legal challenges.
(a) Upon receipt at the location specified in the solicitation, proposals and information received in response to a request for information (RFI) shall be marked with the date and time of receipt and shall be transmitted to the designated officials.
(b) Proposals shall be safeguarded from unauthorized disclosure throughout the source selection process. (See 3.104 regarding the disclosure of source selection information (http://uscode.house.gov/view.xhtml?req=granuleid%3AUSC-prelim-title41-chapter21&saved=%7CZ3JhbnVsZWlkOlVTQy1wcmVsaW0tdGl0bGU0MC1jaGFwdGVyMzctZnJvbnQ%3D%7C%7C%7C0%7Cfalse%7Cprelim&edition=prelim" target="_blank">41 U.S.C. chapter 21, Restrictions on Obtaining and Disclosing Certain Information). Information received in response to an RFI shall be safeguarded adequately from unauthorized disclosure.
(c) If any portion of a proposal received by the contracting officer electronically or by facsimile is unreadable, the contracting officer immediately shall notify the offeror and permit the offeror to resubmit the unreadable portion of the proposal. The method and time for resubmission shall be prescribed by the contracting officer after consultation with the offeror, and documented in the file. The resubmission shall be considered as if it were received at the date and time of the original unreadable submission for the purpose of determining timeliness under 15.208(a), provided the offeror complies with the time and format requirements for resubmission prescribed by the contracting officer.