15.208
Submission, modification, revision, and withdrawal of proposals
Timely and properly documented proposal submissions are critical—late proposals are rarely accepted except under strict, well-documented exceptions.
Overview
FAR 15.208 outlines the rules and procedures for the submission, modification, revision, and withdrawal of proposals in negotiated procurements. It establishes strict deadlines for proposal receipt, defines what constitutes a late proposal, and details the circumstances under which late proposals or modifications may be considered. The section also addresses acceptable evidence of receipt, procedures during emergencies, withdrawal protocols, notification requirements for late proposals, and documentation obligations for contracting officers. The regulation ensures fairness and transparency in the proposal process, emphasizing the importance of timely and properly documented submissions.
Key Rules
- Timely Submission
- Offerors must ensure proposals and any changes reach the designated Government office by the specified deadline using authorized transmission methods.
- Late Proposals
- Late proposals are generally not considered unless specific exceptions apply (e.g., only proposal received, received before award without undue delay, or certain electronic submissions).
- Evidence of Receipt
- Acceptable evidence includes time/date stamps, documentary evidence, or Government personnel testimony.
- Emergency Extensions
- If an emergency prevents timely receipt, the deadline is extended to the next business day when normal operations resume.
- Withdrawal Procedures
- Proposals may be withdrawn before award by written or oral notice, with specific documentation and retention requirements.
- Notification and Handling of Late Proposals
- Contracting officers must notify offerors of late receipt and retain unopened late proposals until after award.
- Documentation
- Contract files must include details and rationale for each late or withdrawn proposal.
Responsibilities
- Contracting Officers: Enforce deadlines, document late/withdrawn proposals, notify offerors, and maintain proper records.
- Contractors: Submit proposals on time, use authorized methods, and follow withdrawal procedures.
- Agencies: Ensure fair and transparent handling of all proposals and maintain compliance documentation.
Practical Implications
- This section exists to ensure a fair, orderly, and auditable proposal process.
- Contractors must be vigilant about deadlines and submission methods to avoid disqualification.
- Common pitfalls include late submissions, lack of evidence of timely receipt, and improper withdrawal or documentation.