52.214-12 Preparation of Bids
Source: FAR 52.214-12 on acquisition.gov
Carefully follow all solicitation instructions and provide complete, accurate, and properly executed bids to avoid disqualification.
Overview
FAR 52.214-12, Preparation of Bids, outlines the requirements and procedures bidders must follow when preparing and submitting bids in response to government solicitations. The provision emphasizes the importance of thoroughly reviewing all solicitation documents, providing complete and accurate information, and adhering to specific instructions regarding bid signatures, pricing, and delivery terms. Failure to comply with these requirements can result in a bid being deemed nonresponsive or rejected.
Key Rules
- Examination of Documents
- Bidders must carefully review all drawings, specifications, schedules, and instructions; failure to do so is at their own risk.
- Bid Submission Requirements
- Bidders must provide all required information, sign the bid, and ensure all changes are initialed. Agents signing bids must provide proof of authority unless previously submitted.
- Pricing Instructions
- Each item offered must include a unit price (covering packaging, packing, and preservation unless stated otherwise) and an extended price. If there is a discrepancy, the unit price prevails.
- Conformance to Solicitation
- Only bids for supplies or services specified in the solicitation will be considered unless otherwise authorized.
- Delivery/Performance Time
- Bidders must specify a definite delivery or performance time, unless the solicitation states otherwise. Time stated in days includes weekends and holidays.
Responsibilities
- Contracting Officers: Ensure bidders comply with all bid preparation requirements and verify bid responsiveness.
- Contractors/Bidders: Carefully follow all instructions, provide accurate information, and ensure proper bid execution.
- Agencies: Oversee bid submission process and enforce compliance with solicitation requirements.
Practical Implications
- This provision ensures fairness and consistency in the bid evaluation process by standardizing bid preparation requirements. Bidders who overlook instructions or fail to provide required information risk disqualification. Common pitfalls include unsigned bids, missing agent authority, or pricing discrepancies.
As prescribed in 14.201-6(f), insert the following provision:
Preparation of Bids (Apr 1984)
(a) Bidders are expected to examine the drawings, specifications, Schedule, and all instructions. Failure to do so will be at the bidder’s risk.
(b) Each bidder shall furnish the information required by the solicitation. The bidder shall sign the bid and print or type its name on the Schedule and each continuation sheet on which it makes an entry. Erasures or other changes must be initialed by the person signing the bid. Bids signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office.
(c) For each item offered, bidders shall (1) show the unit price, including, unless otherwise specified, packaging, packing, and preservation and (2) enter the extended price for the quantity of each item offered in the "Amount" column of the Schedule. In case of discrepancy between a unit price and an extended price, the unit price will be presumed to be correct, subject, however, to correction to the same extent and in the same manner as any other mistake.
(d) Bids for supplies or services other than those specified will not be considered unless authorized by the solicitation.
(e) Bidders must state a definite time for delivery of supplies or for performance of services, unless otherwise specified in the solicitation.
(f) Time, if stated as a number of days, will include Saturdays, Sundays, and holidays.
(End of provision)