Overview
This section mandates the formal retention of Invitations for Bids (IFBs) and bid abstracts, while requiring contracting officers to utilize this historical data to inform future acquisition strategies.
Key Rules
- Mandatory Retention: Each contracting office must maintain a permanent record of every invitation issued and the resulting abstract or record of bids.
- Continuous Improvement: Contracting officers are required to review and apply information from previous bid records when planning subsequent acquisitions for the same or similar items.
- Distribution Documentation: Every invitation file must document the specific date of issuance and the full distribution list.
- Expansion of Records: The names and addresses of prospective bidders who requested the invitation—but were not part of the original solicitation list—must be added to the official record.
Practical Implications
- Ensures a transparent audit trail for sealed bidding, allowing for the verification of competitive practices and distribution fairness.
- Provides a critical source of market research and historical pricing data, helping contracting officers perform price analysis and refine requirements for future procurements.