Overview
FAR 14.303 establishes the procedures and deadlines for bidders to modify or retract their bids prior to the official bid opening. It ensures the integrity of the sealed bidding process by strictly controlling how changes are documented and handled by government officials.
Key Rules
- Deadline for Action: All modifications or withdrawals must be received at the designated office before the exact time set for bid opening.
- Authorized Methods: Changes must be made using methods specifically authorized by the solicitation (e.g., facsimile, electronic transmission).
- Facsimile Protocols: If facsimile is used, an official must seal the modification in an envelope, sign it, and record the date, time of receipt, and the Invitation for Bids (IFB) number.
- Confidentiality: No information from a modification envelope may be disclosed until the formal bid opening.
- In-Person Withdrawal: A bidder or authorized representative may withdraw a bid in person if they provide proof of identity and sign a receipt before the opening time.
- Electronic Data Purging: Upon the withdrawal of an electronic bid, the government must purge the data from all primary and backup storage systems without viewing the content.
Practical Implications
- Strict Timelines: Bidders must ensure receipt, not just transmission, before the deadline; even a one-minute delay typically results in the modification being rejected as "late."
- Administrative Security: The requirement for officials to seal and sign facsimile modifications prevents "bid shopping" and maintains the competitive secrecy essential to the sealed bidding process.