Overview
FAR 14.403 prescribes the mandatory procedures for documenting and certifying bid results using "Abstract of Offers" forms to ensure a formal and transparent record of the competitive bidding process.
Key Rules
- Mandatory Forms: Bids must be recorded on Standard Form 1409 (Abstract of Offers), Optional Form 1419 (Construction), or their automated equivalents.
- Certification: The bid opening officer is required to certify the accuracy of the abstract as soon as practicable after the bids are opened.
- Public Disclosure: For unclassified acquisitions, abstracts must be available for public inspection, provided they do not contain sensitive information such as bidder responsibility failures or evidence of collusion.
- Abbreviated Entries: If a solicitation contains a high volume of line items, officials may limit recording to just the item numbers and bid prices.
- Cancellations: If an Invitation for Bids (IFB) is canceled before the opening time, the record must include the cancellation notice, the number of bids invited, and the number of bids received.
- Specific Exemptions: The Defense Energy Support Center (for coal/petroleum) and Defense Supply Center Philadelphia (for perishable items) are not required to use these specific forms.
Practical Implications
- Transparency and Verification: This section ensures that contractors can verify their competitors' pricing, which maintains the integrity of the sealed bidding process.
- Data Protection: Contracting officers must exercise caution when preparing public abstracts to redact information that is exempt from disclosure under Subpart 24.2, specifically avoiding the publication of proprietary or derogatory bidder information that could lead to legal disputes.