Demolition/Abatement Constracts (Folders 1-2)

Home Browse Search

Chapter 4: Mcthods of Sclcction http:/~wwu~.fta.dot.go~'!fta%libran admin~f3PPman/sect_40.htm '(which can also be included in your amendment if you do not use a form): • Identify the solicitation number of the original solicitation; ' Identify the amendment number; ' Identify the contact person and phone number within your department for further information; • Indicate whether or not the time and date specified in the original solicitation is changed as a result of the amendment; • Advise offerors of the need to and how they should acknowledge receipt of the amendment; • Advise offerors what the changes are; and ' Have the amendment signed by the appropriate procurement official, most frequently the contracting officer. Amendments are typically sent to every firm that has been furnished the original solicitation (the IFB or RFP). Once the solicitation has been issued, using the mailing list to ensure that any solicitation amendments are furnished to all entities that received the original solicitation is important, as discussed in Section 4.3.2.2, "Solicitation Mailing_List." This is an obvious issue, but some agencies don't realize there is a problem until bids are received that do not acknowledge a material amendment. You then declare the bidder non-responsive. Some agencies include clauses in solicitations making it the offeror's responsibility to obtain addenda. While this may assist in overcoming a protest from a bidder held non-responsive, it will not necessarily transform the bid into a responsive or acceptable one. You cannot over-emphasize the admitistrative importance of furnishing amendments to all entities who received the original solicitation. It is important to have a single point af contact within your organization responsible for issuing solicitations and addenda. Some agencies post a notice at the receipt of offers of the addenda that have been issued. While there is little an offeror can do other than hold back the offer at that point, the offeror may be able to perfect the acknowledgment of addenda and live with the rest of the offer as prepared without the addendum. One of the critical issues when issuing an amendment is whether or not to extend the time and date for receipt of offers. You should consider the impact of the changes you are making in light of the time it will take a prudent offeror to incorporate those changes. This includes the time impact on the work already done in preparing the bid or proposal. The impact could be minimal or very significant and there is no "cookie cutter" answer to how much additional time, if any, should be allowed -- you want to allow sufficient time for the changes to be considered in a meaningful manner. One "warning" : this may be the first time in the solicitation process you run into the schedule your internal customer has established. Your-in5tincts may say that the time and date set for receipt should be extended but your customer may say ttte change is negligible and no time is warranted. Early planning and communication with your customer may build in some time for changes like this. If not, the consequences may be fewer competitors, a protest, pricing that includes unnecessary contingencies, or post-award discovery of specification conflicts that require compensation for changes. If a decision is made to amend the solicitation with bids due in two days, consider notifying prospective offerors by telephone, FAX, or telegram of the new date and time and follow that notification up with an amendment to the solicitation. If you have already received offers in your bid room, it is recommended i of4~ O1/10/97 13:0935