FAR 14.202-3—Bid envelopes.
Plain-English Summary
FAR 14.202-3 addresses two narrow but important bid-envelope practices in sealed bidding: first, it prohibits distributing postage-paid envelopes or envelopes bearing "Postage and Fees Paid" indicia with the invitation for bids or otherwise supplying them to prospective bidders; second, it allows agencies to furnish Optional Form 17, Offer Label, with each bid set to help identify and route bids correctly. The section exists to protect the integrity and fairness of the sealed bidding process, avoid any appearance of government-supplied mailing convenience that could affect bid handling, and promote proper receipt and processing of bids. In practice, this means contracting personnel must be careful about what mailing materials they include in bid packages and should use standardized labeling tools when helpful for bid control. The rule is administrative rather than substantive, but it matters because bid misrouting, late receipt, or improper handling can affect responsiveness and competition. It also points users to GSA for obtaining Optional Form 17, tying the practice to a standard government form rather than agency-specific improvisation.
Key Rules
Do not supply postage-paid envelopes
Agencies must not distribute envelopes bearing "Postage and Fees Paid" indicia with the IFB or otherwise provide them to prospective bidders. The prohibition is absolute and applies to any such mailing envelope or postage-paid mailing device supplied by the government.
Optional Form 17 may be provided
Agencies may furnish Optional Form 17, Offer Label, with each bid set to support ready identification and proper handling of bids. This is permissive, not mandatory, so agencies can decide whether the form is useful for their procurement.
Use standard GSA source
Optional Form 17 may be obtained from the General Services Administration under FAR 53.107. This ensures agencies use the approved standard form rather than creating local substitutes that may not serve the same purpose.
Responsibilities
Contracting Officer
Ensure bid packages do not include postage-paid envelopes or other envelopes bearing "Postage and Fees Paid" indicia. Decide whether to include Optional Form 17 with the bid set to aid bid identification and handling.
Contracting Activity / Procurement Staff
Prepare IFB packages in compliance with the envelope restriction and, when directed, insert Optional Form 17 into bid sets. Maintain consistent bid-receipt procedures so labels support proper routing and control.
Prospective Bidder
Use the materials provided, if any, to label or identify the bid package properly and ensure the bid is mailed and addressed in a way that supports timely receipt and correct handling.
General Services Administration
Make Optional Form 17 available for agencies to obtain as referenced in FAR 53.107.
Practical Implications
This section is mainly about bid control and administrative integrity, not bid evaluation, but mistakes can still matter if they contribute to misrouting or late receipt of bids.
A common pitfall is including preprinted postage-paid return envelopes in bid packages out of convenience; FAR 14.202-3 specifically forbids that practice.
Optional Form 17 can help receiving personnel quickly identify bid packages, especially when many bids arrive close together, but it should be used consistently if adopted.
Contractors should not assume the government will provide a return envelope or postage-paid mailing option for bid submission; they must follow the IFB instructions and ensure proper mailing themselves.
Agencies should coordinate bid-receipt procedures with mailroom and receiving staff so any labels or forms actually improve handling rather than creating confusion.
Official Regulatory Text
(a) Postage or envelopes bearing "Postage and Fees Paid" indicia shall not be distributed with the invitation for bids or otherwise supplied to prospective bidders. (b) To provide for ready identification and proper handling of bids, Optional Form 17 , Offer Label, may be furnished with each bid set. The form may be obtained from the General Services Administration (see 53.107 ).