FAR 52.214-12—Preparation of Bids.
Plain-English Summary
FAR 52.214-12, Preparation of Bids, tells bidders how to prepare a responsive sealed bid and what information must be included for the bid to be considered. It covers the bidder’s duty to examine the drawings, specifications, schedule, and all instructions; the requirement to furnish all solicitation information; signature and identification requirements; correction of erasures and changes; proof of an agent’s authority to sign; pricing rules for each item, including unit prices, extended prices, and the treatment of discrepancies between them; limits on offering supplies or services other than those requested; the need to state a definite delivery or performance time; and the rule that stated days include weekends and holidays unless the solicitation says otherwise. In practice, this provision is designed to reduce ambiguity, prevent bid mistakes, and help the contracting officer compare bids on a common basis. For contractors, it is a compliance checklist: missing signatures, incomplete pricing, unsupported changes, or vague delivery terms can make a bid nonresponsive or create avoidable correction issues. For contracting officers, it provides a standard basis for evaluating bid completeness and resolving price inconsistencies under sealed bidding procedures.
Key Rules
Examine all solicitation materials
Bidders are expected to review the drawings, specifications, schedule, and all instructions before bidding. If they fail to do so, the risk of misunderstanding or omission stays with the bidder.
Provide required bid information
The bidder must furnish every item of information the solicitation requires and must sign the bid. The bidder must also print or type its name on the schedule and on each continuation sheet where an entry is made.
Initial changes and prove authority
Any erasures or other changes must be initialed by the person who signs the bid. If an agent signs the bid, the bid must include evidence of that agent’s authority unless the contracting office already has that evidence.
Price each item correctly
For each item offered, the bidder must show a unit price and enter the extended price in the Amount column. Unless the solicitation says otherwise, the unit price includes packaging, packing, and preservation.
Unit price controls discrepancies
If the unit price and extended price do not match, the unit price is presumed correct, subject to correction under the same mistake rules that apply to other bid errors.
Offer only what is solicited
Bids for supplies or services other than those specified will not be considered unless the solicitation authorizes alternate or different offerings.
State definite delivery or performance time
The bidder must state a definite delivery date or performance period unless the solicitation provides otherwise. Open-ended or uncertain timing is not acceptable.
Count days inclusively
When time is stated in days, the count includes Saturdays, Sundays, and holidays unless the solicitation says something different.
Responsibilities
Bidder
Review all drawings, specifications, schedules, and instructions; complete all required solicitation information; sign the bid; print or type the bidder’s name on the schedule and continuation sheets; initial any erasures or changes; provide proof of an agent’s authority when applicable; price each item with a unit price and extended price; offer only the supplies or services requested unless the solicitation allows otherwise; and state a definite delivery or performance time.
Agent signing for bidder
Sign only if authorized and provide evidence of that authority unless the contracting office already has it on file. The agent must also initial any erasures or changes made to the bid.
Contracting Officer
Evaluate bids for compliance with the solicitation’s preparation requirements; determine whether pricing discrepancies can be corrected under applicable mistake rules; and reject bids that offer unauthorized items or fail to meet required bid-preparation terms.
Agency/Issuing Office
Maintain previously furnished evidence of an agent’s authority when applicable and ensure the solicitation clearly states any exceptions to the default rules on packaging, alternate offerings, or time calculations.
Practical Implications
This provision is a common source of bid rejection because sealed bidding is strict: missing signatures, unsigned changes, or incomplete pricing can make a bid nonresponsive.
Bidders should double-check that unit prices and extended prices match, because the unit price will usually control and can change the evaluated price.
If an authorized representative signs, keep proof of authority readily available; otherwise the bid may be challenged or delayed.
Do not assume weekends and holidays are excluded when calculating delivery or performance time; if the solicitation states days, count them unless it says otherwise.
Contracting officers should use this provision as a checklist for responsiveness and should distinguish between correctable mistakes and defects that cannot be waived or cured after bid opening.
Official Regulatory Text
As prescribed in 14.201-6 (f) , insert the following provision: Preparation of Bids (Apr 1984) (a) Bidders are expected to examine the drawings, specifications, Schedule, and all instructions. Failure to do so will be at the bidder’s risk. (b) Each bidder shall furnish the information required by the solicitation. The bidder shall sign the bid and print or type its name on the Schedule and each continuation sheet on which it makes an entry. Erasures or other changes must be initialed by the person signing the bid. Bids signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office. (c) For each item offered, bidders shall (1) show the unit price, including, unless otherwise specified, packaging, packing, and preservation and (2) enter the extended price for the quantity of each item offered in the "Amount" column of the Schedule. In case of discrepancy between a unit price and an extended price, the unit price will be presumed to be correct, subject, however, to correction to the same extent and in the same manner as any other mistake. (d) Bids for supplies or services other than those specified will not be considered unless authorized by the solicitation. (e) Bidders must state a definite time for delivery of supplies or for performance of services, unless otherwise specified in the solicitation. (f) Time, if stated as a number of days, will include Saturdays, Sundays, and holidays. (End of provision)