Responsive vs responsible bidder: why bids get rejected

Public owners award sealed-bid contracts to the lowest responsive and responsible bidder. The two tests are different: responsiveness is about the bid document, responsibility is about the company.

• Responsive: the bid conforms to the essential requirements of the invitation, including forms, prices, bond and acknowledgments. Federal rules are in FAR 14.404-2.
• Responsible: the bidder has adequate financial resources, the ability to meet the schedule, a satisfactory performance and integrity record and the necessary organization and equipment. Federal standards are in FAR 9.104-1.

• Missing or unsigned bid form, bond or required certifications.
• Addenda not acknowledged as required.
• Prices missing for required bid items, or qualified with conditions.
• Taking exception to contract terms or schedule.
• Late submission, or submission through the wrong method.

Some defects can be waived or corrected. Under FAR 14.405, a minor informality is a matter of form that has no or a trivial effect on price, quantity, quality or delivery. Do not rely on waivers; owners have discretion and state rules vary.

Owners may ask for financial statements, bonding capacity, project lists, safety records, licenses or equipment information. Having a current statement of qualifications ready speeds this up.

Bidmere builds a requirement checklist for each solicitation and reviews the bid package against it before your team submits. Final pricing, signatures and submission stay with your company.