Bidding Period

A bidding period is the period during which prospective suppliers prepare and submit bids in response to a solicitation. It starts when the buyer issues the solicitation and ends at the stated deadline for receiving bids.

The length of the period is set by the buyer and published with the solicitation. Suppliers use it to plan every step of a response: obtaining documents, asking questions, pricing, writing and submitting. Different jurisdictions use different names for the same idea, including bidding time, tendering period, bid-submission period and solicitation period.

How bidding time and tendering periods are defined

U.S. Federal Acquisition Regulation 14.202-1 defines bidding time as the time between issuance of the solicitation and opening of bids. The same rule requires invitations for bids to allow a reasonable time for prospective bidders to prepare and submit them. Where a synopsis is required, the stated standard is at least 30 calendar days between solicitation issuance and bid opening. The text is published on acquisition.gov.

The United Kingdom uses the term tendering period. It begins the day after an authority invites tenders and ends on the deadline for submitting them. The UK Government's procurement procedures training sets out this definition, and the Procurement Act 2023 uses the same wording in law.

The bidding period in Canadian procurement

Canadian government material uses the term solicitation period rather than bidding period. The Accessible Canada procurement standard, in its section on bidding and contract award, requires clients to respect the minimum solicitation periods set by applicable trade agreements. It also requires them to allow a reasonable time for bids.

No single mandatory period applies across every department, province, solicitation type or contract. The period for a given opportunity is the one stated in that solicitation, so the solicitation document is the authority on timing.

What sets the length of a bidding period

Buyers weigh several factors when deciding how long to allow. U.S. federal guidance names these:

• Urgency of the requirement
• Complexity of the requirement
• Anticipated subcontracting
• Presolicitation notices
• Where bidders are located
• Transmission time for documents and bids

The Canadian accessible procurement standard points to similar considerations. Solicitation time must reflect the complexity of the procurement, anticipated subcontracting, and the time needed to obtain accessible solicitation documents, prepare a bid and submit it. A complex requirement that depends on subcontractors therefore warrants a longer period than a simple purchase.

Related terminology

Bidding period sits alongside several neighbouring terms. Tendering period and bidding time are formal definitions in UK and U.S. sources, while solicitation period is the phrase found in Canadian standards. NATO maintains NATOTerm, its terminology database covering military and relevant non-military terms, which is a reference point for suppliers working on allied defence opportunities. When reading a solicitation, rely on the wording and dates in that document rather than assuming one term matches another exactly.

What it means for a supplier bidding on Canadian public contracts

Treat the stated closing date and time as fixed, and work backward from it. Note the deadline as soon as the opportunity is posted, then allow time to:

• Obtain the solicitation documents, including accessible formats if needed
• Clarify requirements with the buyer
• Line up subcontractors
• Prepare the response
• Submit it through the required channel before closing

A short period on a complex requirement is a signal to decide early whether to bid. Build submission time into the plan, since a bid that misses the closing time is late regardless of its quality.