4.803 Contents of contract files.
The following are examples of the records normally contained, if applicable, in contract files:
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(1) Purchase request, acquisition planning information, and other presolicitation documents.
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(2) Justifications and approvals, determinations and findings, and associated documents.
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(3) Evidence of availability of funds.
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(4) Synopsis of proposed acquisition as required by part 5 or a reference to the synopsis.
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(5) The list of sources solicited, and a list of any firms or persons whose requests for copies of the solicitation were denied, together with the reasons for denial.
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(6) Set-aside decision (see 19.1506) including the type and extent of market research conducted.
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(7) Government estimate of contract price.
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(8) A copy of the solicitation and all amendments thereto.
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(9) Security requirements and evidence of required clearances.
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(10) A copy of each offer or quotation, the related abstract, and records of determinations concerning late offers or quotations. Unsuccessful offers or quotations may be maintained separately, if cross-referenced to the contract file. The only portions of the unsuccessful offer or quotation that need be retained are-
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(i) Completed solicitation sections A, B, and K;
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(ii) Technical and management proposals;
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(iii) Cost/price proposals; and
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(iv) Any other pages of the solicitation that the offeror or quoter has altered or annotated.
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(11) Contractor’s representations and certifications (see 4.1201(c)).
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(12) Preaward survey reports or reference to previous preaward survey reports relied upon.
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(13) Source selection documentation.
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(14) Contracting officer’s determination of the contractor’s responsibility.
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(15) Small Business Administration Certificate of Competency.
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(16) Records of contractor’s compliance with labor policies including equal employment opportunity policies.
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(17) Data and information related to the contracting officer’s determination of a fair and reasonable price. This may include-
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(i) Certified cost or pricing data;
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(ii) Data other than certified cost or pricing data;
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(iii) Justification for waiver from the requirement to submit certified cost or pricing data; or
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(iv) Certificates of Current Cost or Pricing Data.
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(18) Packaging and transportation data.
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(19) Cost or price analysis.
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(20) Audit reports or reasons for waiver.
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(21) Record of negotiation.
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(22) Justification for type of contract.
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(23) Authority for deviations from this regulation, statutory requirements, or other restrictions.
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(24) Required approvals of award and evidence of legal review.
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(25) Notice of award.
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(26) The original of-
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(i) The signed contract or award;
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(ii) All contract modifications; and
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(iii) Documents supporting modifications executed by the contracting office.
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(27) Synopsis of award or reference thereto.
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(28) Notice to unsuccessful quoters or offerors and record of any debriefing.
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(29) Acquisition management reports (see subpart 4.6).
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(30) Bid, performance, payment, or other bond documents, or a reference thereto, and notices to sureties.
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(31) Report of postaward conference.
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(32) Notice to proceed, stop orders, and any overtime premium approvals granted at the time of award.
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(33) Documents requesting and authorizing modification in the normal assignment of contract administration functions and responsibility.
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(34) Approvals or disapprovals of requests for waivers or deviations from contract requirements.
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(35) Rejected engineering change proposals.
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(36) Royalty, invention, and copyright reports (including invention disclosures) or reference thereto.
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(37) Contract completion documents.
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(38) Documentation regarding termination actions for which the contracting office is responsible.
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(39) Cross-references to pertinent documents that are filed elsewhere.
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(40) Any additional documents on which action was taken or that reflect actions by the contracting office pertinent to the contract.
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(41) A current chronological list identifying the awarding and successor contracting officers, with inclusive dates of responsibility.
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(42) When limiting competition, or awarding on a sole source basis, to economically disadvantaged women-owned small business (EDWOSB) concerns or women-owned small business (WOSB) concerns eligible under the WOSB Program in accordance with subpart 19.15, include documentation-
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(i) Of the type and extent of market research; and
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(ii) That the NAICS code assigned to the acquisition is for an industry that SBA has designated as-
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(A) Underrepresented for EDWOSB concerns; or
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(B) Substantially underrepresented for WOSB concerns.
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(1) Copy of the contract and all modifications, together with official record copies of supporting documents executed by the contract administration office.
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(2) Any document modifying the normal assignment of contract administration functions and responsibility.
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(3) Security requirements.
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(4) Certified cost or pricing data, Certificates of Current Cost or Pricing Data, or data other than certified cost or pricing data; cost or price analysis; and other documentation supporting contractual actions executed by the contract administration office.
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(5) Preaward survey information.
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(6) Purchasing system information.
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(7) Consent to subcontract or purchase.
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(8) Performance and payment bonds and surety information.
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(9) Postaward conference records.
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(10) Orders issued under the contract.
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(11) Notice to proceed and stop orders.
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(12) Insurance policies or certificates of insurance or references to them.
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(13) Documents supporting advance or progress payments.
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(14) Progressing, expediting, and production surveillance records.
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(15) Quality assurance records.
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(16) Property administration records.
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(17) Documentation regarding termination actions for which the contract administration office is responsible.
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(18) Cross reference to other pertinent documents that are filed elsewhere.
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(19) Any additional documents on which action was taken or that reflect actions by the contract administration office pertinent to the contract.
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(20) Contract completion documents.
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(1) Copy of the contract and any modifications.
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(2) Bills, invoices, vouchers, and supporting documents.
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(3) Record of payments or receipts.
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(4) Other pertinent documents.
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