2-40.3 Contract File

All procedures, evaluation techniques, proposal evaluation team reports, record of negotiations, and the best value determination must be formally documented and maintained in the contract file. For more information about contract files for competitive contracts, see Section 2-40.3.1, Contract Files for Competitive Contracts. For more information about contract files for non competitive contracts, see Section 2-40.3.2, Contract Files for Noncompetitive Contracts. For more information about contract files for simplified purchases, see Section 2-43, Simplified Purchasing.

2-40.3.1 Contract Files for Competitive Contracts

Contract files for competitive contracts should include the following:

• Requirements document and approved requisition.
• Purchase plan, if applicable.
• Solicitation.
• Proposals received in response to the solicitation.
• Evaluation documentation.
• Any audits conducted in support of the purchase.
• Best value determination and award recommendation, including a record of any discussions/negotiations and a determination that the price is fair and reasonable.
• Contract award and notification to unsuccessful offerors.
• Offerors documentation.
• Any required reviews and approvals.
• Any other documentation required by these practices.

Award documentation must be completed before notification of award.

2-40.3.2 Contract Files for Noncompetitive Contracts

Contract files for noncompetitive contracts should include the following:

• Requirements document and approved requisition.
• Noncompetitive purchase request, including required signatures and certifications.
• Competition’s Advocate’s review and advice to the contracting officer, if applicable
• Contracting officer’s evaluation and recommendation on the purchase method.
• Purchase plan, if applicable.
• Noncompetitive contract award recommendation including a record of any discussions, negotiations, and a determination that the price is fair and reasonable.
• If cost and pricing data were certified by the supplier, the contracting officer’s documentation of the extent to which he or she relied upon the certified cost or pricing data in negotiating the final price.
• Contract award.
• Any required reviews and approvals.
• Any other documentation required by these practices.

Award documentation must be completed before notification of award.