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. At a minimum, the contract file should include the following:

• Requirements document and approved requisition.
• Purchase plan (this can be a general outline of the proposed purchase or the written document required for purchases valued at $1 million or more).
• Solicitation.
• Proposals received in response to the solicitation.
• Record of the discussions and negotiations held with the offerors.
• Best value determination and award recommendation.
• Supporting information such as past performance evaluation records.
• 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.