4.803 Contents of contract files. The following are examples of the records normally contained, if applicable, in contract files: ( a ) *Contracting office contract file.* ( 1 ) Purchase request, acquisition planning information, and other presolicitation documents.
( 2 ) Justifications and approvals, determinations and findings, and associated documents.
( 3 ) Evidence of availability of funds.
( 4 ) Synopsis of proposed acquisition as required by part 5 or a reference to the synopsis.
( 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.
( 6 ) Set-aside decision (see 19.506) including the type and extent of market research conducted.
( 7 ) Government estimate of contract price.
( 8 ) A copy of the solicitation and all amendments thereto.
( 9 ) Security requirements and evidence of required clearances.
( 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— ( i ) Completed solicitation sections A, B, and K;
( ii ) Technical and management proposals;
( iii ) Cost/price proposals; and
( iv ) Any other pages of the solicitation that the offeror or quoter has altered or annotated.
( 11 ) Contractor's representations and certifications (see 4.1201(c)).
( 12 ) Preaward survey reports or reference to previous preaward survey reports relied upon.
( 13 ) Source selection documentation.
( 14 ) Contracting officer's determination of the contractor's responsibility.
( 15 ) Small Business Administration Certificate of Competency.
( 16 ) Records of contractor's compliance with labor policies including equal employment opportunity policies.
( 17 ) Data and information related to the contracting officer's determination of a fair and reasonable price. This may include— ( i ) Certified cost or pricing data;
( ii ) Data other than certified cost or pricing data;
( iii ) Justification for waiver from the requirement to submit certified cost or pricing data; or
( iv ) Certificates of Current Cost or Pricing Data.
( 18 ) Packaging and transportation data.
( 19 ) Cost or price analysis.
( 20 ) Audit reports or reasons for waiver.
( 21 ) Record of negotiation.
( 22 ) Justification for type of contract.
( 23 ) Authority for deviations from this regulation, statutory requirements, or other restrictions.
( 24 ) Required approvals of award and evidence of legal review.
( 25 ) Notice of award.
( 26 ) The original of— ( i ) The signed contract or award;
( ii ) All contract modifications; and
( iii ) Documents supporting modifications executed by the contracting office.
( 27 ) Synopsis of award or reference thereto.
( 28 ) Notice to unsuccessful quoters or offerors and record of any debriefing.
( 29 ) Acquisition management reports (see subpart 4.6).
( 30 ) Bid, performance, payment, or other bond documents, or a reference thereto, and notices to sureties.
( 31 ) Report of postaward conference.
( 32 ) Notice to proceed, stop orders, and any overtime premium approvals granted at the time of award.
( 33 ) Documents requesting and authorizing modification in the normal assignment of contract administration functions and responsibility.
( 34 ) Approvals or disapprovals of requests for waivers or deviations from contract requirements.
( 35 ) Rejected engineering change proposals.
( 36 ) Royalty, invention, and copyright reports (including invention disclosures) or reference thereto.
( 37 ) Contract completion documents.
( 38 ) Documentation regarding termination actions for which the contracting office is responsible.
( 39 ) Cross-references to pertinent documents that are filed elsewhere.
( 40 ) Any additional documents on which action was taken or that reflect actions by the contracting office pertinent to the contract.
( 41 ) A current chronological list identifying the awarding and successor contracting officers, with inclusive dates of responsibility.
( 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— ( i ) Of the type and extent of market research; and
( ii ) That the NAICS code assigned to the acquisition is for an industry that SBA has designated as— ( A ) Underrepresented for EDWOSB concerns; or
( B ) Substantially underrepresented for WOSB concerns.
( b ) *Contract administration office contract file.* ( 1 ) Copy of the contract and all modifications, together with official record copies of supporting documents executed by the contract administration office.
( 2 ) Any document modifying the normal assignment of contract administration functions and responsibility.
( 3 ) Security requirements.
( 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.
( 5 ) Preaward survey information.
( 6 ) Purchasing system information.
( 7 ) Consent to subcontract or purchase.
( 8 ) Performance and payment bonds and surety information.
( 9 ) Postaward conference records.
( 10 ) Orders issued under the contract.
( 11 ) Notice to proceed and stop orders.
( 12 ) Insurance policies or certificates of insurance or references to them.
( 13 ) Documents supporting advance or progress payments.
( 14 ) Progressing, expediting, and production surveillance records.
( 15 ) Quality assurance records.
( 16 ) Property administration records.
( 17 ) Documentation regarding termination actions for which the contract administration office is responsible.
( 18 ) Cross reference to other pertinent documents that are filed elsewhere.
( 19 ) Any additional documents on which action was taken or that reflect actions by the contract administration office pertinent to the contract.
( 20 ) Contract completion documents.
( c ) *Paying office contract file.* ( 1 ) Copy of the contract and any modifications.
( 2 ) Bills, invoices, vouchers, and supporting documents.
( 3 ) Record of payments or receipts.
( 4 ) Other pertinent documents.
[48 FR 42113, Sept. 19, 1983] Editorial Note
Editorial Note: For Federal Register citations affecting section 4.803, see the List of CFR Sections Affected, which appears in the Finding Aids section of the printed volume and at *www.govinfo.gov .*