[Code of Federal Regulations]

[Title 48, Volume 1]

[Revised as of October 1, 2005]

From the U.S. Government Printing Office via GPO Access

[CITE: 48CFR4.802]



[Page 74]

 

            TITLE 48--FEDERAL ACQUISITION REGULATIONS SYSTEM

 

                CHAPTER 1--FEDERAL ACQUISITION REGULATION

 

PART 4_ADMINISTRATIVE MATTERS--Table of Contents

 

                  Subpart 4.8_Government Contract Files

 

Sec. 4.802  Contract files.



    (a) A contract file should generally consist of--

    (1) The contracting office contract file, that documents the basis 

for the acquisition and the award, the assignment of contract 

administration (including payment responsibilities), and any subsequent 

actions taken by the contracting office;

    (2) The contract administration office contract file, that documents 

actions reflecting the basis for and the performance of contract 

administration responsibilities; and

    (3) The paying office contract file, that documents actions 

prerequisite to, substantiating, and reflecting contract payments.

    (b) Normally, each file should be kept separately; however, if 

appropriate, any or all of the files may be combined; e.g., if all 

functions or any combination of the functions are performed by the same 

office.

    (c) Files must be maintained at organizational levels that ensure--

    (1) Effective documentation of contract actions;

    (2) Ready accessibility to principal users;

    (3) Minimal establishment of duplicate and working files;

    (4) The safeguarding of classified documents; and

    (5) Conformance with agency regulations for file location and 

maintenance.

    (d) If the contract files or file segments are decentralized (e.g., 

by type or function) to various organizational elements or to other 

outside offices, responsibility for their maintenance must be assigned. 

A central control and, if needed, a locator system should be established 

to ensure the ability to locate promptly any contract files.

    (e) Contents of contract files that are contractor bid or proposal 

information or source selection information as defined in 2.101 must be 

protected from disclosure to unauthorized persons (see 3.104-4).

    (f) Agencies may retain contract files in any medium (paper, 

electronic, microfilm, etc.) or any combination of media, as long as the 

requirements of this subpart are satisfied.



[48 FR 42113, Sept. 19, 1983, as amended at 54 FR 20496, May 11, 1989; 

55 FR 36794, Sept. 6, 1990; 59 FR 67016, Dec. 28, 1994; 62 FR 232, Jan. 

2, 1997; 67 FR 13063, Mar. 20, 2002]