Overview
FAR 4.802 prescribes the requirements for establishing and maintaining contract files, specifically identifying the three primary functional files (contracting, administration, and paying) that document the entire lifecycle of an acquisition. It emphasizes organizational accountability, the safeguarding of sensitive information, and flexibility in the media used for record retention.
Key Rules
- Three-Part File Structure: A complete contract record generally comprises the Contracting Office file (award and basis), the Contract Administration Office file (performance), and the Paying Office file (payment substantiation).
- Consolidation: Files should normally be kept separate unless a single office performs multiple functions, in which case they may be combined.
- Maintenance Standards: Files must be organized to ensure effective documentation, accessibility to users, minimal duplication, and the safeguarding of classified materials.
- Decentralization Controls: If files are decentralized across different locations or offices, the agency must assign specific responsibility for their maintenance and establish a central locator system.
- Protection of Sensitive Data: Contractor bid/proposal information and source selection information must be strictly protected from unauthorized disclosure per FAR 3.104-4.
- Media Neutrality: Agencies are permitted to maintain files in any medium (paper, electronic, microfilm, etc.) or a combination thereof, provided they meet regulatory requirements.
Practical Implications
- Audit Readiness: Maintaining a comprehensive "contracting office file" is critical for defending against protests or surviving oversight audits, as it must contain the entire rationale for the award.
- Modernization: The regulation provides the legal basis for agencies to transition from bulky paper "folders" to Electronic Contract Files (ECF), provided they maintain the same level of accessibility and security.