---
kind: "section"
citation: "48 C.F.R. § 4.803"
title: "48"
number: "4.803"
heading: "Contents of contract files."
url: "https://uscodex.org/cfr/48/4.803"
---

# §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](/cfr/48/subpart4.6.md)).
  - (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](/cfr/48/subpart19.15.md), 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.**

## Notes

### Amendments

[48 FR 42113, Sept. 19, 1983]

### Authority

Authority: 41 U.S.C. 1121(b); 40 U.S.C. 121(c); 10 U.S.C. chapter 4 and 10 U.S.C. chapter 137 legacy provisions (see 10 U.S.C. 3016); and 51 U.S.C. 20113.

### Source

Source: 48 FR 42113, Sept. 19, 1983, unless otherwise noted.

### Amendments

[48 FR 42113, Sept. 19, 1983]