1804.802 Contract files.
The cognizant NASA contracting office shall maintain the contract administration file unless contract administration functions have been delegated under FAR Subpart 42.1.
1804.802-70 Handling of classified material.
When the bulk of the material concerning a contract is unclassified, classified material relating to that contract shall be maintained in a separate file folder and container, and the unclassified folder shall be marked or cross-referenced to indicate the location of the classified material. The front and back of each folder containing classified material shall be marked with the highest classification assigned to any document in the folder.
1804.802-71 Filing of documents.
(a) Documents relating to a specific contract or described in FAR 4.803(a), (b), or (c) should normally be placed in chronological order in an "OFFICIAL FILE" folder or folders. Each folder shall be marked or labeled with the contract number and, when more than one folder is required for the same contract, with information as to the file segment. However, documents regarding quality assurance and property may be maintained in separate files to facilitate possible early disposal. Other identifying data, such as the contractor's name, should be added only when needed to facilitate filing and locating.
(1) When a single folder is used, basic procurement documents and all modifications ordinarily should be filed on the left side and all other material on the right. As volume warrants, a contract file may be subdivided further, either within the folder or by using additional folders, as appropriate (e.g., by pre-contract documents, basic contract, contract modifications, termination documents, quality assurance and progress and production surveillance, property administration and plant clearance, termination documents, and general correspondence).
(2) When it is impractical to file certain documents in the official contract folder because of their bulk or use, they may be maintained separately in other suitable containers but shall be handled as "OFFICIAL FILES" and cross-referenced in the contract file.
(3) Documents relating to more than one contract may be filed in one contract file and cross-referenced in the others; otherwise enough copies must be reproduced to provide for filing one in each related contract file. Other pertinent documents of a more general nature may be filed separately in the contractor "general" file and cross-referenced in the contract file.
(b) Documents described in FAR 4.801(c)(3) and relating generally to the contractor rather than to a specific contract shall be placed in a folder labeled with the contractor's name. When necessary, additional folders may be used and the material subdivided by subject (e.g., general, production, termination, property control, and performance).
1804.802-72 Arrangement of files.
(a) Contract file folders normally should be arranged numerically by contract serial number. When special circumstances warrant, contract folders may be arranged alphabetically by contractor's name.
(b) Contractor "general" file folders shall be arranged alphabetically by name of the contractor.
1804.803 Contents of contract files.
1804.803-71 Checklist.
NASA Form 1098, Checklist for Contract Award File Content, shall be used as the "top page" in contract files. The form is intended as a reminder of the required or most important documents in the file. It also provides a uniform tab-numbering system. Only the most frequently occurring documents are listed. Therefore, space is provided for writing in additional documents applicable to specific contracts or resulting from local guidelines. The user is cautioned that completion of the NASA Form 1098, in and of itself, does not establish that all contract actions have been taken and/or properly documented.
1804.804 Closeout of contract files.
1804.804-2 Closeout of the contracting office files if another office administers the contract.
(a) Upon receiving the NASA Form 1611, Contract Completion Statement, from the contract administration office and complying with FAR 4.804-2(b), the contracting officer shall complete Item 10 of the NASA Form 1611.
(b) The date in Item 9d of NASA Form 1611 shall be used as the closeout date for file purposes, except that the date in Item 10e shall be used when completion of any pending significant contracting office action extends more than 3 months beyond the date shown in Item 9d.
1804.804-5 Detailed procedures for closing out contract files.
(a) When the contracting office retains contract administration (excluding small purchases), the contracting officer shall comply with FAR 4.804-5(a) by completing NASA Form 1612, Contract Closeout Checklist, and DD Form 1593, Contract Administration Completion Record. To comply with FAR 4.804-5(b), the contracting officer shall complete NASA Form 1611, Contract Completion Statement.
(b) For small purchase files, the contracting officer shall file signed statements that all contract actions are complete.
1804.805 Storage, handling, and disposal of contract files.
See NHB 1441.1, NASA Records Disposition Handbook.
1804.805-70 Review, separation, and retirement of contract files.
(a) Review of contract case and cross reference locator files. Upon determination of contract completion under the procedures outlined in 1804.804, each office shall review all files pertaining to the individual contract, as follows:
(1) Duplicate or working contract case file. Remove any original or official file copies of documents and place them in the appropriate official file; destroy immediately any remaining material or segregate and mark it for early disposal.
(2) Official contract case file. Remove the folders for completed contracts from the active file series, mark each folder or folder tab with "Completed (Date)", and place the folder in a completed (inactive) contract file series. Separate series should be established for contracts of $25,000 or less and for contracts of more than $25,000, to facilitate later disposal.
(3) Cross reference/locator files.w Remove any contract cross-reference data forms relating to the completed contract, mark each folder with "Completed (Date)", and place each folder in a completed (inactive) cross-reference/locator file series for later disposal.
(b) Review of contractor "general" files. Each office shall review contractor "general" files at least once annually and remove documents that --
(1) Are obsolete or superseded documents relating generally to the contractor (e.g., documents no longer pertinent to any aspect of a contractor's current or future capability, performance, or programs, and documents relating to a contractor that is no longer a possible source of supplies, services, or technical assistance) and dispose of the documents as authorized in 1804.805; or
(2) Pertain only to completed contracts. Place those files that are not routine in nature in inactive files for later disposal, and immediately dispose of routine documents as authorized in NHB 1441.1, NASA Records Disposition Handbook.