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Documentation

18.0 DOCUMENTATION

18.1 Required Records. The Agency must maintain records sufficient to detail thesignificant history of each procurement action. These records shall include, but shall not necessarily be limited to, the following:

18.1.1 Rationale for the method of procurement (if not self-evident).
18.1.2 Rationale of contract pricing arrangement (also if not self-evident).
18.1.3 Reason for accepting or rejecting the bids or offers.
18.1.4 Basis for the contract price (as prescribed in this handbook).
18.1.5 A copy of the contract documents awarded or issued and signed by the Contracting Officer.
18.1.6 Basis for contract modifications; and
18.1.7 Related contract administration actions.

18.2 Level of Documentation. The level of documentation should be commensurate with the value of the procurement.

18.3 Record Retention. Records are to be retained for a period of three years after final payment and all matters pertaining to the contract are closed.