POLICY AND OVERSIGHT DIVISION (POD ) February 2014. Documentation of Evaluation for Award. Overview. In FY 2013, POD performed Acquisition Management Reviews (AMR) of NOAA’s Acquisition and Grants Office (AGO). To assist the Acquisition Divisions (AD), POD has
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Documentation of Evaluation for Award
In FY 2013, POD performed Acquisition Management
Reviews (AMR) of NOAA’s Acquisition and Grants Office
(AGO). To assist the Acquisition Divisions (AD), POD has
developed training to address findings from the AMRs.
This training will identify negative trends found in AD
conduct and documentation of evaluation of offers
(a) The head of each office performing contracting, contract administration, or paying functions shall establish files containing the records of all contractual actions.
(b) The documentation in the files (see 4.803) shall be sufficient to constitute a complete history of the transaction for the purpose of—
(1) Providing a complete background as a basis for informed
decisions at each step in the acquisition process;
(2) Supporting actions taken;
(3) Providing information for reviews and investigations; and
(4) Furnishing essential facts in the event of litigation or
(c) The files to be established include . . . a file for each contract.
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:
. . .
(13) Source selection documentation.
. . .
(19) Cost or price analysis.
. . .
(21) Record of negotiation.
(FAR 15.3, FAR 15.4, CAM 1315.3)
(FAR 15.3) (Cont’d)
Agencies shall evaluate all proposals in accordance with 15.305(a), and, if discussions are to be conducted, establish the competitive range.
Inclusion of clear and complete documentation in contract files is essential to: