Attachment 6 - Plans for Filing.pdf
PDF 14 KB Posted
- Attached to
- Hurlburt Field Integrated Base Defense Security System (IBDSS) IDIQ Federal contract opportunity
- Solicitation number
- FA441726R0005
About this file
This document is an attachment outlining the plan and procedures for managing source selection documents throughout an Air Force acquisition process in compliance with AFI 63-138, DoD Source Selection Procedures, and FAR Parts 3 and 15.
All source selection documents—including evaluation notices, proposals, score sheets, briefings, and decision documentation—must be filed in a centralized, access-controlled digital repository designated by the Services Acquisition Decision Authority (SADA), with physical documents stored in locked, access-controlled locations managed by the Source Selection Evaluation Board (SSEB) support staff. Source selection information is classified as Controlled Unclassified Information (CUI) and must be marked in accordance with DoDI 5200.48 and AFMAN 16-1401. All personnel with access must sign a Source Selection Non-Disclosure Agreement and receive training on safeguarding sensitive information. Access is limited to authorized personnel with demonstrated need-to-know, and emails transmitting source selection materials must use DoD-approved encryption methods with transmittal outside secure systems prohibited. Working documents are version-controlled and stored in the Knowledge Transfer File Share (KTFS) system with outdated versions clearly marked and archived. Source selection records must be retained for a minimum of six years after final contract closeout unless extended by legal or policy requirements, with retention responsibility falling to the Procuring Contracting Officer (PCO) or designated records custodian. Sensitive materials identified for destruction must be destroyed using CUI-approved methods such as cross-cut shredding or DoD-approved digital data destruction. Responsibilities are assigned to the SADA for overall compliance authority, the PCO as custodian of contract files, the SSEB Chair for maintaining control over evaluation documentation, and the Security Manager for providing guidance on classification and handling. All actions under this plan are subject to internal and external audits, with non-compliance potentially resulting in administrative, contractual, or legal consequences.
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Text version
Attachment 6
Attachment 6
Plan and Procedures for Filing, Protection, Handling Maintenance, Retention, and Disposition of Source Selection Documents
Purpose
This attachment outlines the procedures for managing source selection documents throughout the acquisition process to ensure compliance with Air Force Instruction (AFI) 63-138, DoD Source Selection
Procedures, and Federal Acquisition Regulation (FAR) Part 3 and Part 15.
Filing and Document Control
All source selection documents (including evaluation notices, proposals, score sheets, briefings, and decision documentation) will be filed in a centralized, access-controlled digital repository designated by the Services Acquisition Decision Authority (SADA). Physical documents will be stored in a locked, access-controlled location managed by the Source Selection Evaluation Board (SSEB) support staff.
Protection and Handling of Sensitive Information
Source selection information is Controlled Unclassified Information (CUI) and will be marked in accordance with DoDI 5200.48 and AFMAN 16-1401. All personnel involved must sign a Source
Selection Non-Disclosure Agreement (NDA) and receive training on safeguarding source selection sensitive information. Only authorized personnel with a demonstrated need-to-know will be granted access to source selection materials. Emails transmitting source selection materials must be encrypted using DoD-approved methods. Transmittal outside of secure systems is prohibited.
Maintenance and Version Control
Working documents will be version-controlled and stored in a restricted-access electronic environment, the Knowledge Transfer File Share (KTFS) system. The SST will ensure that outdated versions are clearly marked and archived to avoid confusion or accidental misuse.
Retention Schedule
In accordance with DoD and Air Force records retention schedules, source selection records will be retained for a minimum of six years after final contract closeout unless extended by legal or policy requirements. Retention responsibility post-award falls to the Procuring Contracting Officer (PCO) or the designated records custodian.
Disposition of Documents
Sensitive materials identified for destruction will be destroyed using methods approved for Controlled
Unclassified Information (CUI), such as cross-cut shredding or DoD-approved digital data destruction.
Responsibilities
SADA: Overall authority for document management compliance.
PCO: Custodian of contract files and responsible for proper archiving and disposition.
SSEB Chair: Maintains control over evaluation documentation and ensures version integrity.
Security Manager: Provides guidance on classification, handling, and destruction.
Compliance and Audit Readiness
All actions under this plan are subject to internal and external audits. Failure to comply with this plan may result in administrative, contractual, or legal consequences.
File details come from the government source that posted it. Updated .