Solicitation Attachment 6 - Plans for Filing.pdf

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 The SST will ensure that outdated versions are clearly marked and archived to avoid confusion or accidental misuse.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.