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Contract File Management

STANDARD OPERATING PROCEDURE: TC-17-CS4-001

TO: GSA TTS, Office of Acquisition
FROM: Esther Praske
Acting Director, GSA TTS OA
DATE: Iterated on November 21, 2018
SUBJECT: Standard Operating Procedure (SOP) for GSA TTS OA Contract File Management


TTS OA aims to redefine the culture of government acquisition of information technology by bringing agile practices to government procurement and related service level policy. One of the principles of agile is to enable change management in a way that promotes continuous improvement. In keeping with this principle, this SOP is subject to change to keep TTS procurement practices current, applicable and in compliance at the Federal, Agency and Service levels. TTS OA will accomplish this by soliciting feedback in quarterly iterations and updating this SOP accordingly.

1.0 Purpose: The purpose of SOP TC-17-CS4-001 is to establish uniform requirements for TTS OA official contract file content, organization, and storage, while supplementing existing Federal Acquisition Regulation (FAR Subpart 4.8) and General Services Administration Acquisition Manual (GSAM Subpart 504.8).

2.0 Applicability: This SOP applies only to TTS OA procurement actions over the micro-purchase threshold (see Federal Acquisition Regulation [FAR] Subpart 2.101) that will be executed by warranted TTS OA Contracting Officers (COs). This SOP does not apply to any working files.

3.0 Instructions and Procedures: TTS OA employees are required to apply the contract file documentation requirements:

4.0 Security: The General Services Administration’s (GSA) application of Google Drive has been approved at the FISMA moderate security level by the GSA Chief Information Officer (CIO). Google Drive thereby has the requisite security protocols for storing agency and service level contract data and information when information stored there is shared properly per GSA guidelines and training provided to users.