(f)-90
(a) Simplified Acquisitions, Auto IDPOs, Bilateral Purchase Order, and Delivery Orders (regardless of dollar value)
1. The Electronic Contract Folder (ECF) shall be the official repository of record for simplified acquisitions (including commercial acquisitions using the procedures outlined in FAR 13.5), AutoIDPOs, bilateral purchase order, and delivery orders (regardless of dollar value).
2. Any documents not automatically inserted into the ECF through EBS processing, must be scanned and imported into the appropriate folder in the ECF. Bilateral purchase orders or purchase orders with offline documentation must be scanned into the ECF using the designated Document Identification Description (for example, scanned DO/PO). If manual scanning of acquisition documents is needed, all required documents must be scanned and imported into the ECF within ten business days from the date of award. A list of documents that are automatically fed to the ECF can be found on EBS Online Help under the Procurement Job Aid titled “EBS ECF Automated Feeds.” Instructions for scanning documents into the ECF can be found on EBS Online Help under the Procurement Job Aid titled “ECF User Manual.”
3. The Contracting Officer is responsible for ensuring that the ECF contains all the required documents, even if someone other than the Contracting Officer scans and posts the documents into the ECF.
(b) Large Acquisitions, Long-Term-Contracts (LTC), and Basic Ordering Agreements (BOA)
1. For other acquisitions, including large purchases (acquisitions over the simplified acquisition threshold or FAR 13.5 threshold), LTCs, and BOAs, the ECF shall be the secondary repository of contract information. The hard copy file remains the official file of record.
2. For the acquisitions listed at DLAD 4.8-2, at a minimum the following acquisition documents must be scanned and placed in the ECF in the appropriate location:
- Solicitation
- DD 2579
- Acquisition Plan
- Amendments
- Pre-Negotiation Briefing Memorandum
- Price Negotiation Memorandum
- Final abstract
- Copy of the Signed Contract
- Contract Modifications
(c) Contract Modifications
1. Modifications processed in the DLA Post-Award Contracting System (DPACS) will automatically be fed into the ECF, unless the Offline Documentation or Bilateral Modification block has been checked on the DPACS Prepare Modification screen (see 3b).
2. Modifications prepared outside DPACS must to be scanned into the ECF and assigned a description that matches the modification number of the document being imported.
(d) Sensitive Information and Processing Guidance
1. The scanning and posting of contractor bid or proposal information, source selection information, procurement sensitive or proprietary information into the ECF shall occur after contract award only and only those individuals identified at DLAD 3.104-4 are allowed to view this information. Once this information is scanned, the Contracting Officer is responsible for importing these documents to the appropriate folder in the ECF. The sensitive, proprietary or source selection information shall be processed in accordance with normal procedures for handling this category of information.
2. Oversized documents, such as drawings, that cannot be scanned into the ECF will be maintained as a hard copy. A reference statement or pointer will be added to the ECF by the acquisition specialist notifying authorized users of the location of hardcopy documents.
3. Cancelled purchase requests and other documents, such as no bids or part number information, may be scanned into the ECF for future reference.
4. Documents associated with any Contracting Officer or Agency protests received in the course of the acquisition must be scanned and imported into the ECF.
