SUBCONTRACT DOCUMENTATION Sample Clauses

SUBCONTRACT DOCUMENTATION. For purposes of Government auditing, the SM shall establish and maintain an individual file for each subcontract, which may be in electronic format. The file shall be identified with a sequential number for tracking. The file shall be adequately documented to establish the propriety of the transaction and the price paid, and that the SM complied with its commercial purchasing procedures. The subcontract file shall contain the following, as a minimum: · Copy of TO(s), with adequate funding authorized for this purpose · Subcontract, including clearly defined requirements (see Section 3.7) · Copy of all modifications to the subcontract · Documentation of competition obtained for purchases of supplies >$3,000 and services >$2,500 or, in the absence of competition, proper justification for not competing the requirement. · Documentation of purchase decision, evidencing that the price paid was fair and reasonable and the subcontractor selected represented the best value to the government · Documentation of negotiations (if conducted), including explanation of variance between proposed and negotiated subcontract prices · Proper approvals, including SM internal approvals in accordance with commercial procedures and MARAD specification, solicitation, and award approvals · Documentation of inspection and acceptance · Documentation of payment in accordance with subcontract terms · Copy of ACO direction to use Government source of supply (i.e., GSA) or approval of unique terms and conditions (i.e., insurance, bonds, demurrage, progress payment) · Documentation of rationale for not using directed sources (i.e., fuel) · Closeout documentation, including final invoice payment marked as such. Documentation may be maintained in separate files/systems where logical (e.g., documentation of payment in electronic accounting system), provided that the individual subcontract file indicates where the documentation is located and it is available for Government review at the SMGR corporate facility.
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Related to SUBCONTRACT DOCUMENTATION

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