Contract Files are either solicitations (till awarded) or awards. In CLM, a Contract File is a view that enables you to see the information related to an acquisition from a single location. The view contains the links to all the transaction documents associated with the acquisition and the transaction documents are placed in a logically ordered outline. You can click on a solicitation or award number, for example, to drill down to and view the document details. Thus the entire procurement flow from Planning to Payments for an acquisition is captured as a view in the Contract File.
Contract Files may be award based or solicitation based. If a solicitation has been created, and not awarded yet, the Contract File is solicitation based. If the solicitation has been awarded, the Contract File is award based. The Contract File number (ID) is taken from the solicitation number or award number, depending on whether the Contract File is solicitation based or award based.
Using the appropriate Sourcing responsibility, navigate to Sourcing > Contract File. The Contract File Search page displays, with a list of fields that you can use as search criteria for retrieving Contract Files. If you wish to add some more search criteria fields (such as Award Administrator, Contracting Officer, Issuing Office, Purchase Request Number, etc), select the field(s) from the Add Another LOV and click Add. The new search criteria field will be added to the list of fields already on the page. Enter a value for the search criteria field and then click Go. The contract files are displayed in the search results region below the search criteria fields.
Note: You can save your most frequently used searches as Views that you can use multiple times. Click Save Search to open the Create View page and specify your view related fields.
Some pre-defined views that are available in the Contract File Search page are:
My Contract Files
My Closed Out Contract Files
My Canceled Solicitation Contract Files
My Awarded Contract Files
My Published Contract Files
My Draft Contract Files
Click a Contract File Number link to open a contract file in outline view. The View Contract File page displays. The left pane of the page displays the outline of the contract file. The right pane of the page displays the actual document information that you have clicked on. For example, if you clicked a solicitation in the left pane, the solicitation information displays in the right pane. In the right pane, click the Document Number link to drill down to see the document details, or click the View PDF link to view the document's pdf file.
Using the appropriate Sourcing responsibility, open a draft solicitation. Click the View Contract File button in the draft solicitation page to open the View Contract File page. If you select an amendment document to open, the associated solicitation is displayed as the Contract File. To view the contract file for a published solicitation, select View Contract File from the Actions LOV that displays when you open a published solicitation. The left pane of the page displays all the related milestones and documents of that particular acquisition cycle. The right pane displays the solicitation information along with the document number link. Click the document number link to drill down to the solicitation details or click the Return to CLM document link at the bottom left of the page to return to the CLM document.
The Small Business Coordination Record region displays the control number of the DD-2579 and the status of the Small Business Coordination Record. Click the control number link to open the Small Business Coordination Record page in view mode. This region is displayed when a Small Business Coordination Record is associated to an award modification, an IDV with Lines modification, an IDV without Lines modification, a solicitation. Click on any of the above document number links and the Small Business Coordination Record region appears in the right pane, provided there is a CLM document and DD-2579 association.
The default structure of a contract file is outlined below. The contract file structure encompasses the entire procure to pay document set for a particular acquisition:
Planning
Acquisition Plan Summary
Requirements (not visible for IDVs)
Purchase Request
PR Amendment
Workload Assignments
Sourcing
Solicitation (including rounds)
Offer
Solicitation Amendment (including rounds)
Award / IDV (not visible for solicitations)
Base Award / IDV
Referenced IDV / Award
Award / IDV Administration (not visible for solicitations)
Conformed Award / IDV
Post Award Requests
Modification
Receipts (only for Awards)
Invoices (only for Awards)
Payments (only for Awards)
The Attachments region is available for all CLM documents and it displays the attached file(s) information. Please note that only header level attachments are displayed in the contract file and other attachments (such as line level attachments) are not displayed.
The title of the attached file is a link that you can click to open the attachment. Click the Update (pencil) icon to make changes to the attachment. You can open, update or delete the attachment provided you have the appropriate security privileges.