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June 2012

Issued by:

The HHS Contract Closeout Guide provides standard procedures for closing HHS contracts and orders.

Table of Contents

Chapter 1– Introduction

  1.  Purpose
  2.  Importance of Closeout
  3.  Authorities and references
  4. Applicability
  5. Abbreviations and acronyms

Chapter 2– Closeout:  An Overview

  1. Closed Contract
  2. Responsibilities
  3. Strategies to facilitate timely and effective contract closeout
  4. FAR/HHSAR closeout time standards
  5. HHS closeout performance metrics
  6. Record retention

Chapter 3  – Closeout Procedures

  1. Simplified Procedures
  2. Standard procedures
  3. Closeout procedures unique to Cost Reimbursement contracts
  4. Quick closeout of cost-reimbursement contracts
  5. Closing task and delivery orders
  6. Actions to take in the event that the contractor is no longer a viable entity


Attachment1: Abbreviations and Acronyms

Attachment 2:  Contracting Officer´s Representative (COR) Certification of Contract Completion – Template and Instructions

Attachment 3:   Contracting Officer´s Completion/Expiration Letter – Template and Instructions

Enclosure 1:  Contractor´s Certification – General Provisions – Template and Instructions

Enclosure 2:  Contractor´s Release of Claims and/or Assignment of Refunds, Rebates, Credits, and Other Amounts – Template and Instructions

Attachment 4:   Contracting Officer´s Contract Completion Statement and Certification – Template and Instructions

Attachment 5:   Decrement Factor – Template and Instructions

Attachment 6:   Advance Agreement – Template and Instructions

Download version (doc)

Also see, HHS Acquisition Policies and Guidance