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A & E Acquisition Checklist – Administration and Closeout

Prescribed by HHSAR 304.803-70 Current as of May 8, 2009

Contract number: _________________
Contractor name: ___________________________
Award date: ______________
Performance period: ____________________________

For modifications (Tab C), file each modification by its own numbered tab – e.g., modification #1, #2, etc., and include for each the applicable information cited in the sub-tabs.

Tab A – Administration

__ Postaward letter/conference (FAR 42.503)
__ Authorization to use Government supply sources (FAR 51.102)
__ Claims documentation (FAR 33.2)
__ Suspension of work/stop-work orders/delays (FAR Subpart 42.13)
__ Value engineering change proposal and documentation (FAR Part 48)
__ Freedom of Information Act requests (FAR 24.2; HHSAR 324.202)
__ Subcontracting plan monitoring (FAR 19.705-6)
__ Novation or change of name agreement (FAR Subpart 42.12)
__ Site visit reports
__ Contractor performance evaluations (FAR 36.604)
__ Miscellaneous correspondence and documentation
__ Other

Tab B – Invoices and Other Financial Information

__ Invoices
__ CO authorizations (COAs)
__ Contractor notification of overrun/underrun [FAR 42.302(a)(15)]
__ Notice of intent to disallow or not recognize costs (FAR 42.801)
__ Contractor’s termination settlement invoice (FAR 49.112-2)
__ Financial reports/other financial information
__ Assignment of claims (FAR 32.8)
__ Other

Tab C – Modifications

Tab C-1 Planning Documentation for Modification

__ Acquisition Plan (AP) or other acquisition request document(s) (FAR 7.1; HHSAR 307.71)
__ Incremental funding – status of funds/progress (FAR 32.704)
__ Justification for Other than Full and Open Competition (JOFOC) (FAR Subpart 6.3; HHSAR 306.3)
__ Other

Tab C-2 Determinations and Clearances

__ Exercise of option (FAR 17.207)
__ Other

Tab C-3 Contractor Notification/Response

__ Modification letter/request to contractor
__ Notice of termination (FAR 49.102)
__ Amendment of termination notice (FAR 49.102)
__ Contractor’s response/technical/cost proposal (FAR 4.803)
__ Questions and responses (FAR 4.803)
__ Other

Tab C-4 Cost/Price Analysis and Negotiation

__ COTR’s technical review of contractor’s business proposal [FAR 15.404-1(e)]
__ Cost/price analysis [FAR 15.404-1(b) and (c)]
__ Prenegotiation objectives (FAR 15.406-1)
__ Summary of negotiations with cost/price spreadsheet (FAR 15.406-3; HHSAR 315.372)
__ Certificate of current cost and pricing data (FAR 15.406-2)
__ Termination settlement agreement (FAR 49.109)
__ CO’s termination settlement negotiation memorandum (FAR 49.110)
__ Other

Tab C-5 Other Modification Support Documentation, Funding, Clearances, and Transmittals

__ Requisition
__ Modification support documentation
__ Internal/other file review (HHSAR Subpart 304.71)
__ Data entry (FPDS/DCIS sheet) (FAR 4.602; HHSAR 304.602)
__ HHS Congressional liaison notification (HHSAR 305.303)
__ Modification transmittal letter
__ Original signed modification filed with basic contract in Tab A of Presolicitation to Award folder
__ Other Prescribed by HHSAR 304.803-70 Current as of May 8, 2009

Tab D – Closeout (FAR 4.804-5)

__ COTR certification/final receiving report
__ Expiration letter to contractor
__ Contractor’s completion invoice/voucher
__ Contractor’s royalty statement and patent report
__ Contractor’s patent and copyright infringement report
__ Final indirect cost rate agreement
__ Field audit/desk audit and reconciliation
__ Contractor’s final invoice/voucher and subcontract settlement statement
__ Contractor’s assignment of refunds, rebates and credits, and other amounts
__ Contractor’s release form
__ Past performance – final [FAR Subpart 36.604; HHSAR 342.7002(c)(2)(iv)]
__ Electronic Subcontracting Reporting system (eSRS) record of compliance
__ CO’s final certification/completion statement
__ Data entry (FPDS/DCIS sheet) (FAR 4.602; HHSAR 304.602)
__ Other

 


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