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A & E Acquisition Checklist – Pre-solicitation to Award

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

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

Tab A – Award Documents

__ Signed original contract
__ Signed original modifications

Tab B – Pre-announcement

__ Acquisition Plan (AP) or other acquisition request document(s) (FAR 7.1; HHSAR 307.71)
__ HHS Small Business Review form (FAR 19.501; HHSAR 319.501)
__ Request for Information (RFI) [FAR 15.201; HHSAR 315.201(e)]
__ Sources Sought Notice (FedBizOpps) (FAR 5.205; HHSAR 310.001; 319.202-2)
__ Other

Tab C – Determinations, Clearances, and other Documentation

__ Use and evaluation of options (FAR 17.205; 17.206)
__ Determination to use a Time & Materials or Labor Hour contract [FAR 12.207(b); 16.601(d)]
__ Project Officer certification of training (HHSAR 301.606)
__ Contract type selection documentation [FAR 16.102(d)]
__ Other

Tab D – Public Announcement

__ Public announcement synopsis (FedBizOpps) (FAR 5.102; 36.601-1)
__ Pre-proposal conference documentation (FAR 15.201)
__ Combined synopsis/solicitation (FAR 12.603)
__ Correspondence/questions/responses (FAR 15.201)
__ Announcement/solicitation amendments (FAR 15.206)
__ List of responses received
__ Record of late proposal(s) and notification letter(s) (FAR 15.208)
__ Excluded Parties List System (FAR 9.404)
__ Other

Tab E – Evaluation

__ Pre-selection board agenda/roster (FAR 36.602-2)
__ Evaluation board agenda/roster (FAR 36.602-2)
__ Signed evaluation board score sheets (FAR 36.602-3)
__ Evaluation board discussion/oral presentation phase documentation (FAR 36.602-3)
__ Evaluation board selection report (FAR 36.602-3)
__ Selection authority decision (FAR 36.602-4)
__ Evaluation board/board chairperson evaluation and selection documentation/report (FAR 36.602-5) for actions of $100,000 or less
__ Notice regarding firm selected for negotiation (FAR 36.607)
__ Conflict of interest/confidentiality forms for reviewers (FAR 3.104; HHSAR 303.104; 315.305)
__ Responsibility/non-responsibility - determination (FAR 9.105-2)
__ Other

Tab F – Successful Offeror’s Proposal

__ Original SF-330 Part I; copy of Part II; and proposal (FAR 4.803)
__ Representations and certifications, if not part of the proposal (FAR Subpart 4.12)
__ Negotiation questions and responses (FAR 4.803)
__ Other

Tab G – Pre-negotiation, Negotiation, and Cost/Price Analysis

__ Solicitation for successful offeror (FAR 36.606)
__ Offeror’s final proposal revision (FAR 36.606)
__ Pre-negotiation objectives (FAR 15.406-1)
__ Structured fee calculation (FAR 15.404-4; HHSAR 315.404)
__ Cost realism analysis [FAR 15.404-1(d)]
__ Project Officer’s technical review of contractor’s business proposal [FAR 15.404-1(e)]
__ Cost/price analysis [FAR 15.404-1(b) and (c)]
__ Indirect cost rate agreement (FAR 42.703)
__ Certificate of current cost or pricing data (FAR 15.406-2)
__ Summary of negotiations with cost/price spreadsheet (FAR 15.406-3; HHSAR 315.372)
__ Other

Tab H – Pre-award Documentation, Funding, and Clearances

__ Requisition
__ Small business subcontracting plan (FAR 19.702)
__ Internal/other file review (HHSAR Subpart 304.71)
__ Legal review
__ Excluded Parties List System (FAR 9.404)
__ Equal employment opportunity compliance clearance (FAR 22.805)
__ Foreign acquisition clearance (FAR Part 25)
__ Central Contractor Registration (CCR) verification https://www.sam.gov/portal/public/SAM/##11 (FAR 4.1100)
__ Data Entry (FPDS/DCIS sheet) (FAR 4.602; HHSAR 304.602
__ Other

Tab I Notices, Reports, Debriefings, and Protests

__ Award notification – small business subcontracting plan (FAR 19.705-6)
__ Release of award information (FAR 36.607; 5.401)
__ Debriefing documentation (FAR 36.607)
__ HHS congressional liaison notification (HHSAR 305.303)
__ COTR certification of training (HHSAR 301.604)
__ COTR designation memorandum (HHSAR 301.605)
__ Contract transmittal/award notification letter(s)
__ Protest documentation (FAR 33.103; 33.104; 19.302; 19.305)
__ Other

 


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