GSA FSS Order/Task Order Checklist – Administration and Closeout
Prescribed by HHSAR 304.803-70 Current as of May 8, 2009
GSA FSS Contract number: _________________
Delivery/task order or BPA number: _______________________
Performance period: ____________________________
Award date: ______________
Contractor name: ___________________________
Use this checklist for the administration and closeout of delivery and task orders against GSA FSS contracts exceeding the micro-purchase threshold. File completed/received reports and deliverables under the appropriate sub-tab in Tab C. If a report or other document is filed other than in the order file, indicate its location under Tab C. For modifications (Tab D), 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. (NOTE: This checklist does not apply to BPAs that are established. See FAR 8.405-3(d) for procedures regarding the review and administration of BPAs.)
Tab A – Administration
__ Stop-work orders (FAR Subpart 42.13)
__ Freedom of Information Act requests (FAR 24.2; HHSAR 324.202)
__ Property administration (FAR Part 45)
__ Annual evaluations of contractor performance (FAR Subpart 42.15; HHSAR 342.7002)
__ Miscellaneous correspondence and documentation
__ Other
Tab B – Invoices and Other Financial Information
__ Invoices
__ Disputes clause appeals (FAR 12.403)
__ Contractor’s termination settlement documentation (FAR 12.403; Part 49)
__ Financial reports/other financial information
__ Other
Tab C – Reports and Deliverables
Tab C-1 Reports
Technical and progress reports
Receiving, inspection, and acceptance reports (FAR 8.406-2)
COTR receipt, acceptance, comments
Other
Tab C-2 Deliverables and Other Reports
Deliverables
COTR receipt, acceptance, comments
Other
Tab D – Modifications
Tab D-1 Planning Documentation for Modification
__ Acquisition request document(s)
__ Limited Source Justification (LSJ) (FAR 8.405-6; HHSAR 308.405-6)
__ Other
Tab D-2 Determinations and Clearances
__ Exercise of option (FAR 17.207)
__ Paperwork Reduction Act: OMB clearance (HHSAR 352.270-7)
__ Printing (FAR 8.8)
__ Other
Tab D-3 Contractor Notification/Response
__ Modification letter/request to contractor
__ Contractor’s technical/price response (FAR 4.803)
__ Questions and responses (FAR 4.803)
__ Notice of termination (FAR 12.403; Part 49)
__ Other
Tab D-4 Other Modification Support Documentation, Funding, Clearances, and Transmittals
__ CO/COTR analysis of contractor’s technical/price response
__ Termination settlement agreement (FAR 12.403; Part 49)
__ Funding document (e.g., requisition)
__ Modification support documentation
__ Internal/other file review
__ Data entry (FPDS/DCIS sheet) (FAR 4.602; HHSAR 304.602)
__ Modification transmittal letter
__ Other
Tab D-5 Modification Document
__ Signed original modification
Tab E – Closeout (FAR 4.804-5)
__ Expiration letter to contractor
__ Contractor’s final payment invoice
__ Contractor’s release form
__ COTR certification/final receiving report
__ CO’s final certification/completion statement
__ Data entry (FPDS/DCIS sheet) (FAR 4.602; HHSAR 304.602)
__ Other
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