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Negotiated Acquisition Checklist – Pre-solicitation to Award

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

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

Tab A – Award Documents

__ Signed original contract
__ Signed original modifications

Tab B – Pre-solicitation

__ Project concept clearance/research initiative
__ Acquisition Plan (AP) or other acquisition request document(s) (FAR 7.1; HHSAR 307.71)
__ Justification for Other Than Full and Open Competition (JOFOC) (FAR 6.3; HHSAR 306.3); Limited Source Justification (LSJ) (FAR 8.405-6; HHSAR 308.405-6)
__ Unsolicited proposal documentation (FAR 15.6; HHSAR 315.6)
__ HHS Small Business Review form (FAR 19.501; HHSAR 319.501)
__ Documentation supporting 8(a) set-aside (FAR Subpart 19.8)
__ Request for Information (RFI) [FAR 15.201; HHSAR 315.201(e)]
__ Sources Sought Notice (FedBizOpps) (FAR 5.205; HHSAR 310.001; 319.202-2)
__ Draft solicitation issued for comment [FAR 15.201(c)(6)]
__ Presolicitation notice of RFP availability (FedBizOpps) (FAR 5.102; 36.204)
__ Other

Tab C – Determinations and Pre-solicitation Clearances

__ Use and evaluation of options (FAR 17.205; 17.206)
__ Project Officer certification of training (HHSAR 301.606)
__ Non-personal services [FAR 37.103(a)(3)]
__ Use of Government-furnished property, equipment, or information (FAR Subpart 45.3)
__ Determination to use letter contract (FAR 16.603-3; HHSAR 316.603-3) or other contract type [FAR 16.102(d)]
__ Determination to use a Time & Materials or Labor Hour contract [FAR 12.207(b); 16.601(d)]
__ Paperwork Reduction Act: OMB clearance (HHSAR 352.270-7) or clinical exemption documentation
__ Advisory and assistance services for evaluation of proposals (FAR 37.203(d); 37.204; HHSAR 315.305)
__ Public affairs services (HHS Public Affairs Management Manual, 1986)
__ Information technology (IT) clearance (FAR 7.103; Part 39)
__ Wage rate determination (FAR 22.1000)
__ Printing (FAR 8.8)
__ Other

Tab D – Solicitation

__ Pre-proposal conference documentation (FAR 15.201)
__ Solicitation document (RFP/RFQ) (FAR15.203) or electronic solicitation location information
__ Solicitation correspondence/questions/ responses (FAR 15.201)
__ Solicitation amendments (FAR 15.206)
__ Potential offeror intent to respond replies (FAR 15.204)
__ List of proposals received
__ Record of late proposal(s) and notification letter(s) (FAR 15.208)
__ Excluded Parties List System (FAR 9.404)
__ Other

Tab E – Technical Evaluation

__ Withdrawal of proposal(s) (FAR 15.208)
__ Peer review/technical evaluation panel agenda/roster (FAR 15.305; HHSAR 315.305)
__ Signed technical evaluation score sheets (except when peer review is required by statute) (FAR 15.305; HHSAR 315.305)
__ Technical evaluation report (FAR 15.305; HHSAR 315.305)
__ Conflict of interest/confidentiality forms for reviewers (FAR 3.104; HHSAR 303.104; 315.305)
__ Other

Tab F – Competitive Range/Source Selection

__ Exchanges with offerors (FAR 15.306)
__ Competitive range determination [FAR 15.306(c)]
__ Preaward notice of exclusion from competitive range [FAR 15.503(a)]
__ Negotiation questions and responses (other than with successful offeror (FAR 4.803)
__ Request for final proposal revision (FAR 15.307; HHSAR 315.307)
__ Preaward survey/site visit report (FAR 4.803)
__ Signed final technical evaluation score sheets (except when peer review is required by statute) and report [FAR 15.305; HHSAR 315.307)]
__ Conflict of interest/confidentiality forms for reviewers involved in source selection (FAR 3.104; HHSAR 303.104; 315.305)
__ Past performance/small disadvantaged business target evaluation [FAR 15.305; HHSAR 315.305)]
__ Source selection determination (FAR 15.308)
__ Determination of contractor’s non-responsibility (FAR 9.105-2)/SBA small business certificate of competency (FAR 9.105-2; Subpart 19.6)
__ Other

Tab G – Successful Proposal

__ Original technical and cost/price proposal (FAR 4.803)
__ Representations and certifications (if not part of the business proposal) (FAR Subpart 4.12; 15.204-5)
__ Negotiation questions and responses (FAR 4.803)
__ Final proposal revision (FAR 15.307)
__ Other

Tab H – Cost/Price Analysis

__ 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)]
__ Field pricing report (FAR 15.404-2)
__ Indirect cost rate agreement (FAR 42.703)
__ Certificate of current cost or pricing data (FAR 15.406-2)
__ Structured fee calculation (FAR 15.404-4; HHSAR 315.404)
__ Cost realism analysis [FAR 15.404-1(d)]
__ Other

Tab I - Pre-negotiation and Negotiation

__ Pre-negotiation objectives (FAR 15.406-1)
__ Summary of negotiations with cost/price spreadsheet (FAR 15.406-3; HHSAR 315.372)
__ Other

Tab J – Pre-award Documentation, Funding and Clearances

__ Requisition
__ Small business subcontracting plan (FAR 19.702)
__ Pre-contract costs documentation (FAR 31.205-32)
__ 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)
__ Contracts with Federal employees (FAR 3.6; HHSAR 303.6)
__ Foreign acquisition clearance (FAR Part 25.)
__ Human subjects assurance (45 CFR Part 46 Subpart A; HHSAR Subpart 370.3)
__ Animal welfare assurance (HHSAR Subpart 370.4)
__ Bid guarantee (FAR 28.101)
__ Performance and payment bond/insurance certificate (FAR Subpart 28.1)
__ Central Contractor Registration (CCR) verification https://www.sam.gov/portal/public/SAM/ (FAR 4.1100)
__ Data entry (FPDS/DCIS sheet) (FAR 4.602; HHSAR 304.602)
__ Other

Tab K - Notices, Reports, Debriefings, and Protests

__ FedBizOpps award synopsis (FAR 5.301)
__ Award notification – small business subcontracting plan (FAR 19.705-6)
__ Award notification letter(s) to unsuccessful offeror(s) (FAR 15.503)
__ HHS congressional liaison notification (HHSAR 305.303)
__ Debriefing documentation (preward and/or postaward) (FAR 15.505; 15.506)
__ COTR certification of training (HHSAR 301.604)
__ COTR designation memorandum (HHSAR 301.605)
__ Contract transmittal letter(s)
__ Protest documentation (FAR 33.103 and 33.104; FAR 19.302 and 19.305)
__ Other

 


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