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Sealed Bid Acquisition Checklist – Administration and Closeout

   

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

Contract: _________________

Contractor name: ___________________________

Award date: ______________

Performance period: ____________________________

 

File completed/received reports and other applicable information under the appropriate sub-tab in Tab C. If a report or other document is filed other than in the contract 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

Tab A – Administration

__ Pre-construction letter/conference (FAR 36.212)

__ Post-award letter/conference (FAR 42.503)

__ Mistakes after award (FAR 14.407-4)

__ Suspension of work/stop-work orders/delays (FAR Subpart 42.13)

__ Claims documentation (FAR 33.2)

__ 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

__ Contractor’s termination settlement invoice (FAR 49.112-2)

__ Other financial payment information

__ Assignment of claims (FAR 32.8)

__ Other

 

Tab C – Reports and Deliverables

Tab C-1 Reports

Technical/progress/receiving reports

COTR receipt, acceptance, comments

Other

 

Tab C-2 Deliverables other than Reports

Deliverables/drawings

COTR receipt, acceptance, comments

Other

 

Tab D – Modifications

Tab D-1 Planning Documentation for Modification

__ 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 Subpart 6.3; HHSAR

__ Other

 

Tab D-2 Determinations and Clearances

__ Exercise of option (FAR 17.207)

__ Printing (FAR 8.8)

__ Other

 

Tab D-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/proposal (FAR 4.803)

__ Questions and responses (FAR 4.803)

__ Other

 

Tab D-4 Price Analysis

__ COTR’s technical review of contractor’s business proposal [FAR 15.404-1(e)]

__ Price analysis (FAR 15.404-1)

__ Pre-negotiation 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 D-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

 

Tab E – Closeout (FAR 4.804-5)

__ COTR certification/final receiving report

__ Expiration letter to contractor

__ Contractor’s final invoice

__ Contractor’s royalty statement and patent report

__ Contractor’s patent and copyright infringement report

__ Past performance – final [FAR Subpart 36.201; 42.15; 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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