HHS CONTRACT CLOSEOUT GUIDE

May 2012

Issued by:

• Office of the Assistant Secretary for Financial Resources
• Office of Grants and Acquisition Policy and Accountability
• Division of Acquisition

The HHS Contract Closeout Guide provides standard procedures for closing HHS contracts and orders.

Table of Contents

Chapter 1 – Introduction

1.  Purpose
2.  Importance of Closeout
3.  Authorities and references
4. Applicability
5. Abbreviations and acronyms

Chapter 2 – Closeout:  An Overview

1. Closed Contract
2. Responsibilities
3. Strategies to facilitate timely and effective contract closeout
4. FAR/HHSAR closeout time standards
5. HHS closeout performance metrics
6. Record retention

Chapter 3  – Closeout Procedures

1. Simplified Procedures
2. Standard procedures
3. Closeout procedures unique to Cost Reimbursement contracts
4. Quick closeout of cost-reimbursement contracts
5. Closing task and delivery orders
6. Actions to take in the event that the contractor is no longer a viable entity

ATTACHMENTS AND ENCLOSURES TO ATTACHMENTS

Attachment1: Abbreviations and Acronyms

Attachment 2:  Contracting Officer´s Representative (COR) Certification of Contract Completion – Template and Instructions

Attachment 3:   Contracting Officer´s Completion/Expiration Letter – Template and Instructions

Enclosure 1:  Contractor´s Certification – General Provisions – Template and Instructions

Enclosure 2:  Contractor´s Release of Claims and/or Assignment of Refunds, Rebates, Credits, and Other Amounts – Template and Instructions

Attachment 4:   Contracting Officer´s Contract Completion Statement and Certification – Template and Instructions

Attachment 5:   Decrement Factor – Template and Instructions

Attachment 6:   Advance Agreement – Template and Instructions

Download version (doc)

Also see, HHS Acquisition Policies and Guidance