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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