**Contract File Checklist Template**

Related SOP: [Distribution of Contract Awards, Modifications, and Task
Orders SOP](http://www.niaid.nih.gov/ncn/sop/contracts/distribution.htm)

April 28, 2005 (jlg)

# 

# TAB 1 -- REQUEST FOR CONTRACT/ACQUISITION PLAN -

**SYNOPSIS**

Concept Clearance/Roster/Research Initiative

DRAFT RFP (Posted on FedBizOpps to solicit

public comments prior to preparing RFC)

RFC/AP

Work Statement

Technical Evaluation Criteria

Independent Gov't Cost Est (IGCE)

Milestone Schedule

Source List

IT Security Certification of Adequacy

JOFOC

HHS-653 (Small Business Set-Aside Review Form)

Documentation 8(a) (Including SBA)

NIH/NIAID Presolicitation Review and Response

Sources Sought Notice (FedBizOpps) with PO Evaluation

RFP Available (FedBizOpps)

Other

**TAB 2 -- REQUEST FOR PROPOSAL (RFP)**

Preproposal Conference Documentation

RFP NIH-NIAID-\_\_\_\_\_\_-\_\_\_-\_\_\_

Notification of Sources

RFP Correspondence/Questions

RFP Amendments

Proposal Intent to Respond Sheets

E-mail Electronic RFP Information/Passwords Established

Other

**TAB 3 -- TECHNICAL EVALUATION**

NIH "Alert" Notification

TEG Agenda/Roster

TESS rating pages (w/ reviewer signature and cum scores)

Technical Evaluation Report (TER)

Conflict of Interest/Confidentiality

Other

## TAB 4 - COMPETITIVE RANGE

###  SOURCE SELECTION

Competitive Range Determination

Competitive Range In/Out Notification Letters

Technical/Cost Questions & Request for FPR

Site Visit Reports (if applicable)

Source Selection Score Sheets

Conflict of Interest/Confidentiality forms for Source Selection

Past Performance / SDB Target Evaluation

Source Selection Meeting Minutes

Source Selection Determination

Unsuccessful Proposal Listing (Form NIH-1295)

Subcontracting Plan Review Form

Other

**TAB 5 - SUCCESSFUL PROPOSAL**

Original Technical/ Cost Proposal

Representations and Certifications (Reviewed/Issues properly

addressed)

Response to Questions

Final Proposal Revision (FPR)

Certificate of Current Cost and Pricing Data

Other:

**TAB 6 - DETERMINATIONS AND FINDINGS**

#  CLEARANCES

GSA Supply Source

Individual Letter of Credit D&F

Non-Expendable Government Furnished Property (GFP)

Inclusion of Options

EEO (OFCCP) (over \$10 million)

OMB Clearance or Clinical Exemption

State Department Clearance (Foreign contracts / subcontracts)

Human Subjects (OHRP)

Animal Assurance (OLAW)

Project Officer Training date \_\_\_\_\_\_\_\_\_\_\_\_\_

Determination of Exceptional Circumstance (DEC)

Interagency agreement

IT Security Certification of Proposal Compliance

CCR Verification

List of Parties Excluded from Federal Procurement

**TAB 7 - COST ANALYSIS**

**FINANCIAL ADVISORY REPORT**

PO Technical Questionnaire (Form NIH-2497)

Cost Analysis Report

Other:

**TAB 8 - SUMMARY OF NEGOTIATIONS**

Indirect Rate Agreement

Structured Fee Calculation

Negotiation Narrative

DCIS Data Collection Sheet/ ADB/ Merlin

**TAB 9 --REQUISITION**

**REVIEWS (BOA and ECR)**

Electronic Requisition (Signed Original)

Precontract Cost Documentation

NIH/NIAID Board Comments and Response

Executive Contract Review (ECR) (Signed Original)

**TAB 10 - NOTICES/REPORTS/TRANSMITTALS/**

**DEBRIEFINGS/PROTESTS**

FedBizOpps Synopsis (Award)

Small Bus. Set-Aside Pre-Award Notification Letters

Award Letters to Unsuccessful Offerors

Congressional Liaison Notification (\$3M and over)

OAMP/NIH Notification (\$3M and over)

NIH Form 1688-1, Project Objectives w/ notification

Debriefing Documentation (Pre-Award & Post-Award)

Protest Letters

Contract Transmittal / Award Notification Letters

ACH Vendor Form (SF-3881) \[send to contractor with

transmittal letter to complete for electronic payment.\]

Project Officer Designation Memo