## Change Request Number: 03-22 Date Received: 11/26/02

**Title:** Contract Administration

# **Name:** Aileen Stafford

**Routing Symbol:** ASU-110

**Phone:** X79674

**Policy OR Guidance:** Guidance

**Summary of Change:** Revised Contract Files information. Add an
Appendix 9.

**Reason for Change:** In response to GAO/OIG Audit

**Development, Review, and/or Concurrence:** Reviewed by ASU-110 &
ASU-300

**Target Audience:** All Contract Personnel

**Potential Links within FAST for the Change:** N/A

#### Attachments: Language of change

### Briefing Planned: No

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|      |   | Issue Date (revision): April 2003 (rev 6)             |      |
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| *    | * |                                                       | 17   |
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+------+---+-------------------------------------------------------+------+

**A. CONTRACT ADMINISTRATION**

**1. Contract Management** ~(Revised\ 10/2002)~

a\. Contracts should be managed to insure that FAA receives a specific
product or service in a timely manner. In certain circumstances, a
modification of the contractual requirements, with or without
consideration from the contractor, may be in the best interest of FAA.
If such a situation arises, the Contracting Officer should document the
circumstances. If the Contracting Officer intends to substantially alter
the obligations of the parties without consideration, the Contracting
Officer should obtain the concurrence of legal counsel and the Chief of
the Contracting Office (COCO) prior to execution and document the files.

b\. The Appendix includes sample memoranda, letters, agreements, and
checklists that may be used to perform the contract administration
actions described in this section. The Contracting Officer may adapt the
samples to the needs of the specific situation. Use of Appendix Sample
9, Checklist for Contract Files is mandatory. This will aid the transfer
of contracts between contracting officers and contract specialists
regardless of geographical location. ~(Revised\ 10/2002)~

**2. Basic Responsibility for Contract Administration**

Contracting Officers are responsible for administering contracts covered
by the Acquisition Management System (AMS). This is accomplished through
a team effort with the program office, working through the Contracting
Officer's Technical Representative (COTR), Contracting Officer's
Representative (COR, or Resident Engineer (RE) and other integrated
product team (IPT) members, as necessary.

**3. Assignment of Contract Administration** ~(Revised\ 10/2002)~

a\. *Designating a Technical Representative.* The Contracting Officer
may designate an individual representative, such as COR, COTR, or RE, to
act as his/her technical representative to facilitate administration.
The Contracting Officer will designate his technical representative by
written memorandum describing the specific authorities and
responsibilities he/she is delegating to the representative. The
Contracting Officer should verify that the assigned technical
representative has adequate training at the time he/she is assigned to
the position's roles or will receive training within three months of
being assigned the roles. The Contracting Office should also, annually,
on the anniversary date of the relevant contract, obtain from the
individual validation that he/she has participated in adequate refresher
training during the year. The Contracting Officer should provide a
delegation memorandum to his/her technical representative at the time
the assignment is made or changed in any way. See Appendix Samples 1
through 5 for sample delegation memoranda and notification letters to
contractors. ~(Revised\ 09/2000)~

b\. A*uthority of the Technical Representative*. ~(Revised\ 10/2002)\
~

\(1\) *Authority*. The technical representative of the Contracting
Officer may assume the designated authorities upon completion of
adequate COR, COTR, or RE training or during a provisional period (not
to exceed three months from official assignment until completion of
adequate training). While performing as a technical representative,
annually, he/she is to refresh his/her knowledge of his/her duties and
responsibilities through formal training or other means and advise the
CO annually. A duly-assigned technical representative is authorized to
perform the actions delegated by the Contracting Officer in a memorandum
of delegation. The Contracting Officer should consider the specific
requirements and needs of the contract in determining the support he/she
needs from the technical representative and clearly enumerate the
authority he/she is granting to the technical representative in a
written memorandum of delegation. One memorandum of delegation for all
situations may not be appropriate since contractual situations are
distinct and have varying needs. Therefore, the sample memoranda in the
Appendix may be modified to reflect the specific needs of the contract
and Contracting Officer. ~(Revised\ 10/2002)~

\(2\) *Field Change Authorit*y*.* A field change is a contract
modification initiated by the COTR, COR or RE within the limited scope
of his/her authority. The Contracting Officer may authorize his/her
technical representatives, such as REs, CORs or COTRs, that have
contracting authority to make field changes (see section A.3.l (2) in
Toolbox Guidance T3.2.2, Source Selections). In so-doing, the
Contracting Officer should carefully delineate the parameters of the
authority of the COTR, COR or RE by defining the following:

\(a\) Monetary limits;

\(b\) Time extension limits;

\(c\) Requirements for any advance approval from the Contracting Officer
or program office;

\(d\) Authority to negotiate amount of change;

\(e\) Any documentation requirements;

\(f\) Anything else deemed necessary.

c\. *Changing the Technical Representative.* To change the technical
representative on a contract, the Contracting Officer must revoke the
previous delegation and issue a succeeding delegation to the new COTR,
COR or RE. Both of these memoranda must be in writing and issued
concurrently.

d\. *Information to the Contractor.* The Contracting Officer should
furnish copies of all memoranda of delegation, revocation, redelegation,
etc. to the Contractor to make the Contractor aware of the authorities
and limitations of the COTR, COR, or RE.

**4. Communications with Vendors**

Contracting Officer's are encouraged to establish close working
relationships with vendors and representatives of the company so that
the vendor and FAA personnel are working on the contract as a team. Post
award conferences, either in person or by telephone, are one means to
continue the teamwork begun during the award phase. Continuing
communications are also essential to ensure that the teamwork continues
on the contract. Such communications have among their objectives: (1) to
be sure persons working on the contract understand the objectives of the
contract, (2) that any potential problem areas or scheduling
difficulties are identified and addressed before they have an adverse
impact on either FAA or the contractor, and (3) that the persons
involved in the project are approaching it with a common goal. Such
communications should occur:

a\. At the beginning of the contract activity;

b\. Whenever either party detects a problem;

c\. Prior to and following significant milestones; and

d\. Routinely throughout the life of the contract effort, even though no
problems have been encountered.

**5. Use of Government Excess Equipment**

FAA cost reimbursement contractors may make use of excess FAA or DOT
equipment if this would be a good business decision. Arrangements for
such property shall be made by the Property Management Organization upon
written request by the contractor and approval by the Contracting
Officer. When excess FAA property is provided to contractors, the
appropriate property clauses of Section 3.10.3, Government Property,
must be part of the contract.

**6. Contract Modifications and Changes**

a\. *Procedures.*

\(1\) Only Contracting Officers, or persons delegated specific authority
to execute contract modifications, may execute contract modifications.

\(2\) Contract modifications should be priced before their execution, if
this can be done without adversely affecting the interests of FAA.

b\. *Types of contract modifications*. Contract modifications fall into
the following categories:

\(1\) *Bilateral.* A bilateral modification is a contract modification
that is agreed to jointly by the Contracting Officer and the contractor.
The contractor's oral or written agreement shall be sufficient to
indicate contractor agreement, however the Contracting Officer must
obtain the contractor's written agreement in the form of a bilateral
contract modification following the oral agreement. Bilateral
modifications are used to:

\(a\) Make equitable adjustments when necessary;

\(b\) Definitize quick-response contracts;

\(c\) Reflect other agreements of the parties which modify the terms of
contracts; or

\(d\) Make changes requested by the contractor.

\(2\) *Unilateral.* A unilateral modification is a contract modification
that is made by the Contracting Officer without advance concurrence by
the contractor. Unilateral modifications are used to:

\(a\) Make administrative changes;

\(b\) Issue changes under the changes clause; or

\(c\) Make changes authorized by clauses other than a changes clause
(e.g., Property clause, Options clause, Differing Site Conditions
clause.)

c\. *Extension of Contracts.*

\(1\) *Before expiration.* The Contracting Officer may extend contracts
before they expire using a bilateral contract modification. However, in
many instances, contract extensions may constitute single source
requirements, and as such, become subject to the requirements for single
source selection discussed at Section 3.2 of the policy and guidance.
Therefore, when considering a contract extension, the Contracting
Officer will first determine, in consultation with legal counsel, if the
extension constitutes new work. If so, the Contracting Officer must
assure compliance with single source requirements outlined in
Section 3.2 for market analysis, documentation, rational basis, etc.

\(2\) *After Expiration.* The Contracting Officer may **not** extend
contracts after they have expired.

**7. Suspension and Stop-Work Orders**

a\. *General.*

\(1\) Suspensions of work or stop-work orders are tools available to the
Government to interrupt the contractor's work in appropriate situations.
(See Appendix Sample 6 - Stop Work Order.) The Contracting Officer
should assure that the appropriate clauses governing stop work and
suspensions of work are in all contracts.

\(2\) The Contracting Officer's suspension or stop-work order should be
in writing and include information required by the clauses such as the
following:

\(a\) A description of the work to be suspended/stopped;

\(b\) Instructions concerning the contractor's issuance of further
orders for materials or services;

\(c\) Guidance to the contractor on action to be taken on any affected
subcontracts; and

\(d\) Other suggestions for minimizing the contractor's costs.

\(3\) If either the suspension or stop-work is used, the interruption of
work should not be for an unreasonable length of time. Also, the
Contracting Officer should work with the IPT to resolve the outstanding
issues, and make a decision to terminate the contract, cancel the
suspension or stop-work order, or continue the suspension or stop-work
order while the issues are being resolved.

b\. *Suspensions.*

\(1\) Suspensions may be used in fixed-price construction or
architect-engineer contracts

in situations such as the following:

\(a\) Delays caused by waiting for a decision from FAA;

\(b\) Weather-related reasons;

\(c\) Technological advancement;

\(d\) Production or engineering breakthroughs;

\(e\) Realignment of FAA programs or objectives;

\(f\) Public safety concerns;

\(g\) Emergency situations or other urgent conditions;

\(h\) Differing site conditions; or

\(i\) Violation of substantive contract terms, including FAA's smoking,
harassment-free workplace, or other policies.

\(2\) Generally, the decision to suspend work should be made jointly by
the Contracting Officer and the IPT. However, in cases of public safety
concerns, emergency situations, or other urgent conditions, the
Contracting Officer may:

\(a\) Suspend work pending discussion with the IPT;

\(b\) Notify the contractor orally and follow-up immediately with a
written notice.

c\. *Stop-work Orders.*

Stop-work orders may be considered in supply, service or research and
development contracts when the work must be interrupted pending a
decision by the Government.

**8. Novations and Change of Name Agreements** ~(Revised\ 10/2002)~

a\. *Novation.*

\(1\) Novation is a legal instrument executed by the contractor
(transferor), the successor in interest (transferee) and the Government
by which, among other things, the transferor guarantees performance of
the contract, the transferee assumes all obligations under the contract,
and the Government recognizes the transfer of the contract and related
assets. Novations typically occur when the assets of the transferor are
purchased by another company but may also be considered when a
Contractor is unable to perform and another viable Contractor is willing
to assume the original contractor's rights and duties under the
contract.

\(2\) When in its best interest, the FAA may recognize a third party as
the successor in interest to a Government contract when the third
party's interest in the contract arises out of the transfer of:

\(a\) All of the contractor's assets; or

\(b\) The entire portion of the assets involved in performing the
contract. Examples of such transactions include, but are not limited
to\--

\(i\) Sale of the contractor's assets with a provision for assuming
liabilities;

\(ii\) Transfer of the contractor's assets incident to a merger or
corporate consolidation; and

\(iii\) Incorporation of a proprietorship or partnership, or formation
of a partnership.

\(3\) A novation agreement may not be necessary when there is a change
in the ownership of a contractor as a result of a stock purchase, with
no legal change in the contracting party, and when that contracting
party remains in control of the assets and is the party performing the
contract. However, whether there is a purchase of assets or a stock
purchase, there may be issues related to the change in ownership that
appropriately should be addressed in a formal agreement between the
contractor and the Government.

(4*) Contractor (Transferor) Responsibilities.* Contractors requesting a
novation of a contract to recognize a successor in interest shall
provide the information the Contracting Officer needs to evaluate and
process the novation request. This includes information that validates
that novation of the contract is in the best interest of the FAA and
should include:

\(a\) Three copies of the proposed novation agreement (see "Paragraph
(7) Content of Novation Agreement") signed by the original Contractor
and the successor in interest;

\(b\) One copy each, as applicable, of the following:

\(i\) The document describing the proposed transaction, purchase/sale
agreement or memorandum of understanding;

\(ii\) A list of all affected contracts between the transferor and the
FAA, as of the date of sale or transfer of assets, showing for each, as
of that date, the\--

\(A\) Contract number and type;

\(B\) Name and address of the contracting office;

\(C\) Total dollar value, as amended; and

\(D\) Approximate remaining unpaid balance;

\(iii\) Evidence of the transferee\'s capability to perform;

\(c\) Any other relevant information requested by the Contracting
Officer;

\(d\) One copy of each of the following documents, as applicable, as the
documents become available except as provided in (5) below:

\(i\) An authenticated copy of the instrument effecting the transfer of
assets; e.g., bill of sale, certificate of merger, contract, deed,
agreement, or court decree;

\(ii\) A certified copy of each resolution of the corporate parties\'
boards of directors authorizing the transfer of assets;

\(iii\) A certified copy of the minutes of each corporate party\'s
stockholder meeting necessary to approve the transfer of assets;

\(iv\) An authenticated copy of the transferee\'s certificate and
articles of incorporation, if a corporation was formed for the purpose
of receiving the assets involved in performing the Government contracts;

\(v\) The opinion of legal counsel for the transferor and transferee
stating that the transfer was properly effected under applicable law and
the effective date of transfer;

\(vi\) Balance sheets of the transferor and transferee as of the dates
immediately before and after the transfer of assets, audited by
independent accountants;

\(vii\) Evidence that any security clearance requirements have been met;

\(viii\) The consent of sureties on all contracts listed under
(4)(b)(ii) of this section if bonds are required, or a statement from
the transferor that none are required.

\(5\) The Contracting Officer may modify this list of documents,
provided that the contracting officer receives information sufficient to
protect the Government\'s interest.

\(6\) *Contracting Officer Responsibilities.* The Contracting Officer
has the primary responsibility to process the novation and determine, in
consultation with legal counsel, if it is in the best interest of the
FAA.

\(a\) *Novations Involving More Than One Contract*. When multiple
contracts are involved, the Contracting Officer administering the
contract with the largest unpaid dollar balance should coordinate the
novation agreement for all FAA contracts.

\(b\) *Coordination with Other Executive Agencies*. The FAA may elect to
have its contracts included in the novation agreement (the "global
agreement") being processed by the responsible contracting officer for
all of the other executive agencies. If this election is made, the FAA
Contracting Officer should negotiate a separate advance agreement with
the contractor that addresses any issues unique to the FAA, if
appropriate. This agreement should be attached to and incorporated in
the global novation agreement.

\(c\) *Evaluating the Novation Request.* The Contracting Officer should
consider all the information collected as a result of the proposed
novation request with emphasis on the successor's ability to perform
including:

\(i\) Contractor submissions under (5) above;

\(ii\) Information provided by other contracting offices;

\(iii\) Information indicative of the successor's responsibility such as
debarment and suspension information;

\(iv\) FAA's Past Performance Data Base;

\(v\) Organizational conflict of interest;

\(vi\) Any other information that reflects the successor's ability to
perform the contract.

\(d\) *Conflict of Interest (COI).* If the Contracting Officer
determines that a COI exists and cannot be resolved, but the novation is
in the best interest of the FAA, the CO may initiate action to waive or
mitigate the COI in accordance with Section T.3.1.7.

\(e\) Coordinate the action with legal counsel to assure legal
sufficiency.

\(f\) *Contracting Officer's Decision*.

\(i\) *Rejecting the Novation Request.* If the Contracting Officer
determines that it is not in the best interest of the FAA to concur in
the transfer of a contract from one company to another company, the
original contractor remains under contractual obligation to the
Government, and the contract may be terminated for reasons of default,
should the original contractor not perform.

\(ii\) *Executing the Novation.* If the Contracting Officer approves the
novation, he/she should\--

\(A\) Prepare and sign a written contract modification (may use Template
Number 11, Modification of Contract) for each affected contract;

\(B\) Incorporate a copy of the agreement into the contract
modification;

\(C\) Place the original contract modification in the official contract
file;

\(D\) Distribute the modification to the transferor; the transferee,
affected FAA contracting offices, the paying office and any other
distribution that is required for contract modifications.

\(7\) *Content of the Novation Agreement*. Appendix Sample 7 is a
novation agreement that provides a guide to preparing novation
agreements. The sample may be adapted to fit specific cases but should
include the following provisions: ~(Revised\ 10/2002)~

\(a\) Successor Contractor/transferee Responsibilities;

\(b\) The transferee assumes all the transferor\'s obligations under the
contract;

\(c\) The transferor waives all rights under the contract against the
Government;

\(d\) The transferor guarantees performance of the contract by the
transferee (a satisfactory performance bond may be accepted instead of
the guarantee); and

\(e\) A statement that nothing in the agreement shall relieve the
transferor or transferee from compliance with any Federal law.

\(8\) Any separate agreement between the transferor and the transferee
regarding assumption of liabilities (e.g., an Advance Agreement covering
the treatment of long-term incentive compensation plans, cost accounting
standards noncompliance issues, environmental cleanup costs, final
overhead costs) and any other issues should be incorporated in the
novation agreement.

b\. *Change of Name Agreements.*

A change of name agreement is appropriate when only the contractor's
name changes and the rights and obligations of the parties are not
affected.

\(1\) *Contractor's Responsibilities.* The Contractor should submit the
following to the Contracting Officer:

\(a\) A written request to the Contracting Officer to change the name;

\(b\) The document effecting the name change, authenticated by a proper
official of the State having jurisdiction;

\(c\) The opinion of the Contractor\'s legal counsel stating that the
change of name was properly effected under applicable law and showing
the effective date;

\(d\) A list of all affected contracts and purchase orders remaining
unsettled between the Contractor and the Government, showing for each
the contract number and type, and name and address of the contracting
office. The Contracting Officer may request the total dollar value as
amended and the remaining unpaid balance for each contract.

\(2\) Contracting Officer's Responsibilities. The Contracting Officer
will then prepare a contract modification in the new name of the firm,
and reference in the body of the modification the former name and date
of the vendor's request. The modification should state something similar
to:

> "This modification changes the name of the Contractor from [\[*enter
> contractor's previous name*\]]{.underline} to that shown above. This
> change is made at the request of the Contractor received on [\[*insert
> date*\]]{.underline}."

\(3\) A suggested format is found in the Appendix Sample 8.

**9. Conversion of FAR Contracts to AMS**

a\. The contracts awarded under the Federal Acquisition Regulations
(FAR) system are not automatically converted to AMS contracts.
Therefore, Contracting Officers, jointly with the IPT should consider
the merits of converting existing FAR contracts to AMS. Some contract
scenarios that are candidates for conversion and are likely to be
beneficial to both the FAA and contractors include:

\(1\) Contracts with a potential for litigation (to include clause
3.9.1-1 Contract Disputes);

\(2\) Contracts with a significant term or delivery schedule remaining;

\(3\) Contracts with the potential of new work being added to the
existing contract;

\(4\) Contracts with one or more options.

b\. The above list is not all-inclusive and the Contracting Officer and
IPT may consider other situations if they believe the conversion would
be advantageous. Contracts that are near completion, are relatively
inactive, or are the result of extensive negotiation of clauses in the
existing contract, may not need to be converted.

c\. In all cases, the conversion of a contract from FAR to AMS, whether
in whole or in part, requires legal review prior to bilateral signature
of both parties.

**10. Contract Files** ~(Revised\ 01/2003)~

a\. The files containing the records of all contractual actions should
be maintained by the organization or person administrating the contract.
The documentation in the files should be sufficient to constitute a
complete history of the transaction for the purpose of:

\(1\) Providing a complete background as a basis for informed decisions
at each stage in the acquisition process;

\(2\) Supporting actions taken;

\(3\) Providing information for reviews and investigations; and

\(4\) Furnishing essential facts in the event of litigation or
congressional inquiries.

b\. A contract file should consist of the following:

\(1\) The Contracting Officer's documents for the acquisition, the basis
for award, the assignment of contract administration if applicable
(including payment responsibilities), and any subsequent actions taken
by the contracting office;

\(2\) The contract administration files which document actions
reflecting the basis for and the performance of contract administration
responsibilities (a guide describing creation and maintenance of
contract administration files is contained in Appendix Sample 9);

\(3\) The Government Furnished/Contractor Acquired Property file; and

\(4\) The paying office contract file, which document actions
prerequisite to, substantiating, and reflecting contract payments.

c\. The contract files that contain proprietary or source selection
information should be identified as such and protected from disclosure
to unauthorized persons.

d\. Appendix Sample 10 is a Checklist for Contract Files that shall be
incorporated into every contract. The checklist will assist in
organizing the contract file and may be adapted to fit each contract
situation. Contracting officers (CO's) shall utilize this checklist (as
is or with modification) for all contracts. ~(Revised\ 01/2003)~

**11. Contract Closeout** ~(Revised\ 10/2002)~

a\. *Background.* Closeout of contract files occurs at the end of the
administration process. However, every effort should be made to assure
file integrity throughout the life of the contract. Maintaining an
accurate record of contract modifications and obligation adjustments
will facilitate contract closeout activity. Timely closeout deobligates
excess funds and returns remaining funds for possible use elsewhere. It
also minimizes the costs associated with administration and closeout
processes. This benefits all parties and allows concentration on current
and future requirements. The time frame for closing a contract is based
upon both the type of contract and date of physical completion.

b\. *Definitions.*

(1) A contract is considered to be physically complete when:

    a.  The contractor has completed the required deliveries and the
        government has inspected and accepted the supplies;

    b.  The contractor has performed all services and the government has
        accepted these services;

    c.  All option provisions, if any, have expired;

    d.  The government has given the contractor a notice of complete
        contract termination.

(2) A purchase order/delivery order against a GSA Schedule contract is
    considered to be physically complete when:

    a.  Property or services have been received within the terms of the
        contract;

    b.  Final payment has been made to the contractor; and

    c.  A purchase order/delivery order Receiving Report signed by the
        recipient of the goods or services.

c\. *Time Frames*. The closeout of the contract files should occur
during the time frames identified below, as evidenced by completion of
the "Contract Closeout Checklist" (Appendix Sample 12).

\(1\) Files for contracts using the commercial and simplified method
procedures should be considered closed when the Contracting Officer
receives evidence of receipt of property and final payment.

\(2\) Contract files for firm-fixed-price contracts, other than those
using commercial and simplified procedures, should be closed within 6
months after the date on which the Contracting Officer receives evidence
of physical completion (example: signed receipt or delivered product).

\(3\) The contract files for contracts requiring settlement of indirect
cost rates should be closed within 36 months of the month in which the
Contracting Officer receives evidence of physical completion.

\(4\) The contract files for all other contracts should be closed within
20 months of the month in which the Contracting Officer receives
evidence of physical completion.

d\. *Preparation for Closeout*. To prepare for contract closeout, sixty
days prior to either final delivery or estimated contract or interagency
agreement completion date, the Contracting Officer should perform a
comprehensive review of the contract or interagency agreement to
determine whether any documentation is missing and whether any step in
the closeout process can be initiated before physical completion. If
documents are missing, the Contracting Officer should attempt to obtain
them and insert them into the file. To determine whether steps in the
closeout process can begin before the contract or interagency agreement
is physically complete, the Contracting Officer should review the
"Contract Closeout Checklist" (Appendix Sample 12). Following are
examples of actions the Contracting Officer may be able to take before
the contract is physically complete:

(1) Ensure that the Contractor has a current list of Contractor
    employees holding FAA security badges and verify that the list
    corresponds to the FAA Security Office list;

(2) Ensure that all information in the Contracts Division automated
    information system is current and correct (e.g., ACRI data);

(3) Reconcile the contract's funding status and invoice payment log with
    Accounts Payable (AFM-200). Identify final invoices. (Contracts and
    Interagency Agreements);

(4) If the contract includes a "Patent Rights" clause, check to see
    whether final patent or royalty reports have been received;

(5) If the contract includes "Government Property" clauses or
    contractor-acquired property, ensure that the property administrator
    or Contracting Officer's Technical Representative provides
    disposition instructions to the Contractor. (Contracts and
    Interagency Agreement).

e\. *Closeout Procedures.* When the contract or interagency agreement is
physically complete, the Contracting Officer is responsible for
initiating contract closeout. The contract file should not be closed if
the contract is in litigation or under appeal. When closing both
fixed-price and cost-type contracts, the Contracting Officer must verify
that the documents and activities included in the "Contract Closeout
Checklist" have been received or are complete. After completion of the
"Contract Closeout Checklist" and notification of final payment from the
Paying Office, the Contracting Officer must complete and sign a
"Contract File Completion Statement". (A sample is contained in Appendix
Sample 11.) To facilitate receipt of required closeout documentation,
the Contracting Officer will need to take some or all of the following
actions:

\(1\) Reconcile the contract's funding status and invoice payment log
with Accounts Payable. To accomplish this, contact the Finance Office
and obtain reports documenting the obligations and expenditures under
the contract;

\(2\) Send a memorandum to the Project Officer to confirm contract
completion;

\(3\) For all cost-type contracts not closed with Quick Closeout
procedures, the Contracting Officer must request that the Pricing Staff
initiate a DCAA audit;

\(4\) Send a memorandum to the Property Administrator requesting
completion and transfer of the Government Property section of the
contract file. (Note: the Contracting Officer must sign the property
report submitted by the Property Administrator);

\(5\) Send a letter to the Contractor indicating that the contract is
complete and requesting required documents. Required documents might
include:

> \(a\) Final voucher;
>
> \(b\) Confirmation of settlement of subcontracts;

\(c\) Government Furnished Property (GFP) and Contractor Acquired
Property (CAP) inventory;

> \(d\) Report of inventions and subcontracts, if applicable (AMS
> 3.5-12);
>
> \(e\) Patent and royalty reports;
>
> \(f\) Contractor's release;
>
> \(g\) Contractor's assignment of refunds, rebates, credits, and other
> amounts;
>
> \(h\) List of contractor personnel holding FAA badges, indicating the
> badge numbers and when they were returned to the FAA Security Office.
>
> \(6\) Review and approval of the final voucher should include:

\(a\) Verification that all contractual requirements have been
satisfied;

\(b\) Completion of any fee adjustments;

\(c\) Verification that contractual funding limitations have not been
exceeded;

\(d\) Identification of any offsets applied;

\(e\) Verification of accuracy of Contractor Release and Assignment;

\`\`\`\` (f) Verification that all previous Contractor vouchers have
been paid;

\(g\) Approval for payment with signature and date;

\(h\) Deobligation modification processed and distributed for any funds
determined to be in excess.

f\. *Quick-closeout Procedures.* In some circumstances, the Contracting
Officer may determine that a contract is a candidate for quick closeout.
Quick closeout allows the Contracting Officer to negotiate the
settlement of indirect costs without a DCAA audit and in advance of the
determination of final indirect cost rates. The procedures for quick
closeout are the same as for regular closeout except that a DCAA audit
is not requested. The determinations of final indirect costs under quick
closeout procedures are final for the contracts it covers and no
adjustments are made to other contracts for over or under recoveries of
costs allocated or allocable to the contracts covered by the advance
agreement. Additionally, indirect cost rates used in the quick closeout
of a contract are not considered a binding precedent when establishing
the final indirect cost rates for other contracts.

\(1\) To determine whether a contract is a candidate for quick closeout,
the contract must meet the following criteria:

(a) The contract is physically complete;

(b) The amount of unsettled indirect costs is relatively insignificant
    (not more than \$500,000 and the cumulative unsettled indirect costs
    to be allocated to one or more contracts in a single fiscal year do
    not exceed 15% of the estimated, total unsettled indirect costs
    allocable to cost-type contracts for that fiscal year); and

(c) Agreement can be reached on a reasonable estimate of allocable
    dollars.

\(2\) After the contracting officer has made a decision that the use of
quick closeout procedures is appropriate, the contracting officer must:

\(a\) Ensure adequate rationale for the decision is included in the
file;

\(b\) Require the contractor to submit a final voucher and a summary of
all costs by cost element and fiscal year for the contract(s) in
question, as well as a copy of the contractor's final indirect cost rate
proposal for each fiscal year quick closeout is involved;

\(c\) Notify the cognizant audit activity, either verbally or in
writing, identify the contract(s), and request:

\(i\) The contractor's indirect cost history covering a sufficient
number of fiscal years to see the trend of claimed, audit questioned,
and disallowed costs; and

\(ii\) Any other information that could impact the decision to use
quick-closeout procedures. Indirect cost histories should be requested
from the contractor only when the cognizant audit activity is unable to
provide the information;

\(d\) Review the contract(s) for indirect cost rate ceilings and any
other contract limitations, as well as the rate history information;

\(e\) Establish final indirect cost rates using one of the following
rates:

\(i\) The contract's ceiling indirect cost rates, if applicable, and if
less than paragraphs (e)(ii) through (vi) of this section;

\(ii\) The contractor's claimed actual rates adjusted based on the
contractor's indirect cost history, if less than paragraphs (e)(iii)
through (vi) of this section;

\(iii\) Recommended rates from the cognizant audit agency, the local
pricing office, another installation pricing office, or other recognized
knowledgeable source;

\(iv\) The contractor's negotiated billing rates, if less than
paragraphs (e)(v) or (vi) of this section;

\(v\) The previous year's final rates;

\(vi\) Final rates for another fiscal year closest to the period for
which quick-closeout rates are being established;

\(f\) If an agreement is reached with the contractor, obtain a release
of all claims and other applicable closing documents.

k\. *Contract File Documentation.* Official closeout documentation for
contracts and interagency agreements should be filed in the official
contract file behind a marked tab, the signed "Contract File Completion
Statement", and the completed "Contract Closeout Checklist".

l\. *Paying Office.* The paying office shall furnish the Contracting
Officer written documentation of the final payment including the voucher
number, date, invoice number and date, and name and signature of
technician processing the payment. The paying office should close their
contract files upon issuance of the final payment voucher.

**B. CLAUSES**

See FAST Procurement Toolbox for applicable clauses.

**C. FORMS**

See FAST Procurement Toolbox for applicable forms.

D.  **APPENDICES**(Revised 01/2003)

Appendix 1 -- Contracting Officer's Technical Representative Delegation
Memorandum

Appendix 2 -- Resident Engineer Delegation Memorandum

Appendix 3 -- COTR/COR/RE Revocation Memorandum

Appendix 4 -- COTR/COR/RE Redelegation Memorandum

Appendix 5 -- Contractor Notice of COTR/COR/RE Redelegation

### Appendix 6 -- Stop Work Order

Appendix 7 -- Novation Agreement

Appendix 8 -- Change of Name Agreement

Appendix 9 -- Guide for Creation and Maintenance of Contract
Administration Files (Added 01/2003)

Appendix 10 -- Checklist for Contract Files ~(Revised\ 01/2002)~

Appendix 11 -- Contract File Completion Statement

APPENDIX 1

SAMPLE - CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR)
DELEGATION MEMORANDUM

You are hereby delegated authority to act as the Contracting Officer's
Technical Representative (COTR) for Contract No*.*
\[*[Insert]{.underline}*\]. As such your duties are to assist the
Contracting Officer in the administration of the contract through
performance and closeout. This delegation may be changed only by the
Contracting officer in writing. As the COTR, you shall represent the
Contracting Officer within the scope of the following authority,
responsibilities, and limitations:

[AUTHORITY]{.underline}:

As COTR, you have the authority to:

1\. Perform surveillance of the contract work and conduct inspections
that are necessary to assure compliance with the contract terms and
conditions. Resolve day-to-day matters within the scope of your
authority.

2\. Make recommendations to the Contracting Officer when it appears that
there is a need for a change in scope or terms of contract in the event
the contractor has submitted a request for waiver to address
non-conformances, Engineering Change Proposals (ECPs) or Value
Engineering Change Proposals (VECPs).

3\. Perform, or cause to be performed, inspection(s) necessary for the
acceptance of deliverables (including contract line item numbers (CLINs)
and Contract Data Requirements Lists (CDRLs)) as stated in the contract
and to require the contractor to correct any deficiencies. Periodically,
on-site surveillance visits may be required.

4\. Assist the contractor in interpreting the contract specifications or
technical requirements provided that any interpretation or clarification
that the COTR provides is within the limitations prescribed later in
this delegation.

5\. Certify invoices to the Contracting Officer for payment. Evaluates
progress payment requests based on costs incurred and actual work
accomplished.

6.\*\* Obtain and maintain a listing of employees who will be working at
the site. The list is to be kept current by assuring that new employees
are added and employees who are terminated are deleted from the list.
This is important to the security of the facility and your list may be
used as a basis for background checks by the security office in the
relevant location. A copy of this list shall be provided to the security
office at least quarterly, and at any time a contractor employee is
added or deleted from the list.

(*\*\*This applies to services contracts only where the contractor will
work on a Government site.)*

[RESPONSIBILITIES]{.underline}:

As COTR, you have the responsibility to:

1\. Be familiar with and understand contract requirements (SOW,
specification, CLIN's and work-break-down structure and implications of
contractor performance in relation to the contract requirements.

2\. Attend adequate initial COTR training within three months of
appointment and obtain adequate refresher training annually.

3\. Establish a technical performance review program for evaluation of
the contractor's work.

4\. Coordinate with Contracting Officer whether support contractors have
signed nondisclosure forms and liaison agreement.

5\. Review the Contractor's performance of the technical requirements of
the contract in accordance with the contract terms, funding, conditions,
and specifications. Notify the Contracting Officer, in writing, of any
indication that the terms of the contract are not being met.

6\. Monitor the contractor's compliance with safety and security
requirements. Ensure contractor\'s performance of requirements is in
agreement with provisions contained in clauses 3.13-6, Security
Requirements, and 3.13-7 Qualifications of Employees, which are
prescribed for use with all FAA contracts.

7\. Report any observed fraud, waste, or inefficiencies to the
Contracting Officer.

8\. Maintain liaison and direct communications with the Contractor and
the Contracting Officer. Meet with the Contractor or his designated
representative at the beginning of the contract to discuss working
methods and scheduling and as otherwise needed. Also serve as the
contact through which the contractor can relay questions and problems of
a technical nature to the Contracting Officer.

9\. Draft technical portions of Contracting Officer letters to the
contractor.

10\. Ensure appropriate confidentiality of contractor submissions
bearing proprietary markings.

11\. Review and evaluate the technical aspects of contractor proposals
and furnish evaluation comments and recommendations to the Contracting
Officer.

12\. Assist the Contracting Officer in negotiating supplemental
agreements.

13\. Advise the Contracting Officer on contractual matters of a
technical nature.

14\. Recommend needed change orders to the Contracting Officer when in
the best interest of the Government.

15\. Inform the Contracting Officer as to the status and progress of
performance under the contract.

16\. Alert the Contracting Officer to any potential or existing
problems.

17\. Submit reports the Contracting Officer requires to perform his/her
duties.

18\. Provide the Contracting Officer a copy of all technical
correspondence with the contractor.

19\. In the absence of need for or presence of Quality Reliability
Officer (QRO), inspect contract deliverables for conformance to the
contract specifications and accept or reject them.

20\. Furnish the Contracting Officer requests for waivers (whether
generated by Government or contractor personnel) along with supporting
paperwork.

21\. Furnish copies of written communication between you and the
contractor to the Contracting Officer.

22\. Furnish information on contractor performance as input to the past
performance data base or as otherwise requested by the Contracting
Officer.

23\. Report any discrepancies in payment vouchers to the Contracting
Officer. Provide documentation to support the representation.

24\. Maintain a file of all correspondence (or data) initiated or
received by you in connection with subject contract.

25\. Maintain an arms-length relationship with the contractor.

26\. Practice claims avoidance, halting unspecified accelerated
production and/or directions of other Government employees.

27\. Review all contractor-furnished reports.

28\. Conduct business with industry in a manner that is above reproach.

29\. Date stamp the receipt time of all vouchers or invoices.

30\. Evaluate progress payment requests against the contractor's efforts
including schedule, quality, performance, and the general progress of
the acquisition.

31\. Return improper vouchers or invoices to the Contractor within 7
days of receipt.

32\. Seek guidance from the Contracting Officer for specific situations
not covered in this delegation.

33\. Assist in the analyses of engineering change proposals (ECPs) and
value engineering change proposals (VECPs), validating and calculating
estimated savings and the contractor's share for VECPs.

34\. Ensure administration of government furnished property.

a\. Advise the Contracting Officer to delegate a Property Administrator
to administer government property contract requirements.

b\. Notify Property Administrator of scheduled pre-award and post-award
meetings.

c\. Provide the Contracting Officer with a listing of government
furnished property (including quantity and value) for inclusion into
contract.

d\. Notify the Property Administrator of scheduled program reviews.

e\. Prepare documentation to track the movement and accountability of
government furnished property which shall include the following
information:

\(1\) Technical Officer signature.

\(2\) Contracting Officer signature.

\(3\) Points of contacts with phone numbers for the Consignee and
Consignor location.

\(4\) Line item property description, acquisition date, serial number,
model/type, quantity, unit cost and total cost.

\(5\) Transportation service requirements (when applicable):

\(a\) Recommended shipment method.

\(b\) Weights and dimensions.

\(c\) Special shipping/delivery instructions (when applicable).

\(d\) Accounting classification for transportation costs.

f\. Provide the Property Administrator with the completed document for
processing.

g\. Provide the Property Administrator with invoice to authorize the
acquisition of contract acquired property (this refers to non-expendable
property only).

\(1\) Invoices shall include vendor and contractor name, address, phone
number, and point of contact.

\(2\) Invoices shall include line item property description, acquisition
date, serial number, model/type, quantity, unit cost and total cost.

h\. Notify the Property Administrator of administrative changes to the
contractor (i.e. Company name, address, point of contact, etc.).

i\. Assist the Property Administrator with the disposal of excess
government furnished property and/or contractor acquired property as
required.

\(1\) Screen excess government furnished property and/or contractor
acquired property for potential internal program office use.

\(a\) Prepare documentation to transfer excess government furnished
property and/or contractor acquired property to internal programs.

\(b\) Prepare documentation to return government furnished property to
program office.

\(2\) Notify the Property Administrator if there is no-use for excess
government furnished property and/or contractor acquired property.

j\. Initiate the Report of Survey for Lost, Damage, and Destroyed (LDD)
government furnished property and/or contractor acquired property as
required.

\(1\) Assist the Property Administrator with the valuation of lost,
damaged and destroyed government furnished property and/or contractor
acquired property.

\(2\) Advise the Property Administrator of recommendations for
contractor liability for accountable lost, damaged and destroyed
government furnished property and/or contractor acquired property.

\(3\) Provide replacement government property for lost, damaged or
destroyed government furnished property or contractor acquired property.

\(a\) Prepare documentation for the issuing of government furnished
property.

\(b\) Advise the Contracting Officer to authorize the acquisition of
contractor-acquired property.

k\. Advise the Property Administrator on property related matters of a
technical nature.

l\. Alert the Property Administrator to any potential or existing
property issues.

m\. Notify the Property Administrator of contract
termination/cancellation.

35\. Report through normal administrative channels to the DOT Inspector
General (IG) and to the CO any evidence of prime or subcontractor
kickback, attempt to bribe, or other fraudulent behavior.

[LIMITATIONS]{.underline}:

As COTR, you shall not:

1\. Make or give the appearance of being able to make contractual
commitments outside the scope of the contract or execute or agree to
modifications or take actions that would commit the Government to a
change in contract price, quality, quantity, or delivery schedule.

2\. Sign any changes or modifications to contracts and/or delivery
order(s).

3\. Make determinations regarding issues of contractor liability that
may arise during contract performance. Such issues should be referred to
the Contracting Officer.

4\. Take part in a labor controversy or dispute involving the contractor
or its employees.

5\. Direct the contractor on how to perform the work.

6\. Issue stop-work orders.

7\. Supervise contractor employees implicitly or explicitly which could
constitute personal services.

8\. Engage in conduct prejudicial to the Government.

9\. Use public office for gain.

10\. Impede Government efficiency or economy.

11\. Lose independence or impartiality.

12 Make a Government decision outside official channels.

13\. Affect adversely the public's confidence in the Government.

The duties and responsibilities set forth herein are not intended to be
all-inclusive. As COTR, you are required to consult with the Contracting
Officer when there are questions about your authority. This delegation
will remain in effect for the duration of the contract unless revoked,
in writing, by the Contracting Officer. You are not authorized to
redelegate your authority. If you have any questions concerning your
role as COTR, please contact me at \[*[insert phone
number]{.underline}*\]*.*

APPENDIX 2

SAMPLE - RESIDENT ENGINEER DELEGATION MEMORANDUM

You are hereby designated as the authorized representative of the
undersigned Contracting Officer for the subject contract to assist the
Contracting Officer in administering the contract and protecting the
Government\'s interests in the actual performance of the contract work
by seeing that work is accomplished according to the specifications,
drawings, and contract. This delegation may be changed only by the
Contracting Officer in writing. As the Resident Engineer (RE), you shall
represent the Contracting Officer within the scope of the following
authority, responsibilities, and limitations:

[AUTHORITY]{.underline} - As the RE, you have authority to:

1.  Perform surveillance of the contract work and conduct inspections
    that are necessary to assure compliance with the contract terms and
    conditions. Resolve day-to-day matters within the scope of your
    authority.

2.  Inspect all work in progress and after completion. Such inspection
    may extend to all or any part of the work and to the preparation,
    fabrication, or manufacture of the contractor-furnished materials to
    be used and incorporated in the job.

3.  Notify the prime contractor of any failure of the work or materials
    to conform to the contract, specifications, and drawings, and of any
    delays in the schedule.

4.  Stop or suspend work [only]{.underline} in life-threatening
    situations.

5.  Approve or reject all progress schedules, material submittals, and
    contractor-furnished materials that are required under the contract
    terms.

6.  Receive and review, within seven days after the close of each
    payroll period, all prime and subcontractor certified payrolls;
    conduct and record a sufficient number of interviews with laborers
    and mechanics on Standard Form 1445, Labor Standards Interview, to
    insure that contractor employees working at the job site are being
    paid in accordance with labor provisions of the contract. The
    initial interviews are to be conducted during the first 30 days of
    the contract and each 90 days thereafter.

7.  Certify invoices to the Contracting Officer for payment. Evaluates
    progress payment requests based on costs incurred and actual work
    accomplished.

[RESPONSIBILITY]{.underline} - As RE you have the responsibility to:

1.  Be familiar with and understand the contract requirements.

2.  Attend adequate initial training within three months of appointment
    and obtain adequate refresher training annually.

3.  Keep the Contracting Officer informed of any technical or
    contractual difficulties encountered, progress of the work and
    potential problem areas under the contract.

4.  Report to the Contracting Officer instances of contractor or
    subcontractor discrimination against any employee or applicant for
    employment because of race, creed, color, or national origin, or
    failure to take affirmative action to prevent such discrimination.

5.  Determine the amount and quality of the several kinds of work
    performed and materials furnished which are to be paid under the
    monthly progress payments.

6.  Send the contractor\'s receipt for Government property delivered to
    the contractor to the Contracting Officer within seven days after
    the transfer of the property.

7.  Furnish information on contractor performance as input to the past
    performance data base or as otherwise requested by the Contracting
    Officer.

8.  Comply with agency codes of conduct.

[LIMITATIONS]{.underline} - As the RE, you shall not:

1.  Make contractual commitments outside the scope of the contract or
    execute or agree to modifications or take actions that would commit
    the Government to a change in contract price, quality, quantity, or
    delivery schedule.

2.  Act as contractor\'s foreman, or perform other duties for the
    contractor.

3.  Direct the contractor on how to perform the work.

4.  Supervise contractor employees implicitly or explicitly, which could
    constitute personal services.

5.  Enter into or take part in any labor dispute, controversy, or
    trouble.

6.  Settle or decide contractual matters in dispute.

7.  Use public office for private gain.

8.  Give preferential treatment to any person.

9.  Impede Government efficiency or economy.

10. Lose complete independence or impartiality.

11. Make a Government decision outside your authority.

12. Affect adversely the confidence of the public in the integrity of
    the Government.

For further information, please contact \[*[insert name, organization
code and phone number of the Contracting Officer.]{.underline}*\] I am
concurrently sending a copy of this memorandum to the Contractor to
notify him of this delegation.

APPENDIX 3

SAMPLE - COTR/COR/RE REVOCATION MEMORANDUM

[COTR revocation notice:]{.underline}

This memo is to advise that effective \[*[insert date]{.underline}*\]
your delegation as COTR\* dated \[*[insert date]{.underline}*\] is
revoked. You will be succeeded by \[*[insert name]{.underline}*\] as of
the effective date of this revocation. Please assure that you provide
the COTR all records and documentation related to this contract.

\*Substitute COR or RE as appropriate.

APPENDIX 4

SAMPLE - COTR/COR/RE REDELEGATION MEMORANDUM

\[Insert remainder of *C*OTR letter in Appendix Sample 1.\]

*\*Substitute COR or RE as appropriate.*

APPENDIX 5

SAMPLE - CONTRACTOR NOTICE of COTR/COR/RE REDELEGATION

[\[*Insert Contractor Address*]{.underline}\]

Dear \[*[insert name]{.underline}*\]

In accordance with the enclosed memorandum*,* \[*[insert name of COTR
and organization code]{.underline}*\]*,* is hereby designated as the
Contracting Officer's Technical Officer\* (COTR) to assist the
Contracting Officer in the technical administration of contract
\[*[insert contract number and title]{.underline}*\]*.* This delegation
supersedes any and all previous COTR delegations under this contract.
The COTR has no authority to issue directions or enter into agreements
or make any change to the contract that would commit the Government to a
change in the contract price, quality, quantity, or delivery schedule.
Further, it shall not constitute a basis for any change in the contract
consideration or delivery schedule. All technical direction shall be in
writing.

Correspondence on technical matters which fall within the authority and
responsibility of the COTR, as previously defined, may be addressed
directly to the COTR at the following address:

Federal Aviation Administration

ATTN.*:* [\[*Insert name, organization code and address*]{.underline}\]

Please direct correspondence on contractual matters to me and furnish me
copies of all other correspondence you direct to the COTR at the time of
issuance.

The contractor shall not accept oral or written instructions on
technical matters from sources other than the Contracting Officer or the
COTR performing within the limited authority cited herein.

If you have any questions pertaining to this matter, please call me on
\[*[insert phone number]{.underline}*\]*.*

Sincerely,

\[*[insert name of Contracting Officer]{.underline}*\]

*\*Substitute COR or RE as appropriate.*

APPENDIX 6

SAMPLE - STOP-WORK ORDER

Pending a decision from the FAA, you are hereby instructed to stop all
work immediately and to make no further commitments under contract
\[*[insert number]{.underline}*\] pursuant to clause 3.10.1-9 entitled
"Stop-Work Order." Under the requirements of this clause, please take
steps necessary to minimize the incurrence of costs allocable to the
period of work stoppage and advise all subcontractors and vendors to do
the same. This stop-work order is in effect for 90\* days from the date
you receive this letter.

*\*A longer period may be indicated based upon mutual agreement of the
parties.*

## APPENDIX 7

SAMPLE - NOVATION AGREEMENT

The \[*[insert name of transferor]{.underline}*\] (Transferor), a
corporation duly organized and existing under the laws of \[*[insert
state]{.underline}*\] with its principal office in \[*[insert city
here]{.underline}*\]; the \[*insert name of transferee*\] (Transferee),
\[*if appropriate add \"formerly known as the* \[*insert former name*\]
a corporation duly organized and existing under the laws of \[*[insert
state]{.underline}*\] with its principal office in \[*[insert city
here]{.underline}*\]; and the United States of America (Government)
enter into this Agreement as of \[*[insert the date transfer of assets
became effective]{.underline}*\] under applicable State law.

\(a\) The parties agree to the following facts:

\(1\) The Government, represented by various Contracting Officers of the
[\[*insert name(s) of agency(ies)*]{.underline}\], has entered into
certain contracts with the Transferor, namely: \[*[insert contract or
purchase order identifications or delete \"namely\" and insert \"as
shown in the attached list marked \`Exhibit A\' and incorporated in this
Agreement by reference]{.underline}.\'\'*\] The term \"the contracts,\"
as used in this Agreement, means the above contracts and purchase orders
and all other contracts and purchase orders, including all
modifications, made between the Government and the Transferor before the
effective date of this Agreement (whether or not performance and payment
have been completed and releases executed if the Government or the
Transferor has any remaining rights, duties, or obligations under these
contracts and purchase orders). Included in the term \"the contracts\"
are also all modifications made under the terms and conditions of these
contracts and purchase orders between the Government and the Transferee,
on or after the effective date of this Agreement.

\(2\) As of \[[*insert date*\]]{.underline}, the Transferor has
transferred to the Transferee all the assets of the Transferor by virtue
of a \[*[insert term descriptive of the legal transaction involved
between the Transferor and the Transferee]{.underline}.*\]

\(3\) The Transferee has acquired all the assets of the Transferor by
virtue of the above transfer.

\(4\) The Transferee has assumed all obligations and liabilities of the
Transferor under the contracts by virtue of the above transfer.

\(5\) The Transferee is in a position to fully perform all obligations
that may exist under the contracts.

\(6\) It is consistent with the Government\'s interest to recognize the
Transferee as the successor party to the contracts.

\(7\) Evidence of the above transfer has been filed with the Government.

*[(When a change of name is also involved; e.g., a prior or concurrent
change of the Transferee\'s name, an appropriate statement shall be
inserted (see example in paragraph (8) below.)]{.underline}*

\(8\) A certificate dated [\[*insert date*]{.underline}\]*,* signed by
the Secretary of State of \[*[insert name of State]{.underline}*\]*, to
the effect that the corporate name of EFG Corporation* \[*insert name of
transferor*\] *was changed to XYZ Corporation* \[*insert name of
transferee*\] *on* \[*[insert date]{.underline}*\]*, has been filed with
the Government.*

\(b\) In Consideration of these facts, the Parties agree that by this
agreement\--

\(1\) The Transferor confirms the transfer to the Transferee, and waives
any claims and rights against the Government that it now has or may have
in the future in connection with the contracts.

\(2\) The Transferee agrees to be bound by and to perform each contract
in accordance with the conditions contained in the contracts. The
Transferee also assumes all obligations and liabilities of, and all
claims against, the Transferor under the contracts as if the Transferee
were the original party to the contracts.

\(3\) The Transferee ratifies all previous actions taken by the
Transferor with respect to the contracts, with the same force and effect
as if the action had been taken by the Transferee.

\(4\) The Government recognizes the Transferee as the Transferor\'s
successor in interest in and to the contracts. The Transferee by this
Agreement becomes entitled to all rights, titles, and interests of the
Transferor in and to the contracts as if the Transferee were the
original party to the contracts. Following the effective date of this
Agreement, the term \"Contractor,\" as used in the contracts, shall
refer to the Transferee.

\(5\) Except as expressly provided in this Agreement, nothing in it
shall be construed as a waiver of any rights of the Government against
the Transferor.

\(6\) All payments and reimbursements previously made by the Government
to the Transferor, and all other previous actions taken by the
Government under the contracts, shall be considered to have discharged
those parts of the Government\'s obligations under the contracts. All
payments and reimbursements made by the Government after the date of
this Agreement in the name of or to the Transferor shall have the same
force and effect as if made to the Transferee, and shall constitute a
complete discharge of the Government\'s obligations under the contracts,
to the extent of the amounts paid or reimbursed.

\(7\) The Transferor and the Transferee agree that the Government is not
obligated to pay or reimburse either of them for, or otherwise give
effect to, any costs, taxes, or other expenses, or any related
increases, directly or indirectly arising out of or resulting from the
transfer or this Agreement, other than those that the Government in the
absence of this transfer or Agreement would have been obligated to pay
or reimburse under the terms of the contracts.

\(8\) The Transferor guarantees payment of all liabilities and the
performance of all obligations that the Transferee\--

\(i\) Assumes under this Agreement; or

\(ii\) May undertake in the future should these contracts be modified
under their terms and conditions. The Transferor waives notice of, and
consents to, any such future modifications.

\(9\) The contracts shall remain in full force and effect, except as
modified by this Agreement. Each party has executed this Agreement as of
the day and year first above written.

UNITED STATES OF AMERICA,

By
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\[*[insert name of company]{.underline}*\],

By
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(CORPORATE SEAL)

\[*[insert name of company]{.underline}*\],

By\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

CORPORATE SEAL

CERTIFICATE

I, \[*insert name of secretary*\], certify that I am the Secretary of
ABC Corporation, that \[*[insert name]{.underline}*\], who signed this
Agreement for this corporation, was then \[*insert information*\] of
this corporation; and that this Agreement was duly signed for and on
behalf of this corporation by authority of its governing body and within
the scope of its corporate powers.

Witness my hand and the seal of this corporation this day of
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ 19 \_\_\_\_.

### By \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(CORPORATE SEAL)

CERTIFICATE

I, \[*[insert name]{.underline}*\], certify that I am the Secretary of
\[*[insert name of company]{.underline}*\], that \[*[insert
name]{.underline}*\], who signed this Agreement for this corporation,
was then \[*[insert information]{.underline}*\] of this corporation; and
that this Agreement was duly signed for and on behalf of this
corporation by authority of its governing body and within the scope of
its corporate powers. Witness my hand and the seal of this corporation
this day of \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_19\_\_\_.

By
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

CORPORATE SEAL

APPENDIX 8

SAMPLE - CHANGE OF NAME AGREEMENT

The \[*[insert new name of company]{.underline}*\] (Contractor), a
corporation duly organized and existing under the laws of \[[insert
State\]]{.underline}, and the United States of America (Government),
enter into this Agreement as of \[*[insert date]{.underline}*\] when the
change of name became effective under applicable State law.

\(a\) The parties agree to the following facts:

\(1\) The Government, represented by various Contracting Officers of the
\[*[insert name(s) of agency(ies]{.underline})*\], has entered into
certain contracts and purchase orders with \[*[insert original name of
company]{.underline}*\], namely \[*[insert contract or purchase order
identifications; or delete \"namely\" and insert \"as shown in the
attached list marked \"Exhibit A]{.underline}*\'\'\] and incorporated in
this Agreement by reference.\'\' The term \"the contracts,\" as used in
this Agreement, means the above contracts and purchase orders and all
other contracts and purchase orders, including all modifications, made
by the Government and the Contractor before the effective date of this
Agreement (whether or not performance and payment have been completed
and releases executed if the Government or the Contractor has any
remaining rights, duties, or obligations under these contracts and
purchase orders).

\(2\) \[*[Insert former name of company]{.underline}*\], by an amendment
to its certificate of incorporation, dated \[*insert date*\], has
changed its corporate name to \[*[insert new name of
company]{.underline}*\].

\(3\) This amendment accomplishes a change of corporate name only and
all rights and obligations of the Government and of the Contractor under
the contracts are unaffected by this change.

\(4\) Documentary evidence of this change of corporate name has been
filed with the Government.

\(b\) In consideration of these facts, the parties agree that\--

\(1\) The contracts covered by this Agreement are amended by
substituting the name \[insert new name of company\] for the name
\[*[insert original name of company]{.underline}*\] wherever it appears
in the contracts; and

\(2\) Each party has executed this Agreement as of the day and year
first above written.

United States of America,

By
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\[*[Insert new name of company]{.underline}*\]

By
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Corporate Seal

Certificate

I, \[*[insert name]{.underline}*\], certify that I am the Secretary of
\[*[insert new name of company]{.underline}*\]; that \[*[insert
name]{.underline}*\], who signed this Agreement for this corporation,
was then \[*[insert information]{.underline}*\] of this corporation; and
that this Agreement was duly signed for and on behalf of this
corporation by authority of its governing body and within the scope of
its corporate powers. Witness my hand and the seal of this corporation
this \[*[insert number]{.underline}*\] day of \[*insert month*\]
19\[*[insert year]{.underline}*\].

By
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Corporate Seal

APPENDIX 9

GUIDE FOR CREATION AND MAINTENANCE OF

CONTRACT ADMINISTRATION FILES ~(Added\ 04/2003)~

# PURPOSE STATEMENT

The following guide has been prepared to assist Contracting personnel
with maintenance of contract files and performance of contract
administration. If time is invested in creating files and tracking tools
at time of contract award and maintaining those files as changes occur,
the time required for contract administration, and ultimately contract
closeout, will be reduced. Contracting personnel will be able to locate
documents and information quickly and easily when needed, making
contract administration more efficient and less burdensome. The
procedures outlined below provide enough detail for effective
administration of large contracts. For administration of smaller
contracts, Contracting personnel can choose those sections that apply.

**1. Establishing** **Contract Administration Files** **)or** **Basic
Contract Files).** Green FAA Official Contract File folders should be
used for all files related to the contract. Labels on folders should be
typed so they can be easily read and should include the contract number
and title of contents (e.g., Basic Contract Folder, Modification Folder,
Voucher/Invoice Folder). The Basic Contract File should include the
documents listed in the subparagraphs below. Documents should be placed
in the folder(s) in the order listed in the Contract File Checklist
(Appendix 10) or table of contents (if one is prepared) and separated by
marked tabs or in separate folders. The Contract File Checklist or table
of contents should be annotated with the contractor's mailing address
and fax number, contractor's point of contact and telephone numbers,
Contracting Officer's Technical Representative (COTR) name and telephone
number, and Quality Reliability Officer (QRO) name and telephone number.

a\. *[Basic Contract Documents]{.underline}.* A copy of the table of
contents should be included in each folder of the Basic Contract File.
(Some contracts are large enough to require more than one folder.)

(1) Original Signed Contract (SF26) Sections A thru J.

(2) Distribution Sheet (the Distribution Sheet should be annotated with
    the date each copy of the contract was distributed.

(3) Requisition or procurement request (PR) and appropriate automated
    procurement system award form.

(4) Copies of COTR, QRO, Property Administrator, and Contract
    Administrator Designation memoranda (A sample COTR Designation
    Memorandum can be found at Appendix 1).

(5) Any other applicable documents listed in the Contract File
    Checklist, Section II, "Basic Contract Award File Checklist".

b\. *[Contract Data Requirements List (CDRL) Folder]{.underline}*.
Copies of documents delivered under CDRLs should be filed in the order
received, with each version separated by tabs.

c\. *[Voucher/Invoice Folder]{.underline}*. Each voucher/invoice should
be filed with its signed voucher/invoice approval certification and
record of payment (e.g., "PAID" sheet from Accounting).
Vouchers/invoices should be filed chronologically. A financial
spreadsheet should be filed on the left side of each Voucher/Invoice
Folder. Guidance on creating financial spreadsheets can be found in
paragraph (2)(a), below.

d\. *[Working Copy of the Contract]{.underline}*. A working copy of the
contract should be maintained electronically and in hard copy in a
binder. Both copies should be updated to reflect the most current
version of the contract each time a modification is issued. To
facilitate this process, all modifications should be issued with
contract change pages. Changes in the contract change pages should be
highlighted (e.g., bold, shaded, or italicized font).

e\. *[Other Contract Folders]{.underline}.* Folders should be created
for the following contract documentation, as applicable:

(1) Incoming Correspondence.

(2) Outgoing Correspondence.

(3) Subcontracts.

(4) Government Furnished Property/Information.

(5) Memoranda to the File.

(6) Program Management Review (PMR)/Acquisition Review (AR) Handouts.

(7) Quality Reliability Officer (QRO) Reports.

(8) Contractor and Industrial Security.

(9) Modifications.

**2. Processing Vouchers/Invoices.**

a\. *[Financial Spreadsheet]{.underline}.* A financial spreadsheet
should be developed to track total contract obligations and invoice
payments. This provides the current balance of contract funds. For
contracts containing many Contract Line Item Numbers (CLINs), it may be
helpful to develop a spreadsheet for each CLIN. For contracts containing
task orders, it may be helpful to develop a spreadsheet for each task
order. If spreadsheets are created for each CLIN or task order, a
summary financial spreadsheet should be created to provide the current
balance of funds for the entire contract.

b\. *[Processing Vouchers/Invoices.]{.underline}*

(1) Review each submission for errors;

(2) Record costs and fees separately in spreadsheets;

(3) Log receipt of voucher/invoice in AFM Invoice Tracking System (ITS);

(4) Forward to COTR for review and approval, note date sent to COTR in
    ITS;

(5) Set up a "Voucher Suspense Desk File" with a copy of the approval
    certification; note date due to Accounting. Set a suspense date a
    few days earlier to trigger COTR release;

(6) Upon return from COTR, sign and complete;

(7) Make a copy of approval certification and invoice;

(8) Place in voucher/invoice folder;

(9) Any disallowances should be noted with a memo to the file explaining
    the deduction and/or rejection and steps taken to notify the
    contractor. A letter should be written to the contractor explaining
    the deduction and/or rejection and a copy included with the invoice;

(10) Send invoice to Accounting;

(11) After copy is received from Accounting stamped "PAID", place this
     copy on top of the applicable voucher/invoice;

(12) Confirm payment was made in ITS; and

(13) Conduct periodic reviews with Accounting and ITS.

**3. Correspondence**

a\. *Processing Incoming Correspondence.*

(1) Create an incoming correspondence log sheet. As correspondence is
    received, it should be annotated in the log and filed in the
    incoming correspondence folder. Completed log sheets should be filed
    on the right side of each folder on top of incoming correspondence.
    Completed log sheets can be filed in hand-written form, however, if
    the information is typed in a Microsoft Word document, the log can
    be searched electronically.

(2) Incoming correspondence by serial number, CDRL number or reference,
    subject, and date.

(3) Review the correspondence and take action as required. If the
    correspondence requires COTR review and/or action, be sure to give
    the COTR a suspense date and file a copy of the e-mail or memo and
    correspondence in a "COTR Suspense Desk File".

(4) If the appropriate action includes providing a response to the
    contractor, prepare a written response using the outgoing
    correspondence procedures described in paragraph (3)(b), below.

b\. *[Processing Outgoing Correspondence.]{.underline}*

(1) Create an outgoing correspondence log sheet. Completed log sheets
    should be filed on the right side of each folder. Completed log
    sheets can be filed in hand-written form, however, if the
    information is typed in a Microsoft Word document, the log can be
    searched electronically.

(2) Log all outgoing correspondence using the next available serial
    number, entering CDRL number or reference, subject, and date. (Note:
    to make outgoing correspondence easier to track, it can be helpful
    to include in the correspondence serial number the calendar or
    fiscal year and program acronym.)

(3) When preparing outgoing correspondence, it is helpful to create an
    electronic outgoing correspondence directory to create and store
    electronic copies of correspondence. The serial number from the
    outgoing correspondence log should be typed in the top right corner
    of the outgoing letter. The subject line of the letter should be
    included in the log for quick reference.

(4) The file copy of letters to the contractor should be filed in the
    outgoing correspondence folder with relevant documents.

**4. PROCESSING MODIFICATIONS TO THE BASIC CONTRACT**

a\. *[Preparing the Modification]{.underline}.*

(1) Each modification should include: A SF30 or appropriate automated
    procurement system modification form to meet the requirements of the
    specific modification. If a SF30 is used to award the modification,
    the file must also contain the automated procurement system
    modification form.

(2) A modification summary, each page of which should be annotated with
    the contract, requisition, modification, and page numbers. The
    modification summary should include:

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(a) A preamble summarizing all changes included in the modification.

(b) A section by section, detailed description of the changed or
    modified parts of the contract. This description should include
    from/to statements to explain the change.

(c) If funds are involved, Section G is always modified to show the new
    CLIN and appropriation data and amount as well as the affect the
    modification has on total contract value. This amount should match
    the amount on the SF30 and automated procurement system modification
    form.

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```
(3) Contract change pages (with changes highlighted) for the working
    copy of the contract. The modification number should be printed in
    the top left corner of each modified page.

b\. *Distributing the Modification*. Prepare a Distribution Sheet to
document proper distribution of the modification. Annotate the
Distribution Sheet with the date distribution was made.

c\. *[Filing the Modification]{.underline}.* The modification file
should include the documents listed in the subparagraphs below. If the
modification is large enough to be filed in its own folder, it is
helpful to include a table of contents listing the modification and all
other supporting documents included in the folder. Copies of the
modified/changed contract pages should be filed in the working copy of
the contract. The electronic version of the working contract should be
updated to include the changed pages.

(1) Signed SF30 and automated procurement system modification form, the
    modification, and any associated documents (e.g., memoranda to the
    file, Determinations and Findings, contractor proposals, negotiation
    memoranda)

(2) Requisition or PR.

(3) Distribution Sheet.

(4) Any other applicable documents listed in the Contract File Checklist
    (Appendix 10), Section III, "Contract Modification/Revision File
    Checklist".

    d.  [*Other Actions Related to Modifications*:]{.underline}

        1.  Update or create appropriate financial spreadsheets
            (described in paragraph 2.a); and

        2.  *Create a Modification Summary Table*. This document
            provides a quick reference documenting by modification
            number the description, type (bilateral or unilateral),
            dollar amount, and date of each modification. The electronic
            version of the table can be searched, allowing quick
            retrieval of modification information.

**5. Preparing Memoranda to the File**. Typed or hand-written notes
should be prepared to document telephone calls, and meetings and filed
in a single folder as memoranda to the file. These notes should include
a list of participants, the topic, the date, and action items assigned
for each telephone call and meeting.

**6. Maintaining the Subcontract File**. If applicable, ensure that the
contract has an approved Subcontracting Plan that has been incorporated
into the contract by reference and has been made an attachment to the
basic contract. File copies of all subcontracts in the Subcontract File.
Ensure that the contractor submits SF294s/SF295s electronically. Review
SF294s/SF295s for completeness as they are received.

**7. Processing** **CDRLS**

a\. *[Submission and review of CDRLs]{.underline}.* The contractor
should submit CDRLs in hard copy or electronically in accordance with
the contract (Block 15 of CDRL). The Line of Business should establish
procedures to ensure that all CDRLs are reviewed by the Contracting
Officer and responsible Program or Integrated Product Team (IPT) and
that comments are provided to the Contracting Officer in a timely
manner. Most CDRLs have a time limit for Government review and response.
The document transmitting comments to the Contracting Officer should be
filed so it can be used to support COTR/technical review.

b\. *[Processing Comments and Changes to and Approving
CDRLs]{.underline}*. CDRL discrepancy forms should be developed to
transmit comments to the contractor. Comments regarding CDRLs and
approval of CDRLs should be transmitted to the contractor under a
transmittal letter prepared by the Contracting Officer. The transmittal
letter should include re-submittal requirements if applicable. The
transmittal letter should be filed in the outgoing correspondence
folder. Changes to CDRLs, including extensions to submission or review
dates, should include adequate consideration. These revisions must be
documented in a contract modification establishing the new terms.

c\. *[Tracking CDRLs]{.underline}.* The Contracting Officer should
create a tracking system to manage submission of all CDRLs.

APPENDIX 10

SAMPLE - CHECKLIST FOR CONTRACT FILE ~(Revised\ 01/2002)~

# PURPOSE STATEMENT

The following checklists have been prepared to facilitate the
contracting official in preparing a comprehensive acquisition package
and contract file. The applicable file documentation should be placed in
each file folder in the order stated with a file tab for easy access. In
addition, each checklist can be saved to a word document and modified as
a table of contents for each contract file folder.

#  **CONTRACT \#** DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# I PRE-AWARD PLANNING/REQUIREMENT FILE CHECKLIST 

+------+----------------------------+---------------------+-----------+
| *    | **DOCUMENT**               | APPLICABLE AMS,     | **APPLIC  |
| *Tab |                            | TOOLBOX, STANDARD   | & IN      |
| \#** |                            | OR ORDER            | FILE**    |
+======+============================+=====================+===========+
| 1    | Names of IPT Members,      | AMS 1.11            |           |
|      | Organizations and Phone    |                     |           |
|      | Numbers                    | AMS 3.2.1.2         |           |
|      |                            |                     |           |
|      |                            | AMS APPENDIX        |           |
|      |                            | B-ACQUISITION       |           |
|      |                            | STRATEGY PAPER      |           |
+------+----------------------------+---------------------+-----------+
| 2    | Acquisition/Procurement    | AMS 2.12            |           |
|      | Planning Documents (APB,   |                     |           |
|      | ISR, ASP etc)              | AMS 3.2.1.2         |           |
+------+----------------------------+---------------------+-----------+
| 3    | Procurement Requests (PR), | T3.2.1              |           |
|      | ACQUIRE Requisition        |                     |           |
|      | Request with Funding       | ACQUIRE Buyer       |           |
|      | Approval                   | Guide/ACQUIRE       |           |
|      |                            | Contract Report     |           |
|      |                            | Information (ACRI)  |           |
|      |                            | Quick Reference     |           |
|      |                            | Guide               |           |
+------+----------------------------+---------------------+-----------+
| 4    | Acquisition Documents      | T.3.2.2.8           |           |
|      | (SOW, SPEC, CDRLs, DIDs)   |                     |           |
|      |                            | Procurement Form    |           |
|      |                            | Template (59, & 60) |           |
+------+----------------------------+---------------------+-----------+
| 5    | Set-Aside                  | AMS 3.6.1           |           |
|      | D                          |                     |           |
|      | etermination/Coordina-tion | AMS 3.2.2.2         |           |
|      | with Small Business        |                     |           |
|      | Utilization Staff          | T3.6.1              |           |
|      |                            |                     |           |
|      |                            | Procurement Form    |           |
|      |                            | Template            |           |
|      |                            |                     |           |
|      |                            | \(85\)              |           |
+------+----------------------------+---------------------+-----------+
| 6    | RESERVED                   | RESERVED            |           |
+------+----------------------------+---------------------+-----------+
| 7    | Independent Cost Estimate  | T.3.2.3.A9          |           |
|      | (ICE)                      |                     |           |
+------+----------------------------+---------------------+-----------+
| 8    | Coordination with Quality  | AMS 3.2.1.3.5       |           |
|      | Assurance Documentation    |                     |           |
|      |                            | T3.10.4A2           |           |
+------+----------------------------+---------------------+-----------+
| 9    | Classified Security        | AMS 3.13.2.2.2      |           |
|      | Requirements and           |                     |           |
|      | Documentation of           | T.13.2              |           |
|      | Coordination with Security |                     |           |
|      | Staff (ACO)                | T3.13.1A9           |           |
+------+----------------------------+---------------------+-----------+
| 10   | Information, Personnel and | AMS 3.13.2.2.1      |           |
|      | Physical Security as it    |                     |           |
|      | relates to suitability     | T3.13.1A17          |           |
|      | Requirements and           |                     |           |
|      | Documentation of           |                     |           |
|      | Coordination with Security |                     |           |
|      | Staff (ACO)                |                     |           |
+------+----------------------------+---------------------+-----------+
| 11   | Personnel Security Risk    | T3.13.1A17          |           |
|      | Assessment Forms (FAA Form |                     |           |
|      | 1600-77)                   |                     |           |
+------+----------------------------+---------------------+-----------+
| 12   | Unsolicited Proposal and   | AMS 3.2.2.6         |           |
|      | Documentation              |                     |           |
|      |                            | T3.2.2.6            |           |
+------+----------------------------+---------------------+-----------+
| 13   | Signed                     | AMS 3.1.5, 3.1.6    |           |
|      | Non-disclosure/Conflict of |                     |           |
|      | Interest Statements        | T3.1.5A and         |           |
|      |                            |                     |           |
|      |                            | T3.1.6A2            |           |
+------+----------------------------+---------------------+-----------+
| 14   | Evaluation Plan(s) (e.g.   | AMS 3.2.2.3.1.2.3   |           |
|      | Past Performance)          |                     |           |
|      | including List of          | T.3.2.2.A.2         |           |
|      | Evaluators and Advisors    |                     |           |
|      | with Source Selection,     |                     |           |
|      | Official (SSO) approval    |                     |           |
+------+----------------------------+---------------------+-----------+
| 15   | Evaluation Criteria (e.g.  | AMS 3.2.2.3.1.2.3   |           |
|      | Past Performance)          |                     |           |
|      |                            | T3.2.2.3A2, 3 &4    |           |
|      | (Section M)                |                     |           |
+------+----------------------------+---------------------+-----------+
| 16   | Organizational Conflict of | AMS 3.1.5, 3.1.7    |           |
|      | Interest Statements        |                     |           |
|      |                            | T3.1.7              |           |
+------+----------------------------+---------------------+-----------+
| 17   | Procurement Integrity Act  | AMS 3.1.8           |           |
|      | IPT Briefing and Awareness |                     |           |
|      | Discussions                | T3.1.8              |           |
+------+----------------------------+---------------------+-----------+
| 18   | Undefinitized Letter       | T3.2.4.6            |           |
|      | Contracts Documentation    |                     |           |
+------+----------------------------+---------------------+-----------+
| 19   | Market Analysis /Public    | AMS 3.2.1.2.1,      |           |
|      | Announcement (\>\$100K)    | 3.2.1.3.12          |           |
|      |                            |                     |           |
|      |                            | T3.2.2A1 and        |           |
|      |                            | T3.2.2.3A2          |           |
+------+----------------------------+---------------------+-----------+
| 20   | Draft Screening            | AMS 3.2.1.3.9       |           |
|      | Information Request (SIR)  |                     |           |
|      | and Comments               |                     |           |
+------+----------------------------+---------------------+-----------+
| 21   | Documentation of           | FAA ORDER 2220.1    |           |
|      | Coordination with Legal    | dtd 7/1/87          |           |
|      | Staff                      |                     |           |
|      |                            | AMS1.3              |           |
+------+----------------------------+---------------------+-----------+
| 22   | Screening Information      | AMS 3.2.2.3.1.2.1   |           |
|      | Request (SIR) document     |                     |           |
|      | (Sections A-M) should      | T3.2.2              |           |
|      | include clear instructions |                     |           |
|      | to potential vendors and   |                     |           |
|      | evaluation factors (e.g.   |                     |           |
|      | Past Performance)          |                     |           |
+------+----------------------------+---------------------+-----------+
| 23   | Request for SIRs by        | Best Practice       |           |
|      | Interested Parties         |                     |           |
+------+----------------------------+---------------------+-----------+
| 24   | Single Source              | AMS 3.2.1.3.8,      |           |
|      | Justification (may be part | 3.2.2.2 and 3.2.2.4 |           |
|      | of Acquisition/Planning    |                     |           |
|      | Documentation)             | T3.2.1.A4           |           |
+------+----------------------------+---------------------+-----------+
| 25   | Sources with Address       | Best Practice       |           |
|      | (Original vendor list and  |                     |           |
|      | additional vendor names    |                     |           |
|      | and addresses from public  |                     |           |
|      | announcements from Tab 23) |                     |           |
+------+----------------------------+---------------------+-----------+
| 26   | SIR Amendments with        | AMS 3.2.2.3.1.2.2   |           |
|      | supporting documentation   |                     |           |
|      | (IPT/Legal Review,         | And 3.2.2.3.1.2.4   |           |
|      | rationale for issuing,     |                     |           |
|      | distribution sheet and     |                     |           |
|      | names of vendors)          |                     |           |
+------+----------------------------+---------------------+-----------+
| 27   | SIR Responses (including   | AMS 3.2.2.3.1.2.3   |           |
|      | Unsuccessful offerors'     |                     |           |
|      | proposals)                 |                     |           |
|      |                            |                     |           |
|      | Receipt/Evaluation of      |                     |           |
|      | Submittals (including      |                     |           |
|      | evaluation reports)        |                     |           |
+------+----------------------------+---------------------+-----------+
| 28   | Communications with        | AMS 3.2.2.3.1.2.2   |           |
|      | Offerors (e.g. letters,    |                     |           |
|      | e-mails)                   |                     |           |
+------+----------------------------+---------------------+-----------+
| 29   | IPT Evaluation             | AMS 3.2.2.3.1.3     |           |
|      | Reports/Scoring Results    |                     |           |
|      | and all other factors      |                     |           |
|      | considered (Technical and  |                     |           |
|      | Cost)                      |                     |           |
+------+----------------------------+---------------------+-----------+
| 30   | SSO Screening /Award       | AMS 3.2.2.3.1.3     |           |
|      | Decision Memorandum        |                     |           |
|      |                            | And AMS             |           |
|      |                            | 3.2.2.3.1.2.5       |           |
+------+----------------------------+---------------------+-----------+

#  **CONTRACT \# DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ 

+------+----------------------------+---------------------+-----------+
| *    | **DOCUMENT**               | APPLICABLE AMS,     | **APPLIC  |
| *Tab |                            | TOOLBOX, STANDARD   | & IN      |
| \#** |                            | OR ORDER            | FILE**    |
+------+----------------------------+---------------------+-----------+
| 31   | Successful Offeror's       | AMS 3.2.2.3.1.2.3   |           |
|      | Cost/Price Proposal        |                     |           |
+------+----------------------------+---------------------+-----------+
| 32   | Successful Offeror's       | AMS 3.2.2.3.1.2.3   |           |
|      | Technical Proposal         |                     |           |
+------+----------------------------+---------------------+-----------+
| 33   | Contracting Officer's      | AMS 3.2.2.2         |           |
|      | Responsibility             |                     |           |
|      | Determination --including  | T3.2.3A5 & 6        |           |
|      | checking Suspense and      | Procurement Form    |           |
|      | Debarment from "List of    | Template No. 33     |           |
|      | parties Excluded from      |                     |           |
|      | Federal                    | AMS 3.2.2.7.4       |           |
|      | P                          |                     |           |
|      | rocurement-Non-procurement | T3.2.2.7            |           |
|      | List" GSA                  |                     |           |
+------+----------------------------+---------------------+-----------+
| 34   | Pre-award Survey           | AMS 3.2.2.2         |           |
|      | Information                |                     |           |
|      |                            | T3.2.3A5 & 6        |           |
+------+----------------------------+---------------------+-----------+
| 35   | DCAA Field Reports         | AMS 3.2.2.2         |           |
|      | (include requests          |                     |           |
|      | coordinated with ASU-300)  | T3.2.3A5 & 6        |           |
+------+----------------------------+---------------------+-----------+
| 36   | Successful Offeror's       | AMS 3.2.2.3.1.2.3   |           |
|      | Reps/Certifications        |                     |           |
|      | (Section K)                |                     |           |
+------+----------------------------+---------------------+-----------+
| 37   | Equal Employment           | AMS 3.6.2.1         |           |
|      | Opportunity Compliance     |                     |           |
|      | Review (\$10M)             | T3.6.2              |           |
+------+----------------------------+---------------------+-----------+
| 38   | Certificate of Current     | AMS 3.2.3.3.1       |           |
|      | Cost or Pricing Data       |                     |           |
|      |                            | T3.2.3A1            |           |
+------+----------------------------+---------------------+-----------+
| 39   | Depart of Labor (DOL) Wage | T3.6.2              |           |
|      | Rate Determination if      |                     |           |
|      | Service Contract Act       |                     |           |
|      | Applies or rationale on    |                     |           |
|      | why SCA exempt             |                     |           |
+------+----------------------------+---------------------+-----------+
| 40   | Subcontracting Plan with   | T3.10.3             |           |
|      | coordination/review by the |                     |           |
|      | SB Utilization Office      |                     |           |
|      | (Should become a material  |                     |           |
|      | part of the contract as an |                     |           |
|      | Attachment (Section J))    |                     |           |
+------+----------------------------+---------------------+-----------+
| 41   | Legal Review of final      | FAA ORDER 2220.1    |           |
|      | contract document          | DATED 7/1/87        |           |
+------+----------------------------+---------------------+-----------+
| 42   | Contract Award             | AMS 3.13.1.4        |           |
|      | Notification               |                     |           |
+------+----------------------------+---------------------+-----------+
| 43   | Congressional Award        | AMS 3.13.2.5        |           |
|      | Notification (\$3M)        |                     |           |
|      |                            | T3.13.1A5           |           |
+------+----------------------------+---------------------+-----------+
| 44   | Notification to            | AMS 3.2.2.3.1.2.5   |           |
|      | Unsuccessful Offeror(s)    |                     |           |
+------+----------------------------+---------------------+-----------+
| 45   | Contractor Debriefing      | AMS 3.2.2.3.1.4     |           |
|      | Documentation              |                     |           |
+------+----------------------------+---------------------+-----------+
| 46   | Pre/Post Negotiation       | Standard            |           |
|      | Business Clearance CO's    | Operational         |           |
|      | determination the price is | Procedures/Best     |           |
|      | fair and reasonable and    | Business Practice   |           |
|      | documenting the entire     |                     |           |
|      | award decision selection.  |                     |           |
+------+----------------------------+---------------------+-----------+
| 47   | Protest Documentation      | AMS 3.9.2           |           |
+------+----------------------------+---------------------+-----------+
| 48   | Lessons Learned Findings   | AMS 3.2.2.3.1.5     |           |
+------+----------------------------+---------------------+-----------+

#  **CONTRACT \#** DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# II BASIC CONTRACT AWARD FILE CHECKLIST 

+-------+---------------------------+---------------------+-----------+
| **Tab | **DOCUMENT**              | APPLICABLE AMS,     | **APPLIC  |
| \#**  |                           | TOOLBOX, STANDARD   | & IN      |
|       |                           | OR ORDER            | FILE**    |
+=======+===========================+=====================+===========+
| 1     | Post Award Conference     | AMS 3.2.2.3.1.4     |           |
+-------+---------------------------+---------------------+-----------+
| 2     | ACQUIRE AWARD OF ORIGINAL | Best Practice and   |           |
|       | CONTRACT with original    | Contract Law AMS    |           |
|       | signatures from           | 3.2.2.3.1.3         |           |
|       | contractor and            |                     |           |
|       | contracting officer and   |                     |           |
|       | Contract (Sections B-J)   |                     |           |
+-------+---------------------------+---------------------+-----------+
| 3     | Contract Distribution     | Best Practice       |           |
|       | Sheet                     |                     |           |
+-------+---------------------------+---------------------+-----------+
| 4     | Copy of Delegation        | AMS 3.10.1          |           |
|       | Letters: Quality Review   |                     |           |
|       | Official (QRO),           | 3.10.3              |           |
|       | Contracting Officer's     |                     |           |
|       | Technical Representative  | 3.10.4              |           |
|       | (COTR), Property          |                     |           |
|       | Administration and        | T3.10.1A3           |           |
|       | Contract Administration   |                     |           |
|       |                           | T310.3A2 and        |           |
|       |                           |                     |           |
|       |                           | T310.4A2            |           |
+-------+---------------------------+---------------------+-----------+
| 5     | Correspondence (Outgoing) | Best Practice       |           |
|       | to the contractor         |                     |           |
+-------+---------------------------+---------------------+-----------+
| 6     | Correspondence (Incoming) | Best Practice       |           |
|       | from the contractor       |                     |           |
+-------+---------------------------+---------------------+-----------+
| 7     | Record(s) of Payments to  | AMS 3.3.1.2         |           |
|       | the contractor) including |                     |           |
|       | copies of each            |                     |           |
|       | voucher/invoice and       |                     |           |
|       | payment authorization to  |                     |           |
|       | AFM                       |                     |           |
+-------+---------------------------+---------------------+-----------+
| 8     | Cumulative Total of       | T3.3.1A3.f          |           |
|       | Invoices/Vouchers paid,   |                     |           |
|       | rejected, etc.            |                     |           |
+-------+---------------------------+---------------------+-----------+
| 9     | Security Report and       | AMS 3.2.2.2         |           |
|       | Documentation with        |                     |           |
|       | Coordination with         | T3.13.1A9           |           |
|       | Security Staff (ACO)      |                     |           |
|       | (Classified Info Security |                     |           |
|       | and Personnel and         |                     |           |
|       | Physical)                 |                     |           |
+-------+---------------------------+---------------------+-----------+
| 10    | Government Furnished or   | AMS 3.10.3          |           |
|       | Contractor Acquired       |                     |           |
|       | Property List, Quantity   | T3.10.3A3           |           |
|       | and Value                 |                     |           |
+-------+---------------------------+---------------------+-----------+
| 11    | Freedom of Information    | 5 U.S.C. 552        |           |
|       | Act (FOIA) Requests       |                     |           |
+-------+---------------------------+---------------------+-----------+
| 12    | Lessons Learned Input     | AMS 3.2.2.3.1.5     |           |
+-------+---------------------------+---------------------+-----------+
| 13    | Subcontracting Plan       | T.3.6.1.4           |           |
|       | Quarterly and Semi-Annual |                     |           |
|       | Reports with coordination |                     |           |
|       | to the SB Utilization     |                     |           |
|       | Office                    |                     |           |
+-------+---------------------------+---------------------+-----------+
| 14    | Acceptance Reports        | FAA ORDER 4650.30   |           |
|       | consisting of Materiel    | dated 5/4/93        |           |
|       | Requisition/Issue/Receipt |                     |           |
|       | (FAA Form 4650-12) and    |                     |           |
|       | Inspection Report of      |                     |           |
|       | Material and/or Services  |                     |           |
|       | (FAA Form 256)            |                     |           |
+-------+---------------------------+---------------------+-----------+
| 15    | JAI/CAI Inspections       |                     |           |
+-------+---------------------------+---------------------+-----------+
| 16    | Weekly Progress Reports   |                     |           |
|       | -- Labor Investigations   |                     |           |
+-------+---------------------------+---------------------+-----------+
| 17    | Contractor Payroll Forms  |                     |           |
+-------+---------------------------+---------------------+-----------+
| 18    | Insurance/Payment/        |                     |           |
|       | Performance/Bid Bonds --  |                     |           |
|       | Over 100K                 |                     |           |
+-------+---------------------------+---------------------+-----------+
| 19    | SEDB/8 (a) Small Business |                     |           |
|       | Acceptance --             |                     |           |
|       | Correspondence/Waiver     |                     |           |
|       | Forms                     |                     |           |
+-------+---------------------------+---------------------+-----------+
| 20    | Proof of proper           | ASU-300 SOP002,     |           |
|       | coordination on ASU-300   | "Customer Surveys"  |           |
|       | Customer Survey           |                     |           |
|       | Questionnaires (e.g.,     |                     |           |
|       | copies of transmittal     |                     |           |
|       | e-mails/memos/letters)    |                     |           |
+-------+---------------------------+---------------------+-----------+

#  **CONTRACT \#** DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# III CONTRACT MODIFICATION/REVISION FILE CHECKLIST 

+------+-----------------------------+---------------------+-----------+
| *    | **DOCUMENT**                | APPLICABLE AMS,     | **APPLIC  |
| *Tab |                             | TOOLBOX, STANDARD   | & IN      |
| \#** |                             | OR ORDER            | FILE**    |
+======+=============================+=====================+===========+
| 1    | ACQUIRE REVISION AND/OR     | Best                |           |
|      | MODIFICATION WITH ORIGINAL  | Practice/Contract   |           |
|      | SIGNATURE FROM BOTH PARTIES | Law both parties    |           |
|      | (SF-30) (Sections A-J)      | signature and       |           |
|      |                             | consideration-      |           |
|      |                             | funds obligation    |           |
+------+-----------------------------+---------------------+-----------+
| 2    | Procurement Requests (PR),  | T3.2.1              |           |
|      | ACQUIRE Requisition Request |                     |           |
|      | with Funding Approval       | ACQUIRE Buyer       |           |
|      |                             | Guide/ACQUIRE       |           |
|      |                             | Contract Report     |           |
|      |                             | Information (ACRI)  |           |
|      |                             | Quick Reference     |           |
|      |                             | Guide               |           |
+------+-----------------------------+---------------------+-----------+
| 3    | Independent Cost Estimate   | T.3.2.3.A9          |           |
|      | (ICE)                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 4    | Classified Security         | AMS 3.13.2.2.2      |           |
|      | Requirements and            |                     |           |
|      | Documentation of            | T.13.2              |           |
|      | Coordination with Security  |                     |           |
|      | Staff (ACO)                 | T3.13.1A9           |           |
+------+-----------------------------+---------------------+-----------+
| 5    | Information, Personnel and  | AMS 3.13.2.2.1      |           |
|      | Physical Security as it     |                     |           |
|      | relates to suitability      | T3.13.1A17          |           |
|      | Requirements and            |                     |           |
|      | Documentation of            |                     |           |
|      | Coordination with Security  |                     |           |
|      | Staff (ACO)                 |                     |           |
+------+-----------------------------+---------------------+-----------+
| 6    | Personnel Security Risk     | T3.13.1A17          |           |
|      | Assessment Forms 91600-77)  |                     |           |
+------+-----------------------------+---------------------+-----------+
| 7    | Offeror's Cost/Price        | AMS 3.2.2.3.1.2.3   |           |
|      | Proposal                    |                     |           |
+------+-----------------------------+---------------------+-----------+
| 8    | Offeror's Technical         | AMS 3.2.2.3.1.2.3   |           |
|      | Proposal                    |                     |           |
+------+-----------------------------+---------------------+-----------+
| 9    | Request for Technical       | Best Practice       |           |
|      | Evaluation                  |                     |           |
+------+-----------------------------+---------------------+-----------+
| 10   | Evaluation of Proposal      | AMS 3.2.2.3.1.2.3   |           |
|      |                             |                     |           |
|      |                             | T3.2.2              |           |
+------+-----------------------------+---------------------+-----------+
| 11   | DCAA Field Reports (include | AMS 3.2.2.2         |           |
|      | requests coordinated with   |                     |           |
|      | ASU-300)                    | T3.2.3A5 & 6        |           |
+------+-----------------------------+---------------------+-----------+
| 12   | Equal Employment            | AMS 3.6.2.1         |           |
|      | Opportunity Compliance      |                     |           |
|      | Review                      |                     |           |
+------+-----------------------------+---------------------+-----------+
| 13   | Depart of Labor (DOL) Wage  | T3.6.2              |           |
|      | Rate Determination if       |                     |           |
|      | Service Contract Act        |                     |           |
|      | Applies or rationale on why |                     |           |
|      | SCA exempt                  |                     |           |
+------+-----------------------------+---------------------+-----------+
| 14   | Legal Review of final       | FAA ORDER 2220.1    |           |
|      | contract modification       | dtd 7/1/87          |           |
|      | document with change pages  |                     |           |
|      | to working contract if      |                     |           |
|      | applicable                  |                     |           |
+------+-----------------------------+---------------------+-----------+
| 15   | Pre/Post Negotiation        | Best Practice       |           |
|      | Business Clearance or other |                     |           |
|      | supporting documentation    |                     |           |
|      | showing CO made the         |                     |           |
|      | determination that the      |                     |           |
|      | price is fair and           |                     |           |
|      | reasonable and support for  |                     |           |
|      | issuance of modification.   |                     |           |
+------+-----------------------------+---------------------+-----------+
| 16   | Undefinitized Letter        | T3.2.4.6            |           |
|      | Contracts AND Ceiling Price |                     |           |
|      | Actions                     |                     |           |
+------+-----------------------------+---------------------+-----------+
| 17   | Certificate of Current Cost | AMS 3.2.3.3.1       |           |
|      | or Pricing Data             |                     |           |
|      |                             | T3.2.3A1            |           |
+------+-----------------------------+---------------------+-----------+
| 18   | Option Exercise             | AMS Clause 3.2.4-34 |           |
|      | Notification                |                     |           |
|      |                             | And 3.2.4-35        |           |
+------+-----------------------------+---------------------+-----------+
| 19   | Support for exercise of     | AMS Clause 3.2.4-34 |           |
|      | Option documentation        |                     |           |
|      |                             | And 3.2.4-35        |           |
+------+-----------------------------+---------------------+-----------+
| 20   | IPT/COTR review of final    | T3.2.1              |           |
|      | contract modification       |                     |           |
|      | document                    |                     |           |
+------+-----------------------------+---------------------+-----------+
| 21   | Contract Modification       | Best Practice       |           |
|      | Distribution Sheet (with    |                     |           |
|      | copy to Security Office     |                     |           |
|      | (ACO))                      |                     |           |
+------+-----------------------------+---------------------+-----------+

#  **CONTRACT \#** DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# IV CONTRACT CLOSE-OUT FILE CHECKLIST (See Appendix Sample 11) **\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# V PURCHASE ORDER/GSA/FSS ORDER FILE CHECKLIST 

+------+-----------------------------+---------------------+-----------+
| *    | **DOCUMENT**                | APPLICABLE AMS,     | **APPLIC  |
| *Tab |                             | TOOLBOX, STANDARD   | & IN      |
| \#** |                             | OR ORDER            | FILE**    |
+======+=============================+=====================+===========+
| 1    | Copy of GSA Schedule        | T.8.3               |           |
+------+-----------------------------+---------------------+-----------+
| 2    | Procurement Requests (PR),  | Best Practice and   |           |
|      | ACQUIRE Requisition Request | Contract Law        |           |
|      | with Funding Approval       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 3    | Independent Cost Estimate   | T.3.2.3.A9          |           |
|      | (ICE)                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 4    | Classified Security         | AMS 3.13.2.2.2      |           |
|      | Requirements and            |                     |           |
|      | Documentation of            | T.13.2              |           |
|      | Coordination with Security  |                     |           |
|      | Staff (ACO)                 | T3.13.1A9           |           |
+------+-----------------------------+---------------------+-----------+
| 5    | Information, Personnel and  | AMS 3.13.2.2.1      |           |
|      | Physical Security as it     |                     |           |
|      | relates to suitability      | T3.13.1A17          |           |
|      | Requirements and            |                     |           |
|      | Documentation of            |                     |           |
|      | Coordination with Security  |                     |           |
|      | Staff (ACO)                 |                     |           |
+------+-----------------------------+---------------------+-----------+
| 6    | Personnel Security Risk     | T3.13.1A17          |           |
|      | Assessment Forms 91600-77)  |                     |           |
+------+-----------------------------+---------------------+-----------+
| 7    | GSA Ordering                | T.8.3               |           |
|      | Requirements/Documentation  |                     |           |
|      | in accordance with FAR      |                     |           |
|      | 8.404                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 8    | Legal Review of final       | FAA Order 2220.1    |           |
|      | contract action document    | dated 7/1/87        |           |
+------+-----------------------------+---------------------+-----------+
| 9    | IPT/COTR review of final    | AMS 3.2.1.2.2       |           |
|      | purchase order document     |                     |           |
+------+-----------------------------+---------------------+-----------+
| 10   | Pre/Post Negotiation        | Standard            |           |
|      | Business Clearance CO's     | Operational         |           |
|      | determination the price is  | Procedures/Best     |           |
|      | fair and reasonable and     | Business Practice   |           |
|      | documenting the entire      |                     |           |
|      | award decision selection.   |                     |           |
+------+-----------------------------+---------------------+-----------+
| 11   | ACQUIRE AWARD OF ORIGINAL   | Best Practice and   |           |
|      | Purchase Order with         | Contract Law        |           |
|      | original signatures from    |                     |           |
|      | contractor and contracting  |                     |           |
|      | officer                     |                     |           |
+------+-----------------------------+---------------------+-----------+
| 12   | Purchase Order Distribution | Best Practice       |           |
|      | Sheet (with copy to         |                     |           |
|      | Security Office (ACO))      |                     |           |
+------+-----------------------------+---------------------+-----------+
| 13   | Copy of Delegation Letters: | AMS 3.10.1          |           |
|      | Quality Review Official     |                     |           |
|      | (QRO), Contracting          | 3.10.3              |           |
|      | Officer's Technical         |                     |           |
|      | Representative (COTR),      | 3.10.4              |           |
|      | Property Administration and |                     |           |
|      | Contract Administration     | T3.10.1A3           |           |
|      |                             |                     |           |
|      |                             | T310.3A2 and        |           |
|      |                             |                     |           |
|      |                             | T310.4A2            |           |
+------+-----------------------------+---------------------+-----------+
| 14   | Correspondence (Outgoing)   | Best Practice       |           |
|      | to the contractor           |                     |           |
+------+-----------------------------+---------------------+-----------+
| 15   | Correspondence (Incoming)   | Best Practice       |           |
|      | from the contractor         |                     |           |
+------+-----------------------------+---------------------+-----------+
| 16   | Record(s) of Payments to    | AMS 3.3.1.2         |           |
|      | the contractor) including   |                     |           |
|      | copies of each              |                     |           |
|      | voucher/invoice and payment |                     |           |
|      | authorization to AFM        |                     |           |
+------+-----------------------------+---------------------+-----------+
| 17   | Cumulative Total of         | T3.3.1A3.f          |           |
|      | Invoices/Vouchers paid,     |                     |           |
|      | rejected, etc.              |                     |           |
+------+-----------------------------+---------------------+-----------+
| 18   | Security Report and         | AMS 3.2.2.2         |           |
|      | Documentation with          |                     |           |
|      | Coordination with Security  | T3.13.1A9           |           |
|      | Staff (ACO) (Classified     |                     |           |
|      | Info Security and Personnel |                     |           |
|      | and Physical)               |                     |           |
+------+-----------------------------+---------------------+-----------+
| 19   | Government Furnished or     | AMS 3.10.3          |           |
|      | Contractor Acquired         |                     |           |
|      | Property List, Quantity and | T3.10.3A3           |           |
|      | Value                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 20   | Freedom of Information Act  | 5 U.S.C. 552        |           |
|      | (FOIA) Requests             |                     |           |
+------+-----------------------------+---------------------+-----------+
| 21   | Acceptance Reports          | FAA ORDER 4650.30   |           |
|      | consisting of Materiel      | dated 5/4/93        |           |
|      | Requisition/Issue/Receipt   |                     |           |
|      | (FAA Form 4650-12) and      |                     |           |
|      | Inspection Report of        |                     |           |
|      | Material and/or Services    |                     |           |
|      | (FAA Form 256)              |                     |           |
+------+-----------------------------+---------------------+-----------+

#  **CONTRACT \#** DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# VI BLANKET PURCHASE AGREEMENT (BPA) FILE CHECKLIST 

+------+-----------------------------+---------------------+-----------+
| *    | **DOCUMENT**                | APPLICABLE AMS,     | **APPLIC  |
| *Tab |                             | TOOLBOX, STANDARD   | & IN      |
| \#** |                             | OR ORDER            | FILE**    |
+======+=============================+=====================+===========+
| 1    | Copy of GSA Schedule        | T.8.3               |           |
+------+-----------------------------+---------------------+-----------+
| 2    | IPT/Program Office Basis or | AMS 2.9.5           |           |
|      | Justification to establish  |                     |           |
|      | BPA from GSA or non-GSA     | T3.2.1              |           |
|      |                             |                     |           |
|      |                             | T.3.8.3             |           |
|      |                             |                     |           |
|      |                             | EXEMPTION FROM      |           |
|      |                             | PLANNING            |           |
+------+-----------------------------+---------------------+-----------+
| 3    | Independent Cost Estimate   | T.3.2.3.A9          |           |
|      | (ICE)                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 4    | Classified Security         | AMS 3.13.2.2.2      |           |
|      | Requirements and            |                     |           |
|      | Documentation of            | T.13.2              |           |
|      | Coordination with Security  |                     |           |
|      | Staff (ACO)                 | T3.13.1A9           |           |
+------+-----------------------------+---------------------+-----------+
| 5    | Information, Personnel and  | AMS 3.13.2.2.1      |           |
|      | Physical Security as it     |                     |           |
|      | relates to suitability      | T3.13.1A17          |           |
|      | Requirements and            |                     |           |
|      | Documentation of            |                     |           |
|      | Coordination with Security  |                     |           |
|      | Staff (ACO)                 |                     |           |
+------+-----------------------------+---------------------+-----------+
| 6    | Personnel Security Risk     | T3.13.1A17          |           |
|      | Assessment Forms 91600-77)  |                     |           |
+------+-----------------------------+---------------------+-----------+
| 7    | GSA Ordering                | T3.8.3              |           |
|      | Requirements/Documentation  |                     |           |
|      | in accordance with FAR      |                     |           |
|      | 8.404                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 8    | Legal Review of final       | FAA ORDER 2220.1    |           |
|      | Blanket Purchase Agreement  | DTD 7/1/87          |           |
|      | document                    |                     |           |
+------+-----------------------------+---------------------+-----------+
| 9    | IPT/COTR review of BPA      | AMS 3.2.1.2.2       |           |
+------+-----------------------------+---------------------+-----------+
| 10   | ACQUIRE (CPA) Documentation | ACQUIRE Buyer Guide |           |
|      | Form                        | and Quick Reference |           |
|      |                             | Guide               |           |
+------+-----------------------------+---------------------+-----------+
| 11   | Basic Ordering Agreement    | Best Practice       |           |
|      | Distribution Sheet (with    |                     |           |
|      | copy to Security Office     |                     |           |
|      | (ACO))                      |                     |           |
+------+-----------------------------+---------------------+-----------+
| 12   | Call Order Template         | T.3.2.2.5           |           |
+------+-----------------------------+---------------------+-----------+
| 13   | Call Order Distribution     | Best Practice       |           |
|      | Sheet                       |                     |           |
+------+-----------------------------+---------------------+-----------+
| 14   | Conduct Annual or as        | T.8.3 and GSA       |           |
|      | required Review for Dollar  | Schedule            |           |
|      | Threshold Compliance        |                     |           |
+------+-----------------------------+---------------------+-----------+
| 15   | Copy of Original BPA with   | 3.2.1 and           |           |
|      | contractor and contracting  |                     |           |
|      | officer signatures          | 3.2.2.5             |           |
+------+-----------------------------+---------------------+-----------+
| 16   | Copy of Delegation Letters: | AMS 3.10.1          |           |
|      | Quality Review Official     |                     |           |
|      | (QRO)                       | 3.10.3              |           |
|      |                             |                     |           |
|      | COTR, Property              | 3.10.4              |           |
|      | Administration, Contract    |                     |           |
|      | Administration              | T3.10.1A3           |           |
|      |                             |                     |           |
|      |                             | T310.3A2 and        |           |
|      |                             |                     |           |
|      |                             | T310.4A2            |           |
+------+-----------------------------+---------------------+-----------+
| 17   | Correspondence (Outgoing)   | Best Practice       |           |
|      | to the contractor           |                     |           |
+------+-----------------------------+---------------------+-----------+
| 18   | Correspondence (Incoming)   | Best Practice       |           |
|      | from the contractor         |                     |           |
+------+-----------------------------+---------------------+-----------+
| 19   | Record(s) of Payments to    | AMS 3.3.1.2         |           |
|      | the contractor including    |                     |           |
|      | copies of voucher and       |                     |           |
|      | invoices                    |                     |           |
+------+-----------------------------+---------------------+-----------+
| 20   | Cumulative Total of         | T3.3.1A3.f          |           |
|      | Invoices/Vouchers paid,     |                     |           |
|      | rejected, etc.              |                     |           |
+------+-----------------------------+---------------------+-----------+
| 21   | Lessons Learned Input       | AMS 3.2.2.3.1.5     |           |
+------+-----------------------------+---------------------+-----------+
| 22   | Subcontracting Plan         | T.3.6.1.4           |           |
|      | Quarterly and Semi-Annual   |                     |           |
|      | Reports with coordination   |                     |           |
|      | to the SB Utilization       |                     |           |
|      | Office                      |                     |           |
+------+-----------------------------+---------------------+-----------+
| 23   | Acceptance Reports          | FAA ORDER 4650.30   |           |
|      | consisting of Materiel      | dated 5/4/93        |           |
|      | Requisition/Issue/Receipt   |                     |           |
|      | (FAA Form 4650-12) and      |                     |           |
|      | Inspection Report of        |                     |           |
|      | Material and/or Services    |                     |           |
|      | (FAA Form 256)              |                     |           |
+------+-----------------------------+---------------------+-----------+

#  **CONTRACT \#** DTFA \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ **VENDOR NAME \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_** 

# 

# VII INTERAGENCY AGREEMENT FILE CHECKLIST 

+-------------------------------------+--------------------------------+
| +---+-------------+--------+----+   | <table>                        |
| | * | *           | APPL   | ** |   | <colgroup>                     |
| | * | *DOCUMENT** | ICABLE | AP |   | <col style="width: 11%" />     |
| | T |             | AMS,   | PL |   | <col style="width: 42%" />     |
| | a |             | TO     | IC |   | <col style="width: 27%" />     |
| | b |             | OLBOX, | &  |   | <col style="width: 18%" />     |
| | \ |             | ST     | IN |   | </colgroup>                    |
| | # |             | ANDARD | FI |   | <tbody>                        |
| | * |             | OR     | LE |   | <tr class="odd">               |
| | * |             | ORDER  | ** |   | <td><strong>Tab                |
| +===+=============+========+====+   | #</strong></td>                |
| | 1 | Names of    | AMS    |    |   | <td>                           |
| |   | IPT         | 1.11   |    |   | <strong>DOCUMENT</strong></td> |
| |   | Members,    |        |    |   | <td>APPLICABLE AMS, TOOLBOX,   |
| |   | Or          | AMS    |    |   | STANDARD OR ORDER</td>         |
| |   | ganizations | 3      |    |   | <td><strong>APPLIC &amp; IN    |
| |   | and Phone   | .2.1.2 |    |   | FILE</strong></td>             |
| |   | Numbers     |        |    |   | </tr>                          |
| |   |             | AMS    |    |   | <tr class="even">              |
| |   |             | AP     |    |   | <td>12</td>                    |
| |   |             | PENDIX |    |   | <td>Copy of                    |
| |   |             | B      |    |   | Invoices/vouchers and          |
| |   |             | -ACQUI |    |   | documentation</td>             |
| |   |             | SITION |    |   | <td>AMS 3.3.1.2</td>           |
| |   |             | ST     |    |   | <td></td>                      |
| |   |             | RATEGY |    |   | </tr>                          |
| |   |             | PAPER  |    |   | <tr class="odd">               |
| +---+-------------+--------+----+   | <td>13</td>                    |
| | 2 | Procurement | T3.2.1 |    |   | <td>Personnel Security Risk    |
| |   | Requests    |        |    |   | Assessment Forms (FAA Form     |
| |   | (PR),       | A      |    |   | 1600-77)</td>                  |
| |   | ACQUIRE     | CQUIRE |    |   | <td>T3.13.1A17</td>            |
| |   | Requisition | Buyer  |    |   | <td></td>                      |
| |   | Request     | G      |    |   | </tr>                          |
| |   | with        | uide/A |    |   | <tr class="even">              |
| |   | Funding     | CQUIRE |    |   | <td>14</td>                    |
| |   | Approval    | Co     |    |   | <td>Legal Review of final      |
| |   |             | ntract |    |   | Interagency Agreement          |
| |   |             | Report |    |   | document</td>                  |
| |   |             | Infor  |    |   | <td>FAA ORDER 2220.1 DTD       |
| |   |             | mation |    |   | 7/1/87</td>                    |
| |   |             | (ACRI) |    |   | <td></td>                      |
| |   |             | Quick  |    |   | </tr>                          |
| |   |             | Ref    |    |   | <tr class="odd">               |
| |   |             | erence |    |   | <td>15</td>                    |
| |   |             | Guide  |    |   | <td>IPT/COTR review of         |
| +---+-------------+--------+----+   | Interagency Agreement</td>     |
| | 3 | IPT/Program | AMS    |    |   | <td>AMS 3.2.1.2.2</td>         |
| |   | Office      | 2.9.5  |    |   | <td></td>                      |
| |   | Basis or    |        |    |   | </tr>                          |
| |   | Ju          | T3.2.1 |    |   | <tr class="even">              |
| |   | stification |        |    |   | <td>16</td>                    |
| |   | to          | T      |    |   | <td>Record of Payments with    |
| |   | establish   | .3.8.3 |    |   | Cumulative Total of            |
| |   | IA          |        |    |   | Invoices/Vouchers paid,        |
| |   |             | EXE    |    |   | rejected, etc.</td>            |
| |   |             | MPTION |    |   | <td>T3.3.1A3.f</td>            |
| |   |             | FROM   |    |   | <td></td>                      |
| |   |             | PL     |    |   | </tr>                          |
| |   |             | ANNING |    |   | <tr class="odd">               |
| +---+-------------+--------+----+   | <td>17</td>                    |
| | 4 | Independent | T.3.   |    |   | <td>Government Furnished or    |
| |   | Cost        | 2.3.A9 |    |   | Contractor Acquired Property   |
| |   | Estimate    |        |    |   | List, Quantity and             |
| |   | (ICE)       |        |    |   | Value</td>                     |
| +---+-------------+--------+----+   | <td><p>AMS 3.10.3</p>          |
| | 5 | Classified  | AMS    |    |   | <p>T3.10.3A3</p></td>          |
| |   | Security    | 3.13   |    |   | <td></td>                      |
| |   | R           | .2.2.2 |    |   | </tr>                          |
| |   | equirements |        |    |   | <tr class="even">              |
| |   | and         | T.13.2 |    |   | <td>18</td>                    |
| |   | Do          |        |    |   | <td>Lessons Learned            |
| |   | cumentation | T3.    |    |   | Input</td>                     |
| |   | of          | 13.1A9 |    |   | <td>AMS 3.2.2.3.1.5</td>       |
| |   | C           |        |    |   | <td></td>                      |
| |   | oordination |        |    |   | </tr>                          |
| |   | with        |        |    |   | <tr class="odd">               |
| |   | Security    |        |    |   | <td>19</td>                    |
| |   | Staff (ACO) |        |    |   | <td>Acceptance Reports         |
| +---+-------------+--------+----+   | consisting of Materiel         |
| | 6 | I           | AMS    |    |   | Requisition/Issue/Receipt      |
| |   | nformation, | 3.13   |    |   | (FAA Form 4650-12) and         |
| |   | Personnel   | .2.2.1 |    |   | Inspection Report of           |
| |   | and         |        |    |   | Material and/or Services       |
| |   | Physical    | T3.1   |    |   | (FAA Form 256)</td>            |
| |   | Security as | 3.1A17 |    |   | <td>FAA ORDER 4650.30 dated    |
| |   | it relates  |        |    |   | 5/4/93</td>                    |
| |   | to          |        |    |   | <td></td>                      |
| |   | suitability |        |    |   | </tr>                          |
| |   | R           |        |    |   | </tbody>                       |
| |   | equirements |        |    |   | </table>                       |
| |   | and         |        |    |   |                                |
| |   | Do          |        |    |   |                                |
| |   | cumentation |        |    |   |                                |
| |   | of          |        |    |   |                                |
| |   | C           |        |    |   |                                |
| |   | oordination |        |    |   |                                |
| |   | with        |        |    |   |                                |
| |   | Security    |        |    |   |                                |
| |   | Staff (ACO) |        |    |   |                                |
| +---+-------------+--------+----+   |                                |
| | 7 | AC          | Best   |    |   |                                |
| |   | QUIRE/Award | Pr     |    |   |                                |
| |   | of          | actice |    |   |                                |
| |   | Interagency | and    |    |   |                                |
| |   | Agreement   | Co     |    |   |                                |
| |   | Do          | ntract |    |   |                                |
| |   | cumentation | Law    |    |   |                                |
| |   | Form with   |        |    |   |                                |
| |   | original    |        |    |   |                                |
| |   | signed      |        |    |   |                                |
| |   | Interagency |        |    |   |                                |
| |   | Agreement   |        |    |   |                                |
| |   | by both     |        |    |   |                                |
| |   | parties and |        |    |   |                                |
| |   | ap          |        |    |   |                                |
| |   | propriation |        |    |   |                                |
| |   | data        |        |    |   |                                |
| +---+-------------+--------+----+   |                                |
| | 8 | Interagency | Best   |    |   |                                |
| |   | Agreement   | Pr     |    |   |                                |
| |   | D           | actice |    |   |                                |
| |   | istribution |        |    |   |                                |
| |   | Sheet (with |        |    |   |                                |
| |   | copy to     |        |    |   |                                |
| |   | Security    |        |    |   |                                |
| |   | Office      |        |    |   |                                |
| |   | (ACO))      |        |    |   |                                |
| +---+-------------+--------+----+   |                                |
| | 9 | Copy of     | AMS    |    |   |                                |
| |   | Delegation  | 3.10.1 |    |   |                                |
| |   | Letters:    |        |    |   |                                |
| |   | Quality     | 3.10.3 |    |   |                                |
| |   | Review      |        |    |   |                                |
| |   | Official    | 3.10.4 |    |   |                                |
| |   | (QRO),      |        |    |   |                                |
| |   | Contracting | T3.    |    |   |                                |
| |   | Officer's   | 10.1A3 |    |   |                                |
| |   | Technical   |        |    |   |                                |
| |   | Rep         | T3     |    |   |                                |
| |   | resentative | 10.3A2 |    |   |                                |
| |   | (COTR),     | and    |    |   |                                |
| |   | Property    |        |    |   |                                |
| |   | Admi        | T3     |    |   |                                |
| |   | nistration, | 10.4A2 |    |   |                                |
| |   | Contract    |        |    |   |                                |
| |   | Adm         |        |    |   |                                |
| |   | inistration |        |    |   |                                |
| +---+-------------+--------+----+   |                                |
| | 1 | Cor         | Best   |    |   |                                |
| | 0 | respondence | Pr     |    |   |                                |
| |   | (Outgoing)  | actice |    |   |                                |
| |   | to the      |        |    |   |                                |
| |   | other       |        |    |   |                                |
| |   | p           |        |    |   |                                |
| |   | arty/agency |        |    |   |                                |
| +---+-------------+--------+----+   |                                |
| | 1 | Cor         | Best   |    |   |                                |
| | 1 | respondence | Pr     |    |   |                                |
| |   | (Incoming)  | actice |    |   |                                |
| |   | from other  |        |    |   |                                |
| |   | p           |        |    |   |                                |
| |   | arty/agency |        |    |   |                                |
| +---+-------------+--------+----+   |                                |
+-------------------------------------+--------------------------------+

APPENDIX 11

SAMPLE - CONTRACT FILE COMPLETION STATEMENT

Contract Administration Office (If different from the Contracting
Office):

Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Address:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Contracting Office Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

### Address: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

### Contract No. \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

### Last Modification No. \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

###  Last Call or Order No. \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Contractor's Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

### Address: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

### Dollar Amount of Excess Funds (if any): \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Voucher Number and Date, if Final Payment has been made:

###  Voucher No.: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Invoice No. and date, if final approved invoice forwarded to disbursing
office or other agency/activity

###  Voucher No.: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_

APPENDIX 12

SAMPLE - CONTRACT CLOSEOUT CHECKLIST

1\. Contract Number:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**2. Name of Contractor:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**3. Date of Physical Completion:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**4. Action Items:**

a\. Disposition of classified material
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

b\. Final patent report received & cleared
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

c\. Final royalty report received & cleared
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

d\. No outstanding VE change proposal
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

e\. Plant clearance report received
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

f\. Property clearance received
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

g\. Settlement of all interim or disallowed costs (cost only)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

h\. Price revision completed/Mod. No. \_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

i\. Settlement of subcontracts by the prime contractor
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

j\. Prior year overhead rates settled/Mod. No. \_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

k\. Final subcontracting plan report submitted
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

l\. Termination docket completed
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

m\. Contract audit completed (cost only)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

n\. Contractor's closing statement completed
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

o\. Contractor's release received (cost only -- AMS 3.2.4-5)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

> p\. Contractor's assignment of refunds, rebates, credits
>
> and other amounts received (cost only -- AMS 3.2.4-5)
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> q\. Final voucher submitted
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> r\. Final paid voucher received
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> s\. Deobligation of excess funds/Mod. No. \_\_\_\_\_\_\_\_\_\_
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> t\. Security badges/keys returned (AMS 3.13-7)
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> u\. Contract completion statement signed and in contract file
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> v\. Other requirements completed (specify)
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**5. Date Action Completed**:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**6.
Remarks:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**7. Contracting Officer: 8. Contract Specialist**:

Signature: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Signature: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Printed Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Printed Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_