*Related Extramural SOP: [NIAID Contract Board of
Awards](http://www.niaid.nih.gov/ncn/sop/contracts/boa.htm)*

*Last revised: September 7, 2005*

(Delete this and everything above it when using the form. Do not fill
out online. See [Using forms and
letters](http://www.niaid.nih.gov/ncn/tool/useform.htm).)

**FILE REVIEW CHECKLIST**

**OA, NIAID -- PRE-FY00**

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

# Contract Number: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ 

Contract Specialist:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

File Reviewed by:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

File Review Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

File Reviewed Through Mod #\_\_\_\_\_\_ Invoice/2706 \# \_\_\_\_\_\_\_ .

**AN ANNUAL REVIEW OF EACH CONTRACT FILE SHALL BE CONDUCTED.** All "No"
answers should be explained in the comments section. Files should be
neatly and properly structured as indicated below.

[RED FILE(S)]{.underline}

1.  The red file(s) contains appropriate documentation supporting the
    award, subsequent modifications (including consent to subcontract),
    debriefings, FOI requests, and 310's as follows and Task Orders:

## Yes No N/A

Inside front leaf - Contract and mods

1^st^ leaf front - Transmittal letters

1^st^ leaf back - Extra/Debriefings

2^nd^ leaf front - Extra/FOI Requests

2^nd^ leaf back - Timely 310's and associated

> correspondence/documentation

Inside leaf back - Source Award documentation

> and documentation for mods

Other Red Files - Other award documentation;

> Task Orders

Reviewer\'s Comments:

Specialist\'s Response:

[ORANGE FILE(S)]{.underline}

2.  The orange file contains appropriate documentation for the
    administration of cost and issues relating to funding and costs
    including: COAs, property listings, corresponding regarding
    administrative issues including follow-up on delinquent reports
    (technical, financial, 294s) and appropriate documentation of action
    taken (i.e., copies of all the correspondence, notices of intent to
    suspend payment, etc.), monthly printouts updating Merlin, invoices
    and/or form NIH 2706 (with any suspensions) and with support for
    costs claimed in accordance with contract provisions.

## Yes No N/A

Inside front leaf - COA Letters/documentation

> with log sheet

1^st^ leaf front - Property Listings (Annual and Final

> Reports-HHS 565); Copy of Schedule
>
> I-A from the contract; GSA Supply
>
> Sources authorization

1^st^ leaf back - Correspondence regarding

> costs and other administrative matters;
>
> Interim and Final Performance Evaluations

2^nd^ leaf front - Quarterly Merlin/Merlin printouts,

> CO File reviews (Post award), &
>
> annual PO Designation Memos

2^nd^ leaf back - Form NIH 2706; Status of Funds

> Analysis (Semi-Annually)

Inside back leaf - Invoices (signed by the P.O. and the C.O)

Reviewer\'s Comments:

Specialist\'s Response:

[BLUE FILE(S)]{.underline}

3.  The blue file contains appropriate documentation regarding: The
    timely receipt and review/acceptance of the Technical Reports by the
    Project Officer, site visits, and technical correspondence from
    Program to the Contractor.

## Yes No N/A

Inside front leaf - Data Safety Monitoring

1^st^ leaf front - Technical correspondence

> from the P.O. to the P.I.

1^st^ leaf back - Site Visit Reports

2^nd^ leaf front - Progress Reports and P.O.

> Acceptance (checklists/letters)

2^nd^ leaf back - Extra

Inside back leaf - Annual reports and P.O. Acceptance

Reviewer\'s Comments:

Specialist\'s Response:

[GREEN FILE]{.underline}

4\. The Green File contains documentation regarding the proper
administration of all major subcontracts including the monitoring of
SB/SDB Subcontracting Plan goal attainment with action taken if it
appears goals will not be met.

> [Yes]{.underline} [No]{.underline} [N/A]{.underline}

Inside front leaf - Major subcontracts

(Final Executed copy)

1^st^ leaf front - Subcontract correspondence

from the P.O./Program

1^st^ leaf back - Extra

2nd leaf back - Extra

2nd leaf back - SB/SDB Subcontracting Plan

correspondence

Inside back leaf - SF 294s/SF-295s
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Reviewer\'s Comments:

Specialist\'s Response:

5\. Pending Administration/Other Actions:

6\. Most Significant Problem(s):