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REVIEWER GUIDE - BUSINESS RULES
PHILOSOPY:
When reviewing a contracting office, we try to be objective, fair, and reasonable. Call it as you see it.
General Guidance:
1 Attempt to answer every question in the commodity tab you select (some will only require a Not Applicable).
2
“Not Applicable" (N/A) answers should only be checked after thorough consideration has been given to “Yes” and
“No” answers. In principal, the contract execution tool kit should be answered as follows: 1) if a question in the
commodity tab selected is not relevant, then either put a "1" next to "N/A" or just disregard it (preferably N/A); 2) if the
question is relevant or applicable and it was executed by the contracting staff appropriately, then put a "1" next to the
"Yes" (or whatever answer best reflects a positive response); 3) if the question applies and the contract file indicates
the contracting staff did not respond appropriately, then simply put a "1" next to the "No" (or whatever response that
best indicates a miss (sometimes the questions are worded where No is a good thing)).
3
Reviewer notes should be kept to a minimum. It's next to impossible to roll them up into an Army-wide summary at
the end of the year. However, when appropriate, notes may be added at the top of the column in the "Review Notes"
section. Reviewer notes should identify the question being addressed by number and explain all acronyms used.
Internal notes to the reviewer may also be created using a "comment" to that answer block.
4 Review only the documents that are in the contract file. If critical documentation is missing (e.g., funding document(s)
or a J&A for a $10 million acquisition, for example) request it. While we don't want to be a bother to the organization
(they are still trying to execute their daily mission), we do want to give credit where credit is due. So, be sure to use
your best judgment when deciding whether to talk with the contracting staff.
5 Provide the results of your reviews to the PMR Team Leader on a daily basis and back up your reviews to a jump
drive. You may even want to email a copy of your results as further redundancy.
6 PMR Team members are encouraged to refresh their knowledge regarding current and recent updates of relevant
policies and regulations prior to the start of the review (especially those they will be referencing and using during the
PMR) . Ensure that you do not criticize a contract file for not applying a policy that was not in effect at the
time of the award.
7 If you believe a contract you have been given to review does not fit any of the categories (TABs) available in this tool
kit, then contact the PMR Team Leader for guidance.
Steps for Completing this Tool Kit:
1 Identify the commodity being procured. Look at sections B and C of the contract to determine what commodity is
being procured.
2 If necessary, look in Section "I" (Contract Clauses) to determine whether the procurement is being conducted using
FAR Part 12 (commercial items), FAR PART 13 (Simplified Acquisition Procedures), or other. The contract clauses
should tip you off as to the type of "buy" being executed.
3
Choose the correct worksheet (tab with questions) for the contract being reviewed. To accomplish this step, read the
list/title of the tabs/worksheets at the bottom of the spreadsheet from left to right (bottom of this page). Choose the
first tab you come to that best reflects the type of commodity being procured. For example: if you are reviewing a
commercial services type contract, then reading the list of tabs at the bottom of the page you would come first to the
"Commercial" tab, select this tab. Each tab contains all the questions necessary to that particular commodity group.
You should never have to fill out more than one tab per contract.
4 Review or scan the contract file in its entirety to ensure that you have everything (all parts to the file - pre and post
award) and to get a better understanding of what's in the files. CAUTION: This is where previous reviewers have
become bogged down and lost time. You should move as quickly as possible in reviewing the file (typically, shoot for
no more than twenty minutes).
5
Begin answering the questions in the commodity tab you selected (steps four and five are often done coincidentally).
6 Revisit the file to confirm any answers to questions you are not confident you have answered correctly. If you have
any questions regarding the tool kit questions, first look in the comment block (or accompanying guide) associated
with that question and if that does not fully address your question then ask your team leader. The comment blocks
will typically contain a list of any applicable thresholds, the regulatory reference, and a contextual statement to remind
the reviewer what is really being asked for and/or where to find it.
Steps to Risk Assessment:
1 When using the contract execution tool kit, review the MASTER list of questions (MASTER Tab below) and make
special note of all items identified by a "yellow" (medium) or "red" (high risk) colored percent sign (immediately to the
right of the question).
2 Discuss the red and yellow risk ratings with your team, confirming the rating is an accurate reflection of their
recollection from across the organization. If you have significant disagreement within the team, then review your
individual responses to those questions once again in order to aide in your reflection (this should not be necessary
often) and try to obtain consensus.
3
Seek team risk rating consensus for each, subordinate, key area: competitive pre-award activities, non-competitive
pre-award activities, and all post-award activities. (Deficiencies found in non-competitively awarded task/delivery
orders are considered part of the post-award area.) This method provides a reasonable technique for averaging the
risk by question. You only need to discuss those questions the team feels they need to discuss.
4 A "red" or high risk rating in any of the contract execution subordinate areas (see step 3) means that the overall
contract execution area of review is "High Risk". This is automatic. This risk rating may only be lowered with the full
team's consensus.
5 A Low or Medium risk rating for contract execution is determined by the team looking at each of the key subordinate
area colors (green or yellow) and averaging for an outcome (seek consensus).
6 The "niche" area risk ratings, such as small business, ethics, GPC, etc., are recommended to the team by the subject
matter expert conducting the review and based on the non-contract risk matrix.
7
A red risk rating in any key review area (area with its own tool kit) automatically means the organization is rated red or
"High Risk". As with the contract exection subordinate ratings (step 3), the area ratings of Low and Medium are
based on team consensus (average). The team may over ride this rating methodology (including a high risk rating)
with 75 percent of the team's agreement and an annotation in the final report indicating the rationale for the decision.
CONTRACT CATEGORY FY 2012 Contract Execution Toolkit
Scroll over to the first un- Reviewer Name (Last, First):
used column and insert the
Architecture & Engineering
Contract Number:
Research & Development
header data in that column
Federal Supply Schedule
Competition Advocate
Severity of Deficiency
Contract Value:
opposite each title.
Foreign Military Sales
KO's Name (Last, First):
Requiring Activity:
Major Systems
Contractor Name:
Construction
Contract Category:
Commercial
SAAL-PP
REVIEWER NOTES:
Services
Supplies
Total Contracts Reviewed 0
Total Roll-Up (All Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X X X X X X X X X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X X X X X X X X X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X X X X X X X X X 4
contract awarded, option exercised, or order did not exceed 1 year for the severable
service? (DFARS 232.703-3 (b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X X X X X X X X X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X X X X X X X X X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X X X X X X X X X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X X X X X X X X X 2
NA 0
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X X X X X X X X X 2
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections Yes 0
L/M (or equivalent sections)? (DOD Source Selection Procedures dated 4 March 2011)
X X X X X X X X X 4
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X X X X X X X X X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x x x x x x x x x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X X X X X X X X X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X X X X X X X X X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X X X X X X X X X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X X X X X X X X 4 No 0
NA 0
% No #DIV/0!
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Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X X X X X X X X X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X X X X X X X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X X X X X X X X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X X X X X X X X X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
(d)(1)(i))
X X X X X X X X X 3
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
X X X X X X X X X three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X X X X X X X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
X X X X X X X X X X 2
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1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts, No 0
X X X X X X X X X X 2
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.)
NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X X X X X X X X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X X X X X X X X X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X X X X X X X X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X X X X X X X X X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X X X X X X X X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X X X X X X X X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X X X X X X X X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X X X X X X X X X 3 commercial unless exception applies)
NA 0
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X X X X X X X X X X 3
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy
No 0
X X X X X X X X X X 1 memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.)
NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X X X X X X X X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
3 FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X X X X X X X X X
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
2 15)
X X X X X X X X X
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
3 Compensation Insurance (Defense Base Act)?
X X X X X X X X X
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X X X X X X X X X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X X X X X X X X X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
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1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X X X X X X X X X 3
Section)
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X X X X X X X X X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X X X X X X X X X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X X X X X X X X X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X X X X X X X X X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
X X X X X X X X X No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X X X X X X X X X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X X X X X X X X X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X X X X X X X X X 2
NA 0
% No #DIV/0!
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Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X X X X X X X X X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X X X X X X X X X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X X X X X X X X X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X X X X X X X X X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304,
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation No 0
X X X X X X X X X 3
Factors and Subfactors)). (This refers to the establishment of factors, not how they
were addressed in the source selection decision.)
NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X X X X X X X X X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X X X X X X X X X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X X X X X X X X X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X X X X X X X X X 3 15.407-2)
NA 0
% No #DIV/0!
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Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X X X X X X X X X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X X X X X X X X X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X X X X X X X X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X X X X X X X X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X X X X X X X X 3
)
NA 0
% No #DIV/0!
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X X X X X X X X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X X X X X X X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X X X X X X X X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
1102. If located in the file is CAR correct? (Note: If the CAR is not in the file mark this
Yes 0
question N/A)
3
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X X X X X X X X X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X X X X X X X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X X X X X X X X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X X X X X X X X X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X X X X X X X X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X X X X X X X X X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X X X X X X X X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X X X X X X X X X No 0
NA 0
% No #DIV/0!
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1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X X X X X X X X X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
No 0
2
X X X X X X X X X NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X X X X X X X X X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X X X X X X X X X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X X X X X X X X X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X X X X X X X X X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
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X X X X X X X X X 3
% No #DIV/0!
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X X X X X X X X X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
3
Service Acquisitions". Chapter 4-4b(1))
X X X X X X X X X No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
3 official contract files and must be available for review by the contracting officer.
X X X X X X X X X No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X X X X X X X X X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X X X X X X X X X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X X X X X X X X X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X X X X X X X X X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X X X X X X X X X 3 the contract file in accordance with FAR 19.704?
NA 0
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X X X X X X X X X 3
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X X X X X X X X X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X X X X X X X X X 3
NA 0
% No #DIV/0!
Yes 0
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X X X X X X X X X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X X X X X X X X X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X X X X X X X X X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X X X X X X X X X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X X X X X X X X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X X X X X X X X X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X X X X X X X X X 2 acceptance)?
NA 0
% No #DIV/0!
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Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X X X X X X X X X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X X X X X X X X X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X X X X X X X X X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X X X X X X X X X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X X X X X X X X X 3
NA 0
% No #DIV/0!
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X X X X X X X X X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X X X X X X X X X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X X X X X X X X X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X X X X X X X X X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X X X X X X X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
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Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
X X X X X X X X X X 3 agency needs the particular product / service? (FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (AFARS 5153.9005) No 0
X X X X X X X X X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X X X X X X X X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
X X X X X X X X X X 3 award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
X X X X X X X X X X X 3
duration would not be awarded and a competitive procurement begun?
NA 0
% No #DIV/0!
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
X X X X X X X X X X 3
(not merely using adjectives such as “significant”)
NA 0
% No #DIV/0!
1400. Commercial Questions
Yes 0
1401. For actions under Simplified Acquisition Procedures, does the documentation in
the contract file satisfy the special documentation requirements required to use the Test No 0
X 1
Program for certain commercial Items? (FAR 13.501)
NA 0
% No #DIV/0!
Yes 0
1402. For commercial contracts exceeding $1M, does the file contain a determination No 0
X 2
stating the acquisition meets the commercial definition at FAR 2.101? (DFAR 212.102)
NA 0
% No #DIV/0!
Yes 0
X 2
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1403. Was market research conducted to determine whether commercial items or
nondevelopmental items are available that could meet the agency’s requirements? No 0
X 2
(FAR 12.101)
NA 0
% No #DIV/0!
Yes 0
1404. If Time and Material or Labor Hour contract type was used for the acquisition of
No 0
X 3 commercial items was a D&F prepared? (FAR 12.207(b)(2); DFARS 212.207)
NA 0
% No #DIV/0!
Yes 0
1405. If the award was made under the Pilot Program for Acquisition of Military-Purpose
Nondevelopmental Items (DFARS 212.7100) has the consolidated annual report No 0
X 3
required by DFARS 212.7102-2 been submitted?
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
1406. For the purchase of commercial software products, upgrades, or maintenance,
No 0
was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
X X X X 2
NA 0
% No #DIV/0!
Yes 0
1407. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X X X X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
1408. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X X X X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
1409. Does the contract file contain documentation that addresses the management of
No 0
X X X X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
1410. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X X X X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
1411. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X X X X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
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1500. Major Systems Questions
Yes 0
1501. Did the contracting officer send the final solicitation to all prospective offerors.?
No 0
X 1 (FAR 34.005-2(b))
NA 0
% No #DIV/0!
Yes 0
1502. Does the solicitation describe the nature of the need in terms of mission
capabilities required, without reference to any specific systems to satisfy the need? No 0
X 2
(FAR 34.005-2(b)(1))
NA 0
% No #DIV/0!
Yes 0
1503. Does the solicitation Indicate, and explain when appropriate, the schedule,
capability, and cost objectives and any known constraints in the acquisition? (FAR No 0
X 2
34.005-2(b)(2))
NA 0
% No #DIV/0!
Yes 0
1504. For acquisitions in excess of $20M (certified over $50M), does the solicitation
require the use of an Earned Value Management System (EVMS) that complies with the
guidelines of the American National Standards Institute (ANSI) / Environmental Impact No 0
X 2
Assessment (EIA) Standard 748 (current version at time of solicitation)? (FAR
34.201(a)&(b))
NA 0
% No #DIV/0!
Yes 0
1505. If an EVMS is required, did the Contracting Officer require contractors to submit
No 0
X 2 EVMS reports monthly? (FAR 34.201(c))
NA 0
% No #DIV/0!
Yes 0
1506. If an EVMS is required, were the EVMS requirements applied to subcontractors
No 0
X 2 using the same rules as applied to the prime contractor? (FAR 34.201(d))
NA 0
% No #DIV/0!
Yes 0
1507. If an EVMS is required, did the Government conduct an Integrated Baseline
No 0
X 2 Review (IBR)? (FAR 34.202(a))
NA 0
% No #DIV/0!
1600. Research and Development (R&D) Questions
Yes 0
1601. Does the solicitation require the contractor to include a description of any planned
No 0
X 2 subcontracting of scientific and technical work? (FAR 35.009)
NA 0
% No #DIV/0!
Yes 0
1602. Does the solicitation require offerors to identify technical uncertainties and make
No 0
X 3 specific proposals for the resolution of any uncertainties? (FAR 35.007(c))
NA 0
% No #DIV/0!
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Yes 0
1603. If the R&D contract is for a major defense acquisition program, is it evident that
Assistant Secretary of the Army, Acquisition, Logistics, and Technology (ASA(ALT))
No 0
X 2 approval was obtained prior to the release of the solicitation? (AFARS
5135.006(b)(i)(C)(1))
NA 0
% No #DIV/0!
Yes 0
1604. If there is government furnished property/equipment (GFP/E) or contractor
X acquired property/equipment (CAP/E) in the contract, was ASA(ALT) approval given? No 0
3
(AFARS 5135.014-90)
NA 0
% No #DIV/0!
Yes 0
1605. Is the technical data to be delivered clearly specified in the contract? (FAR
X No 0
3 35.011)
NA 0
% No #DIV/0!
Yes 0
1606. Does the contract instruct contractor to furnish copies of scientific and technical
No 0
X 3 reports to the National Information Service? (FAR 35.010)
NA 0
% No #DIV/0!
Yes 0
1607. Does the contract file contain evidence that copies of scientific and technical
No 0
X 3 reports have been sent to the National Technical Information Service? (FAR 35.010)
NA 0
% No #DIV/0!
Yes 0
1608. If the indemnification DFAR clauses 252.235-7000 or 252.235-7001 are included
in the contract, was the proper approval obtained to grant indemnification? (AFARS No 0
X 1
5135.070-1)
NA 0
% No #DIV/0!
Yes 0
1609. Were proposals received under a Broad Agency Announcement (BAA) properly
No 0
X 2 evaluated through a peer or scientific review process? (FAR 35.016(d))
NA 0
% No #DIV/0!
Yes 0
1610. Is the appropriate contract vehicle used for the acquisition? (e.g., Contracts vs.
X No 0
2 Grants and Cooperative Agreements) (FAR 35.003)
NA 0
% No #DIV/0!
Yes 0
1611. If a small business would otherwise be selected for award but is considered not
X 2 responsible, was the SBA Certificate of Competency procedure followed? (FAR 35.008) No 0
NA 0
% No #DIV/0!
Yes 0
X 2
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1612. Do the contracts specify the technical data to be delivered under the contract?
No 0
X 2 (FAR 35.011)
NA 0
% No #DIV/0!
1700. Construction Questions
1701. Was the appropriate Davis-Bacon Act wage determination included in the
Yes 0
solicitation and contract? (FAR 22.403-1, FAR 22.404-1, and FAR 22.1012-1)
X 3 No 0
NA 0
% No #DIV/0!
1702. Was an independent Government estimate of construction costs prepared for
4 each proposed construction contract and each contract modification anticipated to Yes 0
exceed the simplified acquisition threshold, and documented in the file? (FAR 36.203(a))
X
No 0
NA 0
% No #DIV/0!
1703. Were the performance / payment bonds received from the contractor in the
proper form and amount before issuance of a Notice to Proceed or start of work (unless
Yes 0
the resulting contract was $150,000 or less or a cost-reimbursement type contract)?
(FAR 28.102-1(b)(2); 52.228-15; DFARS 228.102-1)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1704. When issuing a modification, did the Contracting Officer, when applicable, obtain
No 0
X 3 a consent of surety in accordance with FAR 28.106-5?
NA 0
% No #DIV/0!
Yes 0
1705. Were all bonds and consents of surety reviewed by the legal counsel? (AFARS
No 0
X 3 5128.106-90)
NA 0
% No #DIV/0!
Yes 0
1706. Was a Release of Claims obtained from the contractor prior to final payment? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1707. Did the notice of award get issued in writing or electronically containing the
No 0
X 4 information in FAR 14.408? (FAR 36.213-4)
NA 0
% No #DIV/0!
Yes 0
1708. Were periodic on-site reviews of the ACO files completed and documented? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 2
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1709. Did the construction award occur in the FY of the construction appropriation? No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1710. Unless the requirement was waived by the head of the contracting activity or a
designee, did the contracting officer issue presolicitation notices on any construction
No 0
X 3 requirement when the proposed contract is expected to exceed the simplified acquisition
threshold? (FAR 36.213-2)
NA 0
% No #DIV/0!
Yes 0
1711. Did the bidder accept all the terms and conditions of the invitation? (14.301 (d)
No 0
X 2 (1))
NA 0
% No #DIV/0!
Yes 0
1712. Did all bids that failed to conform to the essential requirements of the invitation
No 0
X 3 for bids get rejected? (FAR 14.404-2 (a))
NA 0
% No #DIV/0!
Yes 0
1713. Was Pre-Construction Conference documented? No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1714. Is the contractor submitting and the Government processing submittals in timely
No 0
X 3 manner?
NA 0
% No #DIV/0!
Yes 0
1715. Does the contract shall express a percentage that reflects the minimum amount
No 0
X 3 of work the contractor must perform with its own forces? (FAR 36.501 (a))
NA 0
% No #DIV/0!
Yes 0
1716. Is the contractor submitting Davis Bacon payrolls within 7 calendar days after the
regular payment date of the payroll week covered, for the contractor and each No 0
X 2
subcontractor? (FAR 22.406-6 (a))
NA 0
% No #DIV/0!
Yes 0
1717. Is the contracting officer performing labor interviews and checking correctness of
No 0
X 3 payrolls? (FAR 22.406-1)
NA 0
% No #DIV/0!
Yes 0
1718. Were the final "red line" drawings, warranties, and operating manuals received
No 0
X 2 from the construction contractor? DFAR 252.236-7001
NA 0
% No #DIV/0!
1800. Architecture and Engineering (A&E) Questions
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Yes 0
1801. Was the selection process properly followed? (FAR 36.602) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1802. Were the members of the selection board appointed to serve on the board? (FAR
No 0
X 3 36.602-2)
NA 0
% No #DIV/0!
Yes 0
1803. Was a independent Government estimate of the cost of architect-engineer
services prepared and furnished to the contracting officer before commencing No 0
X 3
negotiations? (FAR 36.605)
NA 0
% No #DIV/0!
Yes 0
1804. Are profit or fees within the "6% statutory limit" imposed by 10 U.S.C. 2306(d)
No 0
X 3 and 41 U.S.C.254? (FAR 15.404-4(c)(4)(i); AR 420-1, Paragraph 4-37)
NA 0
% No #DIV/0!
Yes 0
1805. Was a past performance evaluation prepared for each architect-engineer
No 0
X 3 services contract exceeding $30,000? (FAR 42.1502 (f))
NA 0
% No #DIV/0!
Yes 0
1806. Was written notification to the congressional defense committees provided if the
total estimated contract price for A&E services or construction design eceeds No 0
X 2
$1,000,000? (DFARS 236.6 (1))
NA 0
% No #DIV/0!
Yes 0
1807. Was PGI 236.6 followed in the preperation of evaluation criteria for award?
No 0
X 2 (DFARS 236.602-1)
NA 0
% No #DIV/0!
Yes 0
1808. Did only approved Army contracting activites aquire A&E services? (AFARS
No 0
X 2 5136.600-90)
NA 0
% No #DIV/0!
Yes 0
1809. Does the estimated construction contract price take into account any statutory or
other limitations and exclude any allowances for Government supervision and overhead No 0
X 2
and any amounts set aside by the Government for contingencies? (FAR 36.609-1 (b))
NA 0
% No #DIV/0!
Yes 0
1810. Were the A&E services aquired through negotiation? (FAR 36.103 (b)) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
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X 2
1811. If the firm that designed the project or its subsidiaries or affiliates receives the
construction award resulting from the design was the award approved IAW AFARS
No 0
X 2 5136.209? (FAR 36.209; AFARS 5136.209)
NA 0
% No #DIV/0!
Yes 0
1812. Was DD Form 2631, Performance Evaluation (Architect-Engineer) used to
No 0
X 2 evlautate contractor performance and distributed per PGI 236.201? (DFARS 236.604)
NA 0
% No #DIV/0!
Yes 0
1813. If modification to a construction contract is required because of an error or
deficiency in the services provided under an architect-engineer contract, did the
contracting officer (with the advice of technical personnel and legal counsel) consider No 0
X 2
the extent to which the architect-engineer contractor may be reasonably liable? (FAR
36.606)
NA 0
% No #DIV/0!
Yes 0
1814. Was the SF 330, Architect-Engineer Qualifications, used to evaluate firms before
No 0
X 2 awarding a contract for architect-engineer services? (FAR 36.702 (b))
NA 0
% No #DIV/0!
1900. Services Questions
Yes 0
1901. Is the work statement prepared as a Performance-Based Work Statement with
measurable performance standards (i.e., in terms of quality, timeliness, quantity, etc.)
and the method of assessing contractor performance against performance standards; No 0
X 2
and performance incentives where appropriate? (FAR 37.601 (b))
NA 0
% No #DIV/0!
Yes 0
1902. Inherently Governmental work is prohibited IAW FAR 37.102 (c); FAR 7.503.
No 0
X 3 Does the work described in the PWS exclude inherently Governmental tasks?
NA 0
% No #DIV/0!
Yes 0
1903. If specific statutory authority is cited for a personal service contract, has a legal
No 0
X 3 review been obtained? (FAR 37.104(e))
NA 0
% No #DIV/0!
Yes 0
1904. If a personal services contract is for experts or consultants, was the Office of
No 0
X 3 Personnel Management consulted regarding the Classification Act? (FAR 37.104 (f))
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
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X X X X 2
1905. For the purchase of commercial software products, upgrades, or maintenance,
No 0
was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
X X X X 2
NA 0
% No #DIV/0!
Yes 0
1906. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X X X X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
1907. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X X X X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
1908. Does the contract file contain documentation that addresses the management of
No 0
X X X X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
1909. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X X X X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
1910. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X X X X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
2000. Supplies Questions
Yes 0
2001. If the offer was from a foreign source, did the contracting officer comply with FAR
No 0
X 2 25.5 (Evaluating Foreign Offers - Supply Contracts)?
NA 0
% No #DIV/0!
Yes 0
2002. Does the contract exceed $15,000 or when modified to exceed $15,000 include No 0
X 2
FAR clause 52.222.20 (Walsh-Healey Public Contracts Act; FAR 22.605(a)).
NA 0
% No #DIV/0!
Yes 0
2003. If the item acquired is for a non-domestic end product and is not exempt per FAR
25.103 or DFARS 225.103 , does the file contain a Determination and Findings (D&F) No 0
X 2
approved at the proper level? (FAR 25.103; DFARS 225.103; AFARS 5125.000)
NA 0
% No #DIV/0!
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If this is an Information Technology contract action, answer the following
questions.
Yes 0
2004. For the purchase of commercial software products, upgrades, or maintenance,
No 0
was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
X X X X 2
NA 0
% No #DIV/0!
Yes 0
2005. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X X X X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
2006. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X X X X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
2007. Does the contract file contain documentation that addresses the management of
No 0
X X X X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
2008. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X X X X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
2009. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X X X X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
2100. Information Technology (IT) Questions
IT questions are now included in the following sections: Commercial, Services (Non
FSS), Supplies (Non FSS), and FSS. Please refer to the applicable section for the IT
contract action being reviewed.
2200. Federal Supply Schedule (FSS) Questions
Yes 0
2201. Prior to acquiring the supplies or services (greater than SAT) from a General
Service Administration (GSA) FSS, did the agency conduct market research to find
No 0
X 2 suitable DoD contract vehicles to place the orders against? (AFARS 5117.7802; DA
MEMO DATED 7/12/05
NA 0
% No #DIV/0!
Yes 0
2202. For acquisitions between the micro-purchase and simplified acquisition threshold,
No 0
X 3 is the best value determination properly documented? (FAR 8.405-1 (c))
NA 0
D:\Docstoc\Working\pdf\da58b76b-6959-42ad-bba3-5e127269a6c7.xlsx Page 26 of 182 Pages
X 3
% No #DIV/0!
Yes 0
2203. For acquisitions greater than SAT, did the agency comply with the certification
No 0
X 2 requirements outlined in DFARS 208.404 IAW DFARS 217.7800?
NA 0
% No #DIV/0!
Yes 0
2204. IAW DFARS 208.405-70, were task order/delivery orders valued over $150,000
No 0
X 3 competed or waived IAW FAR 8.405-6?
NA 0
% No #DIV/0!
Yes 0
2205. If competition was not obtained, was a justification completed that adequately
addresses waiving the competition in accordance with one of the three exceptions listed No 0
X 4
in FAR 8.405-6, FAR 16.505(b)(2)(i-iii) and DFARS 208.405-70(b)(2))
NA 0
% No #DIV/0!
Yes 0
2206. Did the Contracting Officer seek discounts for FSS orders exceeding the
No 0
X 3 maximum order threshold?
NA 0
% No #DIV/0!
Yes 0
2207. Was SF 1449, Solicitation/Contract/Order for Commercial Items used to place
orders for commercial items exceeding the simplified acquisition threshold? (PGI No 0
X 2
208.406-1)
NA 0
% No #DIV/0!
Yes 0
2208. For orders above SAP, did the RFQ include a description of the supplies to be
delivered or the services to be performed and the basis upon which the selection will be No 0
X 2
made? (FAR 8.405-1 (d)(2)
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
2209. For the purchase of commercial software products, upgrades, or maintenance,
No 0
was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
X X X X 2
NA 0
% No #DIV/0!
Yes 0
2210. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X X X X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
X X X X 2
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2211. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X X X X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
2212. Does the contract file contain documentation that addresses the management of
No 0
X X X X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
2213. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X X X X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
2214. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X X X X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
2300. Foreign Military Sales (FMS) and Foreign Acquisition Questions
2301. In the file, is there a document signed by the HCA that describes written
directions, such as a Letter of Offer and Acceptance, that has the effect of requiring the
Yes 0
use of other than competitive procedures? (DFARS 206.302-4(c)) (*If not, and this is a
X 2 sole source contract, look for a J&A.)
No 0
NA 0
% No #DIV/0!
2302. Was the contract exempt from the requirement for synopsis? (FAR 5.202(a)(3)
Yes 0
when foreign government specifies the source(s))
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
2303. Are the proper Trade Agreements clauses in the solicitation / contract? (DFARS
No 0
X 2 225.1101(5)-(11))
NA 0
% No #DIV/0!
2304. Have the appropriate Buy American Act or Balance of Payments clauses been
included in the solicitation / contracts? (DFARS 225.1101 (1), (2), (10), (11); Yes 0
Excepted/qualifying countries are listed at DFARS 225.872-1(a))
X 2
No 0
NA 0
% No #DIV/0!
2305. If an exception does not apply, is a statement of non-availability for construction
materials, approved at the appropriate level, included in the file? (DFARS 225.103(b)(i) Yes 0
and 225.202)
X 2
No 0
NA 0
% No #DIV/0!
2306. Have contingent fees been reimbursed? If yes, list the country below. (Not
Yes 0
normally allowed for countries designated in DFARS 225.7303-4(b)(1))
X 2 No 0
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X 2
NA 0
% No #DIV/0!
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FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Competition Advocate Scroll over to the first un- Contract Number:
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
Commercial
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Commercial Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 Commercial
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 Commercial
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
4
X No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 Commercial
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X 3
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
15)
X X 2
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating Yes 0
X Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating
Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
4/21/2012 Commercial
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
X
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
4/21/2012 Commercial
X 3
NA 0
% No #DIV/0!
Yes 0
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 Commercial
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
4/21/2012 Commercial
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
X No 0
2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
No 0
2
X NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
4/21/2012 Commercial
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
3
Service Acquisitions". Chapter 4-4b(1))
X No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
3 official contract files and must be available for review by the contracting officer.
X No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
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X 3
NA 0
% No #DIV/0!
Yes 0
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 Commercial
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
4/21/2012 Commercial
X X X 3
NA 0
% No #DIV/0!
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
1400. Commercial Questions
Yes 0
1401. For actions under Simplified Acquisition Procedures, does the documentation in
the contract file satisfy the special documentation requirements required to use the Test No 0
X 1
Program for certain commercial Items? (FAR 13.501)
NA 0
% No #DIV/0!
Yes 0
1402. For commercial contracts exceeding $1M, does the file contain a determination No 0
X 2
stating the acquisition meets the commercial definition at FAR 2.101? (DFAR 212.102)
NA 0
% No #DIV/0!
Yes 0
1403. Was market research conducted to determine whether commercial items or
nondevelopmental items are available that could meet the agency’s requirements? No 0
X 2
(FAR 12.101)
NA 0
% No #DIV/0!
Yes 0
1404. If Time and Material or Labor Hour contract type was used for the acquisition of
No 0
X 3 commercial items was a D&F prepared? (FAR 12.207(b)(2); DFARS 212.207)
NA 0
% No #DIV/0!
Yes 0
1405. If the award was made under the Pilot Program for Acquisition of Military-Purpose
Nondevelopmental Items (DFARS 212.7100) has the consolidated annual report No 0
X 3
required by DFARS 212.7102-2 been submitted?
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
1406. For the purchase of commercial software products, upgrades, or maintenance,
No 0
X 2 was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
NA 0
% No #DIV/0!
Yes 0
1407. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
1408. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
1409. Does the contract file contain documentation that addresses the management of
No 0
X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
4/21/2012 Commercial
Yes 0
1410. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
1411. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
4/21/2012 Commercial
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FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Competition Advocate Scroll over to the first un- Contract Number:
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Major Systems
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Major Systems Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
X three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 Maj. Sys.
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
X 3 FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
2 15)
X X
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 Maj. Sys.
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
X 4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 Maj. Sys.
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 Maj. Sys.
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
X No 0
2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
No 0
2
X NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
3
Service Acquisitions". Chapter 4-4b(1))
X No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
3 official contract files and must be available for review by the contracting officer.
X No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 Maj. Sys.
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
1500. Major Systems Questions
Yes 0
1501. Did the contracting officer send the final solicitation to all prospective offerors.?
No 0
X 1 (FAR 34.005-2(b))
NA 0
% No #DIV/0!
Yes 0
1502. Does the solicitation describe the nature of the need in terms of mission
capabilities required, without reference to any specific systems to satisfy the need? No 0
X 2
(FAR 34.005-2(b)(1))
NA 0
% No #DIV/0!
Yes 0
1503. Does the solicitation Indicate, and explain when appropriate, the schedule,
capability, and cost objectives and any known constraints in the acquisition? (FAR No 0
X 2
34.005-2(b)(2))
NA 0
% No #DIV/0!
Yes 0
1504. For acquisitions in excess of $20M (certified over $50M), does the solicitation
require the use of an Earned Value Management System (EVMS) that complies with the
guidelines of the American National Standards Institute (ANSI) / Environmental Impact No 0
X 2
Assessment (EIA) Standard 748 (current version at time of solicitation)? (FAR
34.201(a)&(b))
NA 0
% No #DIV/0!
Yes 0
1505. If an EVMS is required, did the Contracting Officer require contractors to submit
No 0
X 2 EVMS reports monthly? (FAR 34.201(c))
NA 0
% No #DIV/0!
Yes 0
1506. If an EVMS is required, were the EVMS requirements applied to subcontractors
No 0
X 2 using the same rules as applied to the prime contractor? (FAR 34.201(d))
NA 0
% No #DIV/0!
Yes 0
1507. If an EVMS is required, did the Government conduct an Integrated Baseline
No 0
X 2 Review (IBR)? (FAR 34.202(a))
NA 0
% No #DIV/0!
4/21/2012 Maj. Sys.
4/21/2012 Maj. Sys.
CONTRACT CATEGORY FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Scroll over to the first un- Contract Number:
Research & Development
Competition Advocate
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Research & Development Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 R&D
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 R&D
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
X 4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 R&D
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X 3
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
15)
X X 2
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 R&D
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
(to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 R&D
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 R&D
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 R&D
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
X No 0
2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
X 2 No 0
NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 R&D
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
X 3
Service Acquisitions". Chapter 4-4b(1))
No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
X 3 official contract files and must be available for review by the contracting officer.
No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 R&D
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 R&D
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 R&D
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
1600. Research and Development (R&D) Questions
Yes 0
1601. Does the solicitation require the contractor to include a description of any planned
No 0
X 2 subcontracting of scientific and technical work? (FAR 35.009)
NA 0
% No #DIV/0!
Yes 0
1602. Does the solicitation require offerors to identify technical uncertainties and make
No 0
X 3 specific proposals for the resolution of any uncertainties? (FAR 35.007(c))
NA 0
% No #DIV/0!
Yes 0
1603. If the R&D contract is for a major defense acquisition program, is it evident that
Assistant Secretary of the Army, Acquisition, Logistics, and Technology (ASA(ALT))
No 0
X 2 approval was obtained prior to the release of the solicitation? (AFARS
5135.006(b)(i)(C)(1))
NA 0
% No #DIV/0!
Yes 0
1604. If there is government furnished property/equipment (GFP/E) or contractor
acquired property/equipment (CAP/E) in the contract, was ASA(ALT) approval given? No 0
X 3
(AFARS 5135.014-90)
NA 0
% No #DIV/0!
Yes 0
1605. Is the technical data to be delivered clearly specified in the contract? (FAR
No 0
X 3 35.011)
NA 0
% No #DIV/0!
Yes 0
1606. Does the contract instruct contractor to furnish copies of scientific and technical
No 0
X 3 reports to the National Information Service? (FAR 35.010)
NA 0
% No #DIV/0!
Yes 0
1607. Does the contract file contain evidence that copies of scientific and technical
No 0
X 3 reports have been sent to the National Technical Information Service? (FAR 35.010)
NA 0
% No #DIV/0!
Yes 0
1608. If the indemnification DFAR clauses 252.235-7000 or 252.235-7001 are included
X in the contract, was the proper approval obtained to grant indemnification? (AFARS No 0
1
5135.070-1)
NA 0
% No #DIV/0!
Yes 0
1609. Were proposals received under a Broad Agency Announcement (BAA) properly
No 0
X 2 evaluated through a peer or scientific review process? (FAR 35.016(d))
NA 0
% No #DIV/0!
Yes 0
1610. Is the appropriate contract vehicle used for the acquisition? (e.g., Contracts vs.
No 0
X 2 Grants and Cooperative Agreements) (FAR 35.003)
NA 0
% No #DIV/0!
4/21/2012 R&D
Yes 0
1611. If a small business would otherwise be selected for award but is considered not
X 2 responsible, was the SBA Certificate of Competency procedure followed? (FAR 35.008) No 0
NA 0
% No #DIV/0!
Yes 0
1612. Do the contracts specify the technical data to be delivered under the contract?
No 0
X 2 (FAR 35.011)
NA 0
% No #DIV/0!
4/21/2012 R&D
4/21/2012 R&D
FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Competition Advocate Scroll over to the first un- Contract Number:
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Construction
Contract Category:
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Construction Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 Construction
1010. Were cost and price evaluated and the quality of the product or service assessed
Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x 4 No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 Construction
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
X 4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 Construction
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
X 3 FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
15)
X X 2
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 Construction
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
(to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 Construction
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 Construction
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
X 2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 Construction
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
No 0
X 2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
No 0
2
X NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 Construction
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
X 3
Service Acquisitions". Chapter 4-4b(1))
No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
X 3 official contract files and must be available for review by the contracting officer.
No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 Construction
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 Construction
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 Construction
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
1700. Construction Questions
1701. Was the appropriate Davis-Bacon Act wage determination included in the
Yes 0
solicitation and contract? (FAR 22.403-1, FAR 22.404-1, and FAR 22.1012-1)
X 3 No 0
NA 0
% No #DIV/0!
1702. Was an independent Government estimate of construction costs prepared for
4 each proposed construction contract and each contract modification anticipated to Yes 0
exceed the simplified acquisition threshold, and documented in the file? (FAR 36.203(a))
X
No 0
NA 0
% No #DIV/0!
1703. Were the performance / payment bonds received from the contractor in the
proper form and amount before issuance of a Notice to Proceed or start of work (unless
Yes 0
the resulting contract was $150,000 or less or a cost-reimbursement type contract)?
X 3 (FAR 28.102-1(b)(2); 52.228-15; DFARS 228.102-1)
No 0
NA 0
% No #DIV/0!
Yes 0
1704. When issuing a modification, did the Contracting Officer, when applicable, obtain
No 0
X 3 a consent of surety in accordance with FAR 28.106-5?
NA 0
% No #DIV/0!
Yes 0
1705. Were all bonds and consents of surety reviewed by the legal counsel? (AFARS
No 0
X 3 5128.106-90)
NA 0
% No #DIV/0!
Yes 0
1706. Was a Release of Claims obtained from the contractor prior to final payment? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1707. Did the notice of award get issued in writing or electronically containing the
No 0
X 4 information in FAR 14.408? (FAR 36.213-4)
NA 0
% No #DIV/0!
Yes 0
1708. Were periodic on-site reviews of the ACO files completed and documented? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1709. Did the construction award occur in the FY of the construction appropriation? No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1710. Unless the requirement was waived by the head of the contracting activity or a
designee, did the contracting officer issue presolicitation notices on any construction
No 0
X 3 requirement when the proposed contract is expected to exceed the simplified acquisition
threshold? (FAR 36.213-2)
NA 0
% No #DIV/0!
4/21/2012 Construction
Yes 0
1711. Did the bidder accept all the terms and conditions of the invitation? (14.301 (d)
No 0
X 2 (1))
NA 0
% No #DIV/0!
Yes 0
1712. Did all bids that failed to conform to the essential requirements of the invitation
No 0
X 3 for bids get rejected? (FAR 14.404-2 (a))
NA 0
% No #DIV/0!
Yes 0
1713. Was Pre-Construction Conference documented? No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1714. Is the contractor submitting and the Government processing submittals in timely
No 0
X 3 manner?
NA 0
% No #DIV/0!
Yes 0
1715. Does the contract shall express a percentage that reflects the minimum amount
No 0
X 3 of work the contractor must perform with its own forces? (FAR 36.501 (a))
NA 0
% No #DIV/0!
Yes 0
1716. Is the contractor submitting Davis Bacon payrolls within 7 calendar days after the
regular payment date of the payroll week covered, for the contractor and each No 0
X 2
subcontractor? (FAR 22.406-6 (a))
NA 0
% No #DIV/0!
Yes 0
1717. Is the contracting officer performing labor interviews and checking correctness of
No 0
X 3 payrolls? (FAR 22.406-1)
NA 0
% No #DIV/0!
Yes 0
1718. Were the final "red line" drawings, warranties, and operating manuals received
No 0
X 2 from the construction contractor? DFAR 252.236-7001
NA 0
% No #DIV/0!
4/21/2012 Construction
4/21/2012 Construction
FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Scroll over to the first un-
Architecture & Engineering
Competition Advocate Contract Number:
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Architecture & Engineering Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 A&E
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 A&E
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
X 4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 A&E
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X 3
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
2 15)
X X
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 A&E
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
X 4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 A&E
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 A&E
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 A&E
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
X No 0
2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
No 0
2
X NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 A&E
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
3
Service Acquisitions". Chapter 4-4b(1))
X No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
3 official contract files and must be available for review by the contracting officer.
X No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 A&E
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 A&E
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 A&E
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
1800. Architecture and Engineering (A&E) Questions
Yes 0
1801. Was the selection process properly followed? (FAR 36.602) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1802. Were the members of the selection board appointed to serve on the board? (FAR
No 0
X 3 36.602-2)
NA 0
% No #DIV/0!
Yes 0
1803. Was a independent Government estimate of the cost of architect-engineer
services prepared and furnished to the contracting officer before commencing No 0
X 3
negotiations? (FAR 36.605)
NA 0
% No #DIV/0!
Yes 0
1804. Are profit or fees within the "6% statutory limit" imposed by 10 U.S.C. 2306(d)
No 0
X 3 and 41 U.S.C.254? (FAR 15.404-4(c)(4)(i); AR 420-1, Paragraph 4-37)
NA 0
% No #DIV/0!
Yes 0
1805. Was a past performance evaluation prepared for each architect-engineer
No 0
X 3 services contract exceeding $30,000? (FAR 42.1502 (f))
NA 0
% No #DIV/0!
Yes 0
1806. Was written notification to the congressional defense committees provided if the
total estimated contract price for A&E services or construction design eceeds No 0
X 2
$1,000,000? (DFARS 236.6 (1))
NA 0
% No #DIV/0!
Yes 0
1807. Was PGI 236.6 followed in the preperation of evaluation criteria for award?
No 0
X 2 (DFARS 236.602-1)
NA 0
% No #DIV/0!
Yes 0
1808. Did only approved Army contracting activites aquire A&E services? (AFARS
No 0
X 2 5136.600-90)
NA 0
% No #DIV/0!
Yes 0
1809. Does the estimated construction contract price take into account any statutory or
other limitations and exclude any allowances for Government supervision and overhead No 0
X 2
and any amounts set aside by the Government for contingencies? (FAR 36.609-1 (b))
NA 0
% No #DIV/0!
Yes 0
1810. Were the A&E services aquired through negotiation? (FAR 36.103 (b)) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 A&E
1811. If the firm that designed the project or its subsidiaries or affiliates receives the
construction award resulting from the design was the award approved IAW AFARS
No 0
X 2 5136.209? (FAR 36.209; AFARS 5136.209)
NA 0
% No #DIV/0!
Yes 0
1812. Was DD Form 2631, Performance Evaluation (Architect-Engineer) used to
No 0
X 2 evlautate contractor performance and distributed per PGI 236.201? (DFARS 236.604)
NA 0
% No #DIV/0!
Yes 0
1813. If modification to a construction contract is required because of an error or
deficiency in the services provided under an architect-engineer contract, did the
contracting officer (with the advice of technical personnel and legal counsel) consider No 0
X 2
the extent to which the architect-engineer contractor may be reasonably liable? (FAR
36.606)
NA 0
% No #DIV/0!
Yes 0
1814. Was the SF 330, Architect-Engineer Qualifications, used to evaluate firms before
No 0
X 2 awarding a contract for architect-engineer services? (FAR 36.702 (b))
NA 0
% No #DIV/0!
4/21/2012 A&E
4/21/2012 A&E
FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Competition Advocate Scroll over to the first un- Contract Number:
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Services
Total Contracts Reviewed 0
Total Roll-Up (Services Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
X 4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 Services (Non FSS)
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X 3
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
15)
X X 2
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 Services (Non FSS)
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
X 4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 Services (Non FSS)
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 Services (Non FSS)
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
X No 0
2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
2
X No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
No 0
2
X NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
3
Service Acquisitions". Chapter 4-4b(1))
X No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
3 official contract files and must be available for review by the contracting officer.
X No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 Services (Non FSS)
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
1900. Services Questions
Yes 0
1901. Is the work statement prepared as a Performance-Based Work Statement with
measurable performance standards (i.e., in terms of quality, timeliness, quantity, etc.)
and the method of assessing contractor performance against performance standards; No 0
X 2
and performance incentives where appropriate? (FAR 37.601 (b))
NA 0
% No #DIV/0!
Yes 0
1902. Inherently Governmental work is prohibited IAW FAR 37.102 (c); FAR 7.503.
No 0
X 3 Does the work described in the PWS exclude inherently Governmental tasks?
NA 0
% No #DIV/0!
Yes 0
1903. If specific statutory authority is cited for a personal service contract, has a legal
No 0
X 3 review been obtained? (FAR 37.104(e))
NA 0
% No #DIV/0!
Yes 0
1904. If a personal services contract is for experts or consultants, was the Office of
No 0
X 3 Personnel Management consulted regarding the Classification Act? (FAR 37.104 (f))
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
1905. For the purchase of commercial software products, upgrades, or maintenance,
No 0
X 2 was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
NA 0
% No #DIV/0!
Yes 0
1906. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
1907. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
1908. Does the contract file contain documentation that addresses the management of
No 0
X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
1909. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 Services (Non FSS)
1910. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
4/21/2012 Services (Non FSS)
FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Competition Advocate Scroll over to the first un- Contract Number:
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Supplies
Total Contracts Reviewed 0
Total Roll-Up (Supplies Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
X three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 Supplies (Non FSS)
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X 3
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
15)
X X 2
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 Supplies (Non FSS)
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 Supplies (Non FSS)
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 Supplies (Non FSS)
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
X 2
NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
X 2 (memorandum also relates to questions 1110 through 1115)?
No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
No 0
X 2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
X 2
No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
X 2 No 0
NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
X 3
Service Acquisitions". Chapter 4-4b(1))
No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
X 3 official contract files and must be available for review by the contracting officer.
No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 Supplies (Non FSS)
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
2000. Supplies Questions
Yes 0
2001. If the offer was from a foreign source, did the contracting officer comply with FAR
No 0
X 2 25.5 (Evaluating Foreign Offers - Supply Contracts)?
NA 0
% No #DIV/0!
Yes 0
2002. Does the contract exceed $15,000 or when modified to exceed $15,000 include No 0
X 2
FAR clause 52.222.20 (Walsh-Healey Public Contracts Act; FAR 22.605(a)).
NA 0
% No #DIV/0!
Yes 0
2003. If the item acquired is for a non-domestic end product and is not exempt per FAR
25.103 or DFARS 225.103 , does the file contain a Determination and Findings (D&F) No 0
X 2
approved at the proper level? (FAR 25.103; DFARS 225.103; AFARS 5125.000)
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
2004. For the purchase of commercial software products, upgrades, or maintenance,
No 0
X 2 was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
NA 0
% No #DIV/0!
Yes 0
2005. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X 2
agency? (FAR 39.101(b)(2))
NA 0
% No #DIV/0!
Yes 0
2006. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
2007. Does the contract file contain documentation that addresses the management of
No 0
X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
2008. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
2009. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
4/21/2012 Supplies (Non FSS)
FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Scroll over to the first un- Contract Number:
Federal Supply Schedule
Competition Advocate
Severity of Deficiency used column and insert the Contract Value:
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Federal Supply Schedule Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 FSS
1010. Were cost and price evaluated and the quality of the product or service assessed
4 Yes 0
in the source selection decision? (FAR 15.304 (C) (1) and (2))
x No 0
NA 0
% No #DIV/0!
1011. If there are any Military Specifications, Standards or data items, were appropriate
Yes 0
procedures followed? (DFARS 211.273, PGI 211.273-3)
X 1 No 0
NA 0
% No #DIV/0!
Yes 0
1012. For Invitation for Bid, is an abstract or record of all bids in the file? (FAR 14.204) No 0
X 2
NA 0
% No #DIV/0!
1013. Were legal reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 3 No 0
NA 0
% No #DIV/0!
1014. Were peer reviews obtained as appropriate to the value and complexity of the
Yes 0
acquisition? (See local policy)
X 2 No 0
NA 0
% No #DIV/0!
1015. Were HCA or PARC reviews obtained as appropriate to the value and complexity
Yes 0
of the acquisition? (See local policy)
X 4 No 0
NA 0
% No #DIV/0!
Yes 0
1016. Are contract files and folders uniformly organized and identified? (FAR 4.802) No 0
X 1
NA 0
% No #DIV/0!
1017. Is the documentation in the contract file sufficient to constitute a complete history
of the transaction, to include cross references to pertinent documents that are filed Yes 0
elsewhere? (FAR 4.801, FAR 4.803)
X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1018. Is the North American Industry Classification System (NAICS) code selected for
the procurement (if greater than the micro purchase threshold) appropriate? (FAR No 0
X X 3
19.303, DFARS 219.303, http://www.census.gov/naics)
NA 0
% No #DIV/0!
Yes 0
1019. Was a DD Form 2579 "Small Business Coordination Record" prepared for all
actions (including Federal Supply Schedules) over $10K and applicable signatures
No 0
X 2 obtained? (excludes actions under the simplified acquisition threshold already set aside
for small business)? (DFARS 219.201(d)(10)(A)))
NA 0
% No #DIV/0!
4/21/2012 FSS
1020. If this acquisition involves a Time and Materials (T&M) or Labor Hour (LH)
contract, was a Determination and Findings (D&F) prepared justifying its use and signed
Yes 0
by the contracting officer prior to the base period or any option period? (FAR 16.601
X 3 (d)(1)(i))
No 0
NA 0
% No #DIV/0!
1021. Follow on to question 1020, if the base period plus any option periods exceeds
X three years, was the D&F approved by the Head of Contracting Activity (HCA) prior to Yes 0
the execution of the base period? (FAR 16.601(d)(1)(ii)
4
No 0
NA 0
% No #DIV/0!
1022. Is there an Acquisition Plan that was approved in accordance with local
procedures? (For acquisitions programs >= $10M for development/>=$50M for
Yes 0
Production/Services. See FAR Part 7, DFARS 207.103 and AFARS 5107.103) (Not
required for final buyout or one-time buy)
X X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1023. If a non-DoD contract is being used, does the contract file include the non-DoD
contracts certification required by SAAL-PP memorandum, dated July 12, 2005 and
No 0
X X 2 September 2010, subject: Proper Use of Non-Department of Defense (DoD) Contracts,
signed by the requiring activity and indicate the procurement is within scope? (includes
FSS) (100K>) (AR 70-13 1-5.g.) NA 0
% No #DIV/0!
Yes 0
1024. Was the service acquisition reviewed and approved at the appropriate Level.
No 0
X X 3 (AFARS 5137.590-4 (See Table 1.))
NA 0
% No #DIV/0!
Yes 0
1025. If the proposed action exceeds $25,000 was the opportunity posted in
No 0
X 3 FEDBIZOPPS? (FAR 5.101 (a) (1))
NA 0
% No #DIV/0!
Yes 0
1026. For proposed contract actions expected to exceed $15,000, but not expected to
exceed $25,000, was the opportunity displayed in a public place, or by any appropriate
No 0
X X 3 electronic means via an unclassified notice of the solicitation or a copy of the
solicitation? (FAR 5.101 (a) (2))
NA 0
% No #DIV/0!
1027. If an exception to synopsis at FAR 5.202 applies, is there an adequate
Yes 0
Contracting Officer determination in the file?
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1028. Are contract deliverables clearly defined and traceable to Performance Work
No 0
X X 3 Statement (PWS)/Statement of Work (SOW), or other requirements provisions?
NA 0
% No #DIV/0!
Yes 0
1029. Does the solicitation include the requirement for contractors to complete the
No 0
X X 1 Army's Contractor Manpower Reporting? (AFARS 5137.9601)
NA 0
% No #DIV/0!
Yes 0
X X 1
4/21/2012 FSS
1030. If appropriate, does the solicitation include the requirement for the Synchronized
Pre-deployment and Operational Tracker (SPOT) or other allowed method of
accounting for contractor personnel? (FAR 25.301-4 & 52.225-19, DFARS 225.301-4, No 0
X X 1
225.7402-5(a) & 252.225-7040, DFARS Deviation 2011-O0004 - SPOT N/A if <$100K
OR < 30 days; $25K or < 30 days before Apr 2011)
NA 0
% No #DIV/0!
Yes 0
1031. Is the contract type appropriate? (FAR Part 16, FAR 12.207 - FFP required for
No 0
X X 3 commercial unless exception applies)
NA 0
% No #DIV/0!
Yes 0
1032. Did the Commander approve this acquisition in accordance with Army Policy for
Civilian Hiring and Initiation/Continuation of Contracts for Service Personnel? (SecArmy No 0
X X 1
memo of 23 Feb 06 "Army Policy for Civilian Hiring/Continuation of Contracts for Service
Personnel" & AR 70-13 2-2d.) NA 0
% No #DIV/0!
Yes 0
1033. If applicable, was there a Quality Assurance Surveillance Plan (QASP)
documented in the contract file? [Surveillance Plans are mandatory whenever a COR is
appointed, unless specifically exempted in writing by the contracting officer.] (FAR
No 0
X X 3 46.401, FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight
and Surveillance of Contracts', dated 21 October 2010) (Mandatory for service
contracts greater than $2,500) (If the contract is exempt from surveillance, mark "N/A")
NA 0
% No #DIV/0!
1034. If the contract is exempt from surveillance plan preparation and execution, is the
Contracting Officer's justification/determination documented in the file? (FAR 46.401,
FAR 46.404, DFARS 246.401, SAAL-PP memorandum 'Post Award Oversight and Yes 0
Surveillance of Contracts', dated 21 October 2010) (Mandatory for service contracts
X 3
greater than $2,500)
No 0
NA 0
% No #DIV/0!
1035. Is the method of contracting appropriate for this acquisition? (i.e. commercial
items, Simplified Acquisition Procedures, sealed bid, negotiated) (FAR 12, 13, 14, and Yes 0
15)
X X 2
No 0
NA 0
% No #DIV/0!
1036. If there is OCONUS performance, did the solicitation and contract contain
evidence of Defense Base Act (DBA) Insurance as in FAR 52.228-3, Workers Yes 0
Compensation Insurance (Defense Base Act)?
X 3
No 0
NA 0
% No #DIV/0!
1037. Does the solicitation and contract contain the clause 52.222-50, Combating
Trafficking in Persons, or the clause with Alternate I modification for contracts with
performance outside the U.S. in accordance with FAR Subpart 22.17 Combating Yes 0
X Trafficking in Persons. (Trafficking Victims Protection Act of 2000, 22 USC 78 (2009), as
3 amended.)
No 0
NA 0
% No #DIV/0!
Proposal/Bid Evaluation
Yes 0
1038. Was the selection of the SSA appropriate for the size/complexity of the
acquisition? (FAR 15.303, AFARS 5115.303, and Army Source Selection Manual dated No 0
X 3
26 Feb 2009 AFARS Appendix AA)
NA 0
% No #DIV/0!
Yes 0
1039. Did files contain a signed Source Selection Non-Disclosure Agreement for
members of the Source Selection Organization (SSO)? (Army Source Selection Manual No 0
X 3
Section)
4/21/2012 FSS
X 3
NA 0
% No #DIV/0!
Yes 0
1040. Is there evidence of appointment if SSA is other than the Contracting Officer?
(AFARS Part 5115.303(a) provides specific guidance on the appointment of the SSA for
major defense acquisition programs, major automated information system acquisition No 0
X 2
programs, and designated Army acquisition programs. The SSA will be in the
contracting chain unless the HCA or PARC approves otherwise.)
NA 0
% No #DIV/0!
Yes 0
1041. If a competitive range was established, was the decision properly documented
and appear reasonable (consistent with the evaluation criteria)? (FAR 15.306(c), No 0
X 3
AFARS 5115.306 (c))
NA 0
% No #DIV/0!
1042. Did the Source Selection Decision document substantiate the Selection Decision
to include a meaningful description of the trade-offs in accordance with the Source Yes 0
Selection Plan? (FAR 15.308, AFARS 5115.308, ASSM Ch. 3)
X 4
No 0
NA 0
% No #DIV/0!
1043. If applicable, does the file contain the Contracting Officer's determination, made
prior to contract award, that the proposed/agreed contract price is fair and reasonable. Yes 0
(FAR 13.106-3 and 15.406-3(a)(11))
X 4
No 0
NA 0
% No #DIV/0!
1044. Was the Independent Government Cost Estimate (IGCE) independently derived
X 4 (to be "independent" the IGCE is prepared by a Government offical independent of the Yes 0
contractors proposal)?
No 0
NA 0
% No #DIV/0!
Yes 0
1045. For negotiated contracts over $700,000 unless an exception applies or a waiver
has been obtained, is there sufficient cost/pricing data or information to establish the
No 0
X 2 reasonableness of the price? (FAR 15.403 and DFARS 215.403 Obtaining cost or
pricing data)
NA 0
% No #DIV/0!
Yes 0
1046. If the award was placed to other than the lowest price offeror, is the best value
No 0
X 3 decision properly documented? (FAR 15.303 and ASSM Ch. 8)
NA 0
% No #DIV/0!
Yes 0
1047. If there was a protest against award, was it handled in accordance with FAR 33? No 0
X 2
NA 0
% No #DIV/0!
Evaluation of Sealed Bid
Yes 0
1048. Was a reasonable time for prospective bidders allowed in the invitation for bid
(IFB) in accordance with FAR 14.202-1? (at least 30 days when synopsis was required No 0
X 2
by FAR 5.2)
NA 0
% No #DIV/0!
Yes 0
1049. Does the contracting office maintain a record of each IFB and each
No 0
X 3 abstract/record of bids as mandated in FAR 14.204?
NA 0
% No #DIV/0!
Yes 0
X 2
4/21/2012 FSS
1050. If amendments were issued to the IFB, were they issued in accordance with FAR
No 0
X 2 14.208?
NA 0
% No #DIV/0!
Yes 0
1051. Are cancellations of IFBs handled in accordance with FAR 14.209 and recorded
No 0
X 2 in accordance with FAR 14.403(d)?
NA 0
% No #DIV/0!
Evaluation Negotiation (FAR 15)
Yes 0
1052. Were the evaluation factors (and significant sub-factors) limited to the key areas
to be considered in the source selection decision? (FAR 15.304, DFARS 215.304, No 0
X 3
AFARS 5115.304, and ASSM Ch. 5 (figure 5-2 Steps Involved in Formulating Evaluation
Factors and Subfactors)). (This refers to the establishment of factors, not how they NA 0
% No #DIV/0!
Yes 0
1053. If oral presentations were held, was the guidance outlined in FAR 15.102 and
No 0
X 3 ASSM appendix C followed and was the process properly documented?
NA 0
% No #DIV/0!
Yes 0
1054. If discussions were held, were offerors in the competitive range given an
No 0
X 3 opportunity to submit a final proposal revision? (FAR 15.307(b))
NA 0
% No #DIV/0!
Yes 0
1055. If discussions are not expected, is it clearly stated that the award may be made
without discussions? (FAR 15.209(a), negotiated contract >= $12.5M requiring No 0
X 3
cost/pricing data)
NA 0
% No #DIV/0!
Yes 0
1056. If make or buy programs are required, were the FAR requirement met? (FAR
No 0
X 3 15.407-2)
NA 0
% No #DIV/0!
Yes 0
1057. If this was an unsolicited proposal, was it handled properly? (FAR 15.6, AFARS
No 0
X 3 5115.606)
NA 0
% No #DIV/0!
Yes 0
1058. If requested, were unsuccessful offerors debriefed and is the file properly
No 0
X 3 documented? (FAR 15.505 and 15.506).
NA 0
% No #DIV/0!
Cost Reimbursement
Yes 0
1059. If the Contract type is Cost Reimbursement, was a Cost Realism Analysis
No 0
X 2 performed to determine the most probable cost to the Government? (FAR 15.404-1(d))
NA 0
% No #DIV/0!
Yes 0
1060. If applicable, is the contractor notifying the Government (formally, in writing)
when it is expected that costs will exceed 75% of the estimated contract amount during No 0
X 3
the next 60 days? (FAR 32.705-2)
NA 0
% No #DIV/0!
Yes 0
1061. Does it appear that award fees are being awarded commensurate with contractor
performance over a range from satisfactory to excellent performance? (FAR 16.401(e) No 0
X 3
)
NA 0
% No #DIV/0!
4/21/2012 FSS
Yes 0
1062. If the award was made under "Best Value" were the trade-offs documented in
No 0
X 3 accordance with FAR 15.406?
NA 0
% No #DIV/0!
Yes 0
1063. Was there any waiver of the requirement to obtain cost or pricing data obtained?
No 0
X X 2 (FAR 15.403-1; DFARS 215.403-1) If yes, mark the next question "N/A"
NA 0
% No #DIV/0!
Yes 0
1064. Does the file contain a properly executed certificate of current cost or pricing data
(CPD) for contract actions requiring CPD (negotiated contracts >= $700K if no No 0
X 3
exceptions/waivers)? (FAR 15.406-2, 15.403-4)
NA 0
% No #DIV/0!
Contract Award
1101. Is the Federal Procurement Data System - Next Generation (FPDS-NG) Contract
Yes 0
Action Report (CAR) in the file?
X X 2 No 0
NA 0
% No #DIV/0!
1102. If a CAR is in the file, are there any apparent mistakes? (Note: If the CAR is not
Yes 0
in the file mark this question N/A)
X 3 No 0
NA 0
% No #DIV/0!
1103. If the contract was awarded to a large business in the amount of $650,000
($1,500,000 if construction), does the solicitation / contract / subcontract include clause Yes 0
52.219-9 (Small Business Subcontracting Plan)? (FAR 19.708(b))
X X 3
No 0
NA 0
% No #DIV/0!
Yes 0
1104. If applicable, was a Contracting Officer's Representative (COR) appointed in
writing by the contracting officer before awarding any service contract or service contract
action? In accordance with SAAL-PP memo "Contract Administration and Surveillance
of Service Contracts" dated 21 October 2010, COR is required if one or more of the No 0
X X 2
following apply: total dollar value of contract (including options) is greater that $150,000;
action is complex or critical service; poor prior contract past performance; contracting
officer determines COR is needed. (DFARS 201.602-2 and AFARS 5101.602-2(i)(A))
NA 0
% No #DIV/0!
1105. If a COR is required and the contracting officer retains performance surveillance
duties, did the contracting officer document the contract file? (SAAL-PP memo,
X Yes 0
"Contract Administration and Surveillance of Service Contracts" dated 21 October 2010,
2 and DFARS PGI 201.602-2)
No 0
NA 0
% No #DIV/0!
Yes 0
1106. Prior to appointment, did the contracting officer verify the COR has completed all
mandatory training requirements and document the file as defines in Under Secretary of
Defense (Acquisition, Technology, and Logistics) memorandum, dated 29 March 2010,
subject: DoD Standards for Certification of Contracting Officer's Representative (COR) No 0
X X 2
for Service Acquisitions, attachment A? (SAAL-PP memo "Contract Administration and
Surveillance of Service Contracts" dated 21 October 2010). AFARS 5101.602.2(1)(A),
PGI 201.602-2(2)(ii), Revised April 30, 2010
NA 0
% No #DIV/0!
1107. If appropriate, have the Requirements for Certified Cost or Pricing Data (including
appropriateness of waivers) been met (FAR 15.403) and is the documentation required Yes 0
by FAR 15.406 included in the file?
X 4
No 0
4/21/2012 FSS
X 4
NA 0
% No #DIV/0!
Yes 0
1108. Was determination made that contractor's CCR information is active and current? No 0
2
X NA 0
% No #DIV/0!
1109. Does the activity have a process in place for ensuring compliance with the
requirements of Defense Procurement and Acquisition Policy (DPAP) Memorandum,
Yes 0
Subject: Contract Destination Acceptance Procedures, dated September 9, 2010
2 (memorandum also relates to questions 1110 through 1115)?
X No 0
NA 0
% No #DIV/0!
1110. Did the activity follow their process developed for compliance with the referenced
Yes 0
DPAP Memorandum?
X 2 No 0
NA 0
% No #DIV/0!
1111. Is there evidence of verification of Department of Defense Activity Address
Yes 0
Codes?
X 2 No 0
NA 0
% No #DIV/0!
1112. Is there evidence of a registered acceptor available in Wide Area Workflow? Yes 0
No 0
X 2
NA 0
% No #DIV/0!
1113. If there is no evidence of a registered acceptor available in Wide Area Workflow,
Yes 0
did the activity use source acceptance or "acceptance at other"?
X 2 No 0
NA 0
% No #DIV/0!
1114. Did the activity follow Defense Federal Acquisition Regulation Supplement,
Procedures Guidance and Information (PGI) Part 204.201 - Contract Distribution Yes 0
Procedures?
X 2
No 0
NA 0
% No #DIV/0!
1115. Is the destination a government acceptance point? (Contractor DODAACs are
Yes 0
those beginning with the letters C, E, L, Q, U, HG, SD, or ZO)
X No 0
2
NA 0
% No #DIV/0!
FAR Part 16 Task Order
Yes 0
1116. Was the IDIQ awarded as a multiple award action (MAC)? (FAR 16.500(a);
No 0
X 3 16.503(d)(1); 16.504(a)(4)(iv); and FAR 16.506(f))
NA 0
% No #DIV/0!
Yes 0
1117. If not a multiple award, did KO document reason (>$100M requires HCA
No 0
X 2 approval) (FAR 16.504(c))
NA 0
% No #DIV/0!
Yes 0
1118. If competitive IDIQ task order, was fair opportunity provided to all qualified
No 0
X 3 vendors? (DFARS 216.505-70 and FAR 16.505) (actions greater than $3,000)
NA 0
% No #DIV/0!
Yes 0
1119. If fair opportunity was not provided, was the proper justification provided IAW
No 0
X 3 FAR 16.505 and DFARS 216.505-70(b)(1)(2)?
NA 0
% No #DIV/0!
4/21/2012 FSS
1200 Contract Administration
1201. Is documentation of contractor performance being provided to the Contracting
Officer by the receiving official / COR as required by AFARS 5153.9001.2(d) and Yes 0
documents in the file?
X 4
No 0
NA 0
% No #DIV/0!
1202. For all service actions awarded after 30 July 2010, did the contract file contain
evidence that the contracting officer held periodic status/progress meeting with the COR
and contractor (at least quarterly) to discuss problems, progress of contract and Yes 0
contractor performance? (Army Regulation 70-13 "Management and Oversight of
3
Service Acquisitions". Chapter 4-4b(1))
X No 0
NA 0
% No #DIV/0!
1203. Has the contracting officer reviewed the COR official file, and documented the
contract file accordingly? (As per Army Regulation 70-13 "Management and Oversight of
Yes 0
Service Acquisitions", Chapter 4-4b(3), dated 30 July 2010, the COR is a part of the
X 3 official contract files and must be available for review by the contracting officer.
No 0
NA 0
% No #DIV/0!
1204. If appropriate, are property administration records being maintained properly in
Yes 0
the contract file? (FAR 45)
X 2 No 0
NA 0
% No #DIV/0!
Yes 0
1205. Did the contracting officer issue a determination stating that exercising the option
was in the best interest of the Government and did it consider all appropriate factors in No 0
X 2
accordance with FAR 17.207(c) and DFARS 217.207?
NA 0
% No #DIV/0!
Yes 0
1206. Are undefinitized contract actions (including Task Orders) being definitized within
180 days or other prescribed timeframe? (FAR 16.603-2; AFARS 5116.603-2; DFARS No 0
X 3
217.7400)
NA 0
% No #DIV/0!
Yes 0
1207. Is there evidence that a Performance Assessment Report has been entered in
the Contractor Performance Assessment Reporting System (CPARS) or other standard
No 0
X 2 performance reporting system? (http://www.cpars.csd.disa.mil/; see AFARS 5142.1502-
90 for the applicable thresholds)
NA 0
% No #DIV/0!
Yes 0
1208. Is the submitted subcontract plan approved by the contracting officer and filed in
No 0
X 3 the contract file in accordance with FAR 19.704?
NA 0
% No #DIV/0!
Yes 0
1209. Are modifications issued under the proper authority? (FAR 43.102) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1210. Is the change within the scope of the contract? (FAR 43.201) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
X 3
4/21/2012 FSS
1211. Are modifications executed correctly as a unilateral or a bilateral action? (FAR
No 0
X 3 43.103)
NA 0
% No #DIV/0!
Yes 0
1212. Is there adequate documentation to support the modification change(s)? (FAR
No 0
X 3 43.102)
NA 0
% No #DIV/0!
Yes 0
1213 For a supplemental agreement, the effective date shall be the date agreed upon
No 0
X 3 by the contracting parties? (FAR 43.101 (2))
NA 0
% No #DIV/0!
Yes 0
1214. Is there a clear separation of the procedures for processing Defense Base Act
(DBA) claims and War Hazard Claims Act (WHCA) claims in the contract? (FAR 52.228- No 0
X 3
3)
NA 0
% No #DIV/0!
Contract Close Out (add a N/A if active)
Yes 0
1215. Are contract administration offices initiating administrative closeout of the
No 0
X X 2 contract after receiving evidence of its physical completion? (FAR 4.804-1)
NA 0
% No #DIV/0!
Yes 0
1216. Was the contract closed out within the time standards delineated at FAR 4.804-
1? Reference paragraphs (a)(1)-(4) for applicability below: SAP - considered closed
when the contracting officer receives evidence of receipt of property and final payment,
unless otherwise specified by agency regulations. FFP, other than SAP, should be
closed within 6 months after the date on which the contracting officer receives evidence No 0
X 2
of physical completion 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; all other contracts should be closed within 20 months of the month in which
the contracting officer receives evidence of physical completion.
NA 0
% No #DIV/0!
Yes 0
1217. Is final delivery and acceptance documented in the file (DD250 - or other forms of
No 0
X 2 acceptance)?
NA 0
% No #DIV/0!
Yes 0
1218. Is the acceptance signed by the proper authority? No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1219 Is the disposition of classified material completed? (FAR 4.804-5 (a)(1))
No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1220 Was a funds review completed and excess funds deobligated? (FAR 4.804-5
No 0
X 2 (a)(15))
NA 0
% No #DIV/0!
Yes 0
1221. Is a modification issued to decommit any residual funds? (FAR 4.804-5) No 0
X 3
NA 0
% No #DIV/0!
Yes 0
1222. Is the DD1594/1597 signed and in the file? (DFARS PGI 204.804) No 0
X 3
NA 0
% No #DIV/0!
4/21/2012 FSS
Yes 0
1223. Is the contractor's closing statement/release of claims/disputes in the file? (FAR
No 0
X 2 4.804-5)
NA 0
% No #DIV/0!
1300. Justifications and Approvals (J&A Questions)
Yes 0
1301. If competition is limited in any way, is there a signed Determination (if estimated
cost is under the Simplified Acquisition Threshold) or a signed J&A (if above the
No 0
X 4 Simplified Acquisition Threshold) in the file? (FAR 13.106-1(b), FAR 13.5, FAR 6.302,
FAR 8.405-6)
NA 0
% No #DIV/0!
1302. For justifications under FAR 6.303-1, was the J&A posted within 14 days after
Yes 0
award ? (FAR 6.305 (a)
X 3 No 0
NA 0
% No #DIV/0!
1303. For justifications under FAR 6.303-2, was the J&A posted within 30 days after
Yes 0
award? (FAR 6.305 (b))
X 3 No 0
NA 0
% No #DIV/0!
Yes 0
1304. Does the Determination (if applicable) / Justification and Approval (J&A)
document explain or justify limiting competition to fully substantiate the action? (FAR No 0
X X X 4
6.302, FAR 8.405-6, FAR 13.5, FAR 16.505(b)(5))
NA 0
% No #DIV/0!
Yes 0
1305. Does the J&A (or Determination, if applicable) adequately describe why the
No 0
agency needs the particular product / service? (FAR 16.505(b)(5))
X X 3
NA 0
% No #DIV/0!
Yes 0
1306. Does the J&A follow the recommended format? (DFARS PGI 206.202) No 0
X 2
NA 0
% No #DIV/0!
Yes 0
1307. Was the J&A certified and approved at the appropriate levels? (FAR 6.304)
(Thresholds: KO up to $650,000, competition advocate for >$650,000 to $12.5M, Head No 0
X X 2
of Procuring Activity (or Designee) for >$12.5M to $85.5M, ASA(ALT) for above $85.5M)
NA 0
% No #DIV/0!
Yes 0
1308. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
factually demonstrate that there is an unusual and compelling requirement and that an
No 0
award must be made within an unusually short time frame? (Not lack of planning or
expiring funds) (FAR 6.302-2(a)(2))
X X 3
NA 0
% No #DIV/0!
Yes 0
1309. When using Exception 6.302-2 (Unusual and Compelling Urgency), if the period
of performance is more than one year, does the J&A address why a contract of shorter No 0
duration would not be awarded and a competitive procurement begun?
X X X 3
NA 0
% No #DIV/0!
4/21/2012 FSS
Yes 0
1310. When using Exception 6.302-2 (Unusual and Compelling Urgency), does the J&A
adequately describe the nature and extent of the injury if a contract award is delayed? No 0
(not merely using adjectives such as “significant”)
X X 3
NA 0
% No #DIV/0!
2200. Federal Supply Schedule (FSS) Questions
Yes 0
2201. Prior to acquiring the supplies or services (greater than SAT) from a General
Service Administration (GSA) FSS, did the agency conduct market research to find
No 0
X 2 suitable DoD contract vehicles to place the orders against? (AFARS 5117.7802; DA
MEMO DATED 7/12/05
NA 0
% No #DIV/0!
Yes 0
2202. For acquisitions between the micro-purchase and simplified acquisition threshold,
No 0
X 3 is the best value determination properly documented? (FAR 8.405-1 (c))
NA 0
% No #DIV/0!
Yes 0
2203. For acquisitions greater than SAT, did the agency comply with the certification
No 0
X 2 requirements outlined in DFARS 208.404 IAW DFARS 217.7800?
NA 0
% No #DIV/0!
Yes 0
2204. IAW DFARS 208.405-70, were task order/delivery orders valued over $150,000
No 0
X 3 competed or waived IAW FAR 8.405-6?
NA 0
% No #DIV/0!
Yes 0
2205. If competition was not obtained, was a justification completed that adequately
addresses waiving the competition in accordance with one of the three exceptions listed No 0
X 4
in FAR 8.405-6, FAR 16.505(b)(2)(i-iii) and DFARS 208.405-70(b)(2))
NA 0
% No #DIV/0!
Yes 0
2206. Did the Contracting Officer seek discounts for FSS orders exceeding the
No 0
X 3 maximum order threshold?
NA 0
% No #DIV/0!
Yes 0
2207. Was SF 1449, Solicitation/Contract/Order for Commercial Items used to place
orders for commercial items exceeding the simplified acquisition threshold? (PGI No 0
X 2
208.406-1)
NA 0
% No #DIV/0!
Yes 0
2208. For orders above SAP, did the RFQ include a description of the supplies to be
delivered or the services to be performed and the basis upon which the selection will be No 0
X 2
made? (FAR 8.405-1 (d)(2)
NA 0
% No #DIV/0!
If this is an Information Technology contract action, answer the following
questions.
Yes 0
2209. For the purchase of commercial software products, upgrades, or maintenance,
No 0
X 2 was the DoD Enterprise Software Initiative (ESI) complied with? (DFARS 208.7402)
NA 0
% No #DIV/0!
Yes 0
2210. Does the file contain an Acquisition Plan and Information Technology acquisition
strategy for orders placed under a task- or delivery-order contract awarded by another No 0
X 2
agency? (FAR 39.101(b)(2))
4/21/2012 FSS
X 2
NA 0
% No #DIV/0!
Yes 0
2211. If a minimum proposed Contractor Personnel experience or education
requirement is used, is the file documented with a Contracting Officer determination? No 0
X 2
(FAR 39.104)
NA 0
% No #DIV/0!
Yes 0
2212. Does the contract file contain documentation that addresses the management of
No 0
X 2 risk? (FAR 39.102)
NA 0
% No #DIV/0!
Yes 0
2213. Was a CHESS contract vehicle used for the procurement of commercial IT
No 0
X 3 procurements? (AFARS 5139)
NA 0
% No #DIV/0!
Yes 0
2214. If the commercial IT hardware and/or software was not acquired using a CHESS
No 0
X 3 contract vehicle, does the file contain a waiver? (AFARS 5139)
NA 0
% No #DIV/0!
4/21/2012 FSS
FY 2012 Contract Execution Toolkit
Reviewer Name (Last, First):
Competition Advocate Scroll over to the first un- Contract Number:
Severity of Deficiency used column and insert the Contract Value:
Foreign Military Sales
header data in that column KO's Name (Last, First):
opposite each title. Requiring Activity:
Contractor Name:
Contract Category:
SAAL-PP
REVIEWER NOTES:
Total Contracts Reviewed 0
Total Roll-Up (Foreign Military Sales Contracts)
1000. Core Questions
Funding
1001. Does the contract file contain evidence of availability of funds (certified, proper
Yes 0
amount, proper appropriation, at the proper time)? (FAR 32.702)
X 4 No 0
NA 0
% No #DIV/0!
1002. If the contract is fully funded, are funds obligated to cover the price/target price of
a fixed price contract or the estimated cost and any fee of a cost-reimbursement Yes 0
contract? (FAR 32.703-1(a))
X 4
No 0
NA 0
% No #DIV/0!
Yes 0
1003 If the contracting officer entered into a contract, exercise an option, or placed an
order under a contract for severable services for a period that begins in one fiscal year
and ends in the next fiscal year did the contracting officer assure that the period of the No 0
X 4
contract awarded, option exercised, or order did not exceed 1 year? (DFARS 232.703-3
(b))
NA 0
% No #DIV/0!
1004. If the contract is incrementally funded, are funds obligated to cover the amount
Yes 0
allotted and any corresponding increment of fee? (FAR 32.703-1(b))
X 4 No 0
NA 0
% No #DIV/0!
1005. Is there an IGCE in the file (for construction, applicable if over the SAP)? (FAR
4.803(a)(7), FAR 36.203(a) for construction, AR 70-13, par. 3-3.c for services) Yes 0
X 3
No 0
NA 0
% No #DIV/0!
1006. Was market research conducted to include identifying potential sources and is it
Yes 0
properly documented? (FAR10.001 & 2; FAR 12.101(a))
X 3 No 0
NA 0
% No #DIV/0!
Preparation of the Solicitation (e.g. RFP, IFB)
Yes 0
1007. Was the solicitation written in the proper format? (FAR 14.201, FAR 15.204) No 0
X 2
NA 0
% No #DIV/0!
1008. For other than commercial items, were the Source Selection Plan evaluation
factors, significant sub-factors, and their relative importance consistent with Sections
Yes 0
L/M (or equivalent sections)? (Army Source Selection Manual AFARS Appendix AA
X 4 Chapters 4)
No 0
NA 0
% No #DIV/0!
1009. Were the evaluation factors established in the solicitation? (Commercial: FAR
12.301(b) & (c); SAP: 13.106(a)(2); Negotiated contracts: FAR 15.204-5(c), 15.304(d)
Yes 0
and AFARS 5115.304) For commercial, if evaluation factors not appropriate/necessary,
X 4 choose N/A.
No 0
NA 0
% No #DIV/0!
4/21/2012 FMS