Docstoc

Acquisition Contract Templates

Document Sample
Acquisition Contract Templates Powered By Docstoc
					EMERGENCY ACQUISITION CONTRACT FILE DOCUMENT CHECKLIST
[This checklist is by no means exhaustive. Tailor to meet your specific requirement.]
                                                                                                   DATE:

 SOLICITATION NO:                                                           SUPPLY                         SERVICE
 CONTRACT NO:                                                  CONTRACTOR:                                 VALUE: $
 MODIFICATION / ORDER NO:                                      CONTRACT TYPE:
 CONTRACTING OFFICER:                                          CONTRACT SPECIALIST:
 CONTRACTING OFFICER’S REPRESENTATIVE (COR):


  PLANNING PHASE
 NO. ITEM                                  INFO/REFERENCE INFORMATION                   NA   REQ     COMMENTS/FILE TAB #

Requirements Documentation


        Procurement Request
                                           NOAA AGO Handbook Chapter 11 –
        (including funding document
  1                                        Describing Agency Needs
        or evidence of availability of
                                            NOAA AGO
        funds)

        Independent Government Cost
  2                                 SEE NOAA IGCE Guide
        Estimate (IGCE)
        PWS / SOO / SOW /
  3                                        FAR 11.1/2, FAR 37.602
        Specification
                                           DFARS 215.470
                                           DoD 5010.12M: Procedures for the
                                           Acquisition and Management of
                                           Technical Data
  4     CDRL (DD Form 1423)
                                           See
                                           http://www.ago.noaa.gov/ad/policy/Claus
                                           es_with_Deliverables_or_Report_Requir
                                           ements.pdf
        Acquisition Plan
                                           FAR 7.1, NOAA AGO Handbook p. 81-
  5      or Milestone Plan
                                           91
        (EA KO AP)

Market Research-related Documentation (applies to 6–7)



                                           Reference:
                                           FAR Part 10
  6     Market Research
                                           FAR 10.002(d)(1), (2), and (e)
                                           FAR 12.101
                                           FAR 7.102(a)
                                           FAR 6.303-2(a)(8)
  7     Suggested Sources List

Service Contract-related Documentation (applies to 8–10)

                                           FAR 37.604 & FAR 46: Quality
  8     Draft QASP
                                           Assurance



                                                              Page 1 of 8
                      Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number


       Acquisition Strategy
       (for Services > SAT)
                                            DOC DAO 208-10 Management of
 9
       Memo obtaining approval of           Contracted Services
       service acquisitions that are
       not PBSA.


                                            FAR 22.10, Service Contract Act of
                                            1965, As Amended
       Notice of Intention To Make a
       Service Contract and                 http://www.wdol.gov
 10    Response to Notice (SF 98            Wage Determinations On-Line
       and SF 98A)
                                            http://www.wdol.gov/usrguide/index.html
                                            Wage Determinations On-Line Program
                                            User’s Guide


Solicitation-related Documentation (applies to 11–14)

       Government Furnished
 11                                         FAR Part 45 : Government Property
       Property List
                                            DOC IT Security Program at
 12    IT Security Checklist                http://ocio.os.doc.gov/ITPolicyandProgra
                                            ms/IT_Security/DEV01_002757
                                            FAR 16.103(d): Negotiating contract
       Type of Contract                     type.
 13                                         Each contract file shall include documentation
                                            to show why the particular contract type was
                                            selected.
       Contracting Officer’s                CAM 1301-670 at
       Representative (COR) /               http://oamweb.osec.doc.gov/docs/CAM_
 14
       Alternate COR Nomination             1301.67.pdf
       Letters

Evaluation-related Documentation (applies to 15-16)


 15    Source Selection Plan                NOAA AGO Handbook Part 15


 16    Award Fee / Incentive Fee Plan FAR 16.4: Incentive Contracts


Other Documentation (applies to 17–27)


                                            FAR 1.704: Content of a D&F
      D&F                                   FAR 17.503, FAR 16.601: T&M
      [Contracting Officer must determine   Contracts
17    when a D&F is required for an         FAR 16.603 Approval to issue Letter
      individual contract or classes of     Contracts
      contract actions.]                    FAR 45.302-1: Providing Facilities
                                            FAR 37.203 Advisory & Assistance


      J&A                                   FAR 6.302 and 6.303,
      (For other than full and open
18                                          FAR 8.405-6: For Orders Under GSA
      competition, e.g., Sole Source,
      Limited Competition)                  FSS

      Small Business Set Aside              FAR 13.003(b)(1): SAP Policy
19
      Review–                               FAR 19.201, 19.2: Small Business

                                                                Page 2 of 8
                     Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number


     CD-570 Form                        Program General Policy
                                        FAR 19.5: Set-Asides for Small
                                        Businesses

                                        SEE
                                        http://www.osec.doc.gov/osdbu/Forms.htm
                                        FAR 39.201 SEE:
20   EIT / Section 508 Compliance       http://www.ago.noaa.gov/acq_alerts/aa-
                                        01-02Sect508.pdf
                                        Required whenever Controlled Unclassified
                                        Information (CUI) or technology or classified
                                        information/technology is being disclosed to a
                                        foreign entity or international organization.

                                        SEE
                                        http://deemedexports.noaa.gov/Management
     Foreign Disclosure Deemed
21                                      %20Model.doc
     Export Review
                                        http://deemedexports.noaa.gov/index.html

                                        and NAO 208-12 Technology Controls and
                                        Foreign National Access – at
                                        http://www.corporateservices.noaa.gov/~ames
                                        /NAOs/Chap_207/207-12.pdf
     Overtime Authorization
23                                      FAR 22.103, FAR 52.222-2,
     Request


                                        FAR 25.1,
     Buy American Act Exception         FAR 25.102: Acquire only domestic end
24
     Determination                      products for public use inside the United
                                        States.


     Memo for the Inclusion and
25                                      FAR 17.2,
     Evaluation of Options

     Organizational Conflicts of        FAR Subpart 9.5: Organizational and
26
     Interest (OCI)                     Consultant Conflicts of Interest

27   Lease vs. Purchase Analysis        FAR 7.4



PRE-SOLICITATION AND SOLICITATION PHASE
NO. ITEM                                INFO/REFERENCE INFORMATION                       NA   REQ   COMMENTS/FILE TAB #
                                        FAR Part 5: Publicizing Contract Actions
                                        FAR 5.207: Preparation and Submittal of
                                        Synopses
28    Synopsis
                                        FAR 12.603: Streamlined Solicitation for
                                        Commercial Items
                                        (SEE FAR 18.103 for exceptions)
                                        FAR 5.204: Pre-Solicitation Notices
                                        FAR 15.201 & 15.202(a): Contracting By
      Pre-Solicitation Notice           Negotiation, Advisory Multi-Step Process
      (include Conference/Site Visit    FAR 5.205(c): Special Notice. Special
29    Minutes/Notes if applicable) pr   situations such as a business fair,
      Special Notice                    presolicitation or preproposal
                                        conference, site visit opportunity, or
                                        meeting




                                                            Page 3 of 8
                   Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number



30    Sources Sought Synopsis          FAR 15.201: Exchanges with Industry

                                     FAR 5.203(a)(2): Publicizing and
      Combined Synopsis /            Response Time
31
      Solicitation                   FAR 12.603: Streamlined Solicitation for
                                     Commercial Items
                                     As applicable: e.g., Legal Counsel, ,
32    Solicitation Review & Approval Level above Contracting Officer, Contract
                                     Review Board Review Board
      Solicitation (including          FAR 5.102: Availability of Solicitations
33
      attachments & exhibits)          FAR 15.205: Issuing Solicitations
      Amendments (including any
34                                     FAR 15.206: Amending the Solicitation
      supporting documentation)



OFFERORS’ RESPONSES

NO.   ITEM                             INFO/REFERENCE INFORMATION                         NA   REQ   COMMENTS/FILE TAB #

                                       FAR 4.803(a)(10)
      Offers/Responses (including      If separate folders are necessary, ensure
35
      no bids)                         that the folders are clearly labeled (e.g., File
                                       x of x, Unsuccessful Offerors, RFP#, Project
                                       Title)

      Late Offer Correspondence /      FAR 15.2: Submission, Modifications
36
      Memo For File                    and Withdrawals of Proposals
                                       FAR 33.103 Protests To the Agency
                                       FAR 33.104(b) Protests To GAO
37    Preaward Protests
                                       FAR 33.201,
                                       FAR 52.233-2: Service of Protest


EVALUATION PHASE

NO. ITEM                               INFO/REFERENCE INFORMATION                         NA   REQ     COMMENTS/FILE TAB #
                                       FAR 15.305: Proposal Evaluation
      Source Selection Kick-Off        FAR 3.104-4: Disclosure, Protection, and
38    Memo (including any              Marking of Contractor Bid or Proposal
      supporting documentation)        Information and Source Selection
                                       Information

                                       See DOC OGC Ethics Summary and
39    NDA / OGE 450
                                       NDA Conflict of Interest Templates

      D&F For Using Contractors as
40                                     FAR 37.204
      Evaluators
                                       FAR 15.404-2(b)(1)(ii): Reporting Field
      Field Pricing Assistance
41                                     Pricing Information
      Documentation
      Report of Individual Contract
                                       DFARS 215.404-4: Proposal Analysis
42    Profit Plan (Weighted
                                       Profit
      Guidelines, DD Form 1547)
      Prenegotiation Source
43                                     SSEB, C/PAT, PPET
      Selection Reports




                                                             Page 4 of 8
                  Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number



                                      FAR 15.406, MAPS 15.406-90
     Prenegotiation Business Case
44   Memorandum (BCM)                 Required for all negotiated actions over the
                                      simplified acquisition procedure threshold
                                      (100K.)

                                      FAR 15.306: Exchanges with Offerors
     Letter to Contractors Opening
45                                    After Receipt of Proposals
     Discussions
                                      FAR 15.306(d): Discussions
     Notice of Exclusion from         FAR 15.503(a)(1): Preaward Notices of
46
     Competitive Range                Exclusion from Competitive Range

     Preaward Debriefing              FAR 15.505: Preaward Debriefing of
47
     Documentation                    Offerors

     Request for Final Proposal
48                                   FAR 15.307: Proposal Revisions
     Revision / Final Revised Offers

     Final Source Selection Reports
49                                    FAR 15.308: Source Selection Decision
     [SSEB, C/PAT, PPET]
                                      FAR 22.8: Equal Employment
                                      Opportunity
     Equal Employment                 FAR 22.805: Procedures
50   Opportunity (EEO) Compliance
                                      For prime and first-tier subcontractor. For
                                      awards greater than or equal to $10M (base
                                      award plus options.)

     Small Business                   FAR 19.7,: The Small Business
51
     Subcontracting Plan Review       Subcontracting Program

                                     FAR 9.103(b): Responsible Prospective
                                     Contractors Policy
     Contractor Responsibility       General Standards: FAR 9.104-1
52   Determination/ Debarred List    Determination Procedures: FAR 9.105
     Verification                    Debarment: FAR 9.4
                                     Excluded Parties List System:
                                     http://epls.gov
                                     FAR 4.1103/4: Central Contractor
     Central Contractor Registration Registration Policy and Clauses
53   Verification (CCR)              http://www.ccr.gov
                                      Required unless exception exists per FAR
                                      4.1102.
                                      FAR 9.106: Preaward Surveys

     Preaward Survey                  Typically required when information is
54                                    insufficient to make a determination of
                                      responsibility, or information indicates the
                                      contractor has serious performance
                                      deficiencies.
                                      FAR 19.6: Certificates of Competency
     Certificate of Competency        and Determinations of Responsibility
55   (COC)
                                      Upon determining apparent successful small
                                      business offeror to be nonresponsible, refer
                                      small business to SBA for a possible COC.

     Certification of Current Cost    FAR 15.406-2: Certificate of Current
56                                    Cost or Pricing Data.
     and Pricing Data
                                      When cost or pricing data are required.




                                                           Page 5 of 8
                    Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number


                                       FAR 15.406: Contracting by Negotiation
     Pre/Postnegotiation BCM           Documentation
     [If no discussions were held]
                                       FAR 15.308 Source Selection Decision
57     OR
                                       DFARS 215.406-1: Prenegotiation
     Postnegotiation BCM
     [SSA Recommendation for Award]
                                       Objectives
                                       MAPS 15.406-90 and Appendix K
                                       FAR 33.103(g) and (h): : Protests to the
                                       Agency
     Preaward Protest Resolution
58                                     FAR 33.104(d) Protests to GAO
     Documentation
                                       FAR 33.201: Alternative Dispute
                                       Resolution



AWARD PHASE

NO. ITEM                               INFO/REFERENCE INFORMATION                    NA   REQ   COMMENTS/FILE TAB #

     Small Business Preaward           FAR 15.503(a)(2): Preaward notices for
59
     Notice                            small business programs
     Challenges to Small Business      FAR 19.302(d)(1): Protesting a Small
60
     Status                            Business Representation
                                       FAR 19.804-2,: The 8(a) Program
     8(a) Offering Letter              www.sba.gov
61
                                       Required when issuing an 8(a) contract.
                                       Forwarded to SBA for approval.
                                       As applicable: e.g., legal counsel, , Level
62   Award Review & Approval           above Contracting Officer, Contract
                                       Review Board
                                       FAR 13.106-3: Award and
                                       Documentation under SAP
                                       FAR 15.504: Award to Successful
63   Contract Award
                                       Offeror when Contracting by Negotiation
                                       FAR 15.204 Contract Format
                                       FAR 16.603 Letter Contracts
     Award Announcement
64                                     FAR 5.3: Synopses of Contract Awards
     Synopsis
     Postaward Notification To         FAR 15.503(b): Postaward Notification
65
     Unsuccessful Offeror(s)           to Unsuccessful Offerors

     Postaward Debriefing              FAR 15.506(f): Postaward Debriefing of
66
     Documentation                     Offerors
     Contracting Officer’s
     Representative (COR) /            CAM 1301.670: Contracting Officer
68
     Alternate COR (ACOR)              Representative Certification Program
     Designation Letter
     Contract/Modification/Order
69   Distribution                      FAR 4.2,: Contract Distribution
     Documentation/Checklist


POSTAWARD PHASE

NO. ITEM                               INFO/REFERENCE INFORMATION                    NA   REQ   COMMENTS/FILE TAB #

     Contracting Action Report         FAR 4.602: Federal Procurement Data
70   (CAR)                             System
                                       Submitted electronically through FPDS-NG.




                                                           Page 6 of 8
                  Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number



                                      FAR 33.103(f)(3): Protests To the
                                      Agency
                                      FAR 33.104(c) : Protests To GAO
71    Postaward Protest
                                      FAR 33.201, Alternative Dispute
                                      Resolution
                                      FAR 52.233-2: Service of Protest

      D&F to Continue Performance
72                                    FAR 33.104: Protests to GAO
      in the Face of a GAO Protest
      Postaward Conference Record FAR 42.503-3: Postaward Conference
73
      (DD 1484)                   Report
      Contract Funding Summary
74                                FAR 32.7: Contract Financing
      Spreadsheet

75    QASP (for Service Contracts)    FAR 46.103(a): Quality Assurance

      Informal Performance            Submitted quarterly. Required for contracts
76                                    greater than $50M.
      Assessment Reports

      Contractor Performance          FAR 42.15,: Contractor Performance
77    Assessment Report (and          Information
      supporting documentation)       Submitted electronically through CPS..
                                      As required by contract such as: project
78    Contract Deliverables           status reports, monthly progress
                                      reports, meeting minutes
                                      FAR 2.101: Definition of DO
79    Delivery / Task Orders          FAR 16.505,: Ordering under IDIQ
                                      contracts
                                      FAR 16.505(b)(1) and (2): Fair
      Fair Opportunity Exception
80                                    opportunity when ordering under
      Memo (Under MACs)
                                      Multiple Award Contracts
      Modifications (including
                                      FAR 43.102 and 43.103: Contract
81    supporting documentation for
                                      modifications
      each mod)

Options (applies to 82–85)

      Option Exercise 120-day
82                                    FAR 17.207: Use of options.
      Request Letter
      Project Office Response to
83                                    FAR 17.207: Use of options.
      120-day Request Letter
      60-Day Notification to
84    Contractor of Government        FAR 17.207: Use of options.
      Intent to Exercise Option
      D&F to Exercise Contract
85                                    FAR 17.207: Use of options.
      Options IAW FAR 17.207
      Collective Bargaining
      Agreement (CBA) Notification    FAR 22.1010: Notification to interested
86    Letter [for Service Contracts   parties under collective bargaining
      Exceeding Micropurchase         agreements.
      Threshold]
87    Stop-Work Order                 FAR 42.1303: Stop-Work Orders

88    Change Order                    FAR 43.2: Change Orders




                                                         Page 7 of 8
                 Contract File Document Checklist for Emergency Acquisition Contract insert solicitation/contract number



                                    FAR 33.2: Disputes and Appeals
89   Claims and REAs                FAR 52.233-1: Disputes Clause


     Technical Analysis Report
90                                  Upon receipt of a claim or REA.
     (TAR)
                                    FAR 49.607 Delinquency notices
     Cure Notice/Show Cause         FAR 49: Termination of Contracts
91
     Notice/Termination Notice      FAR 12.403: Termination of Commercial
                                    Item Contract
     Ratification of Unauthorized
                                    FAR 1.602-3: Ratification of
92   Commitments Letter to the
                                    unauthorized commitments.
     Initiator

     D&F for Ratification of
93                                  FAR 1.602-3
     Unauthorized Commitments

94   COR Revocation Letter          CAM 1301.670

     Additional Post-Award
95   Correspondence and             FAR 4.803: Contents of contract files.
     Miscellaneous Documentation

     Closeout of Contract File      FAR 4.803: Contents of contract files.
96   (checklist and required        FAR 4.804: Closeout of contract files.
     documentation)                 FAR 4.805: Retention periods.




                                                       Page 8 of 8

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:400
posted:7/20/2010
language:English
pages:8
Description: Acquisition Contract Templates document sample