Blanket Purchase Order Best Practice by tze15290

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									Change Request Cover
Sheet
Change request number: 01-58


Title: Replacement Contract File Checklist


Type:              Guidance/Forms


Description of Change: A new contract file checklist developed as a
result of ASU-300’s QRB process

Reason for Change: Process improvement



Target Audience:              All contracting officers.



Date Received:9/12/01


Originator:                  Jim Blades

Office:            ASU-370

Phone:             267-8267
What Pushes this Change: The desire to reflect accurate information.



Timeframe for the Change: N/A

Briefing Planned: No
ASAG Responsibilities: None
AMS CONTRACT FILE CHECKLISTS




            DATED
          AUGUST 2001
                                                                TABLE OF CONTENTS



PURPOSE STATEMENT........................................................................................................................................................... 1

I      PRE-AWARD PLANNING/REQUIREMENT FILE CHECKLIST ......................................................................... 1

II     BASIC CONTRACT AWARD FILE CHECKLIST..................................................................................................... 4

III        CONTRACT MODIFICATION/REVISION FILE CHECKLIST ........................................................................ 5

IV         CONTRACT CLOSE-OUT FILE CHECKLIST ...................................................................................................... 6

V      PURCHASE ORDER/GSA/FSS ORDER FILE CHECKLIST .................................................................................. 7

VI         BLANKET PURCHASE AGREEMENT (BPA) FILE CHECKLIST .................................................................. 2

VII        INTERAGENCY AGREEMENT FILE CHECKLIST ........................................................................................... 1
AMS CONTRACT FILE CHECKLISTS                                                                                  8/01



PURPOSE STATEMENT


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




Note: the “T” superceding the reference indicates the reference is from the automated FAST “toolbox” and is guidance. The
other “AMS” reference is from AMS policy.
                                                                                                                      1 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                        8/01



CONTRACT #            DTFA __________________           VENDOR NAME   _____________________________________________________


I          PRE-AWARD PLANNING/REQUIREMENT FILE CHECKLIST

    Ta        DOCUMENT                 APPLICABLE       APPLI         Ta        DOCUMENT                  APPLICABLE        APPLI
    b#                               AMS, TOOLBOX,      C & IN        b#                                AMS, TOOLBOX,       C & IN
                                      STANDARD OR        FILE                                            STANDARD OR         FILE
                                         ORDER                                                               ORDER
    1    Names of IPT Members,       AMS 1.11                         14   Evaluation Plan(s) (e.g.     AMS 3.2.2.3.1.2.3
         Organizations and Phone     AMS 3.2.1.2                           Past Performance)            T.3.2.2.A.2
         Numbers                     AMS APPENDIX                          including List of
                                     B-ACQUISITION                         Evaluators and Advisors
                                     STRATEGY                              with Source Selection,
                                     PAPER                                 Official (SSO) approval
    2    Acquisition/Procurement     AMS 2.12                         15   Evaluation Criteria (e.g.    AMS 3.2.2.3.1.2.3
         Planning Documents          AMS 3.2.1.2                           Past Performance)            T3.2.2.3A2, 3 &4
         (APB, ISR, ASP etc)                                               (Section M)
    3    Procurement Requests        T3.2.1                           16   Organizational Conflict      AMS 3.1.5, 3.1.7
         (PR), ACQUIRE               ACQUIRE Buyer                         of Interest Statements       T3.1.7
         Requisition Request with    Guide/ACQUIRE                    17   Procurement Integrity        AMS 3.1.8
         Funding Approval            Contract Report                       Act IPT Briefing and         T3.1.8
                                     Information                           Awareness Discussions
                                     (ACRI) Quick                     18   Undefinitized Letter         T3.2.4.6
                                     Reference Guide                       Contracts Documentation
    4    Acquisition Documents       T.3.2.2.8                        19   Market Analysis /Public      AMS 3.2.1.2.1,
         (SOW, SPEC, CDRLs,          Procurement Form                      Announcement (>$100K)        3.2.1.3.12
         DIDs)                       Template (59 ,&                                                     T3.2.2A1 and
                                     60)                                                                T3.2.2.3A2
    5    Set-Aside                   AMS 3.6.1                        20   Draft Screening              AMS 3.2.1.3.9
         Determination/Coordina-     AMS 3.2.2.2                           Information Request
         tion with Small Business    T3.6.1                                (SIR) and Comments
         Utilization Staff           Procurement Form                 21   Documentation of             FAA ORDER
                                     Template                              Coordination with Legal      2220.1 dtd 7/1/87
                                     (85)                                  Staff                        AMS1.3
    6    RESERVED                    RESERVED
                                                                      22   Screening Information        AMS 3.2.2.3.1.2.1
    7    Independent Cost            T.3.2.3.A9
                                                                           Request (SIR) document       T3.2.2
         Estimate (ICE)
                                                                           (Sections A-M) should
    8    Coordination with           AMS 3.2.1.3.5
                                                                           include clear instructions
         Quality Assurance           T3.10.4A2
                                                                           to potential vendors and
         Documentation
                                                                           evaluation factors (e.g.
    9    Classified Security         AMS 3.13.2.2.2                        Past Performance)
         Requirements and            T.13.2
                                                                      23   Request for SIRs by          Best Practice
         Documentation of            T3.13.1A9
                                                                           Interested Parties
         Coordination with
         Security Staff (ACO)
                                                                      24   Single Source                AMS 3.2.1.3.8,
    10   Information, Personnel      AMS 3.13.2.2.1
                                                                           Justification (may be part   3.2.2.2 and
         and Physical Security as    T3.13.1A17
                                                                           of Acquisition/Planning      3.2.2.4
         it relates to suitability
                                                                           Documentation)                T3.2.1.A4
         Requirements and
         Documentation of
                                                                      25   Sources with Address         Best Practice
                                                                           (Original vendor list and
         Coordination with
                                                                           additional vendor names
         Security Staff (ACO)
                                                                           and addresses from
    11   Personnel Security Risk     T3.13.1A17
                                                                           public announcements
         Assessment Forms (FAA
                                                                           from Tab 23)
         Form 1600-77)
                                                                      26   SIR Amendments with          AMS 3.2.2.3.1.2.2
    12   Unsolicited Proposal and    AMS 3.2.2.6
                                                                           supporting                   And 3.2.2.3.1.2.4
         Documentation               T3.2.2.6
                                                                           documentation
    13   Signed Non-                 AMS 3.1.5, 3.1.6                      (IPT/Legal Review,
         disclosure/Conflict of      T3.1.5A and                           rationale for issuing,
         Interest Statements         T3.1.6A2                              distribution sheet and
                                                                           names of vendors)



Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     2 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                 8/01


 Ta         DOCUMENT                 APPLICABLE         APPLI
 b#                                 AMS, TOOLBOX,       C & IN
                                    STANDARD OR          FILE
                                       ORDER
 27    SIR Responses (including     AMS 3.2.2.3.1.2.3
       Unsuccessful offerors’
       proposals)
       Receipt/Evaluation of
       Submittals (including
       evaluation reports)
 28    Communications with          AMS 3.2.2.3.1.2.2
       Offerors (e.g. letters, e-
       mails)
 29    IPT Evaluation               AMS 3.2.2.3.1.3
       Reports/Scoring Results
       and all other factors
       considered (Technical
       and Cost)
 30    SSO Screening /Award         AMS 3.2.2.3.1.3
       Decision Memorandum          And AMS
                                    3.2.2.3.1.2.5




Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     3 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                 8/01



CONTRACT #           DTFA __________________            VENDOR NAME   _____________________________________________________


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



Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     3 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                   8/01



CONTRACT #          DTFA __________________            VENDOR NAME    _____________________________________________________


II       BASIC CONTRACT AWARD FILE CHECKLIST

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




Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     4 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                          8/01



 CONTRACT #         DTFA __________________            VENDOR NAME    _____________________________________________________


III      CONTRACT MODIFICATION/REVISION FILE CHECKLIST

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




Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     5 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                 8/01



CONTRACT #            DTFA __________________       VENDOR NAME    _____________________________________________________


IV       CONTRACT CLOSE-OUT FILE CHECKLIST

Tab        DOCUMENT                APPLICABLE       APPLI
 #                                AMS, TOOLBOX,     C & IN
                                  STANDARD OR        FILE
                                      ORDER
1     Contract Completion         T.3.10.
      Statement
2     Contract Close-Out           T.3.10.1A.11
      Timeframes
3     Final Audit                  T.3.10.

4     Settlement of All Interim
      or Disallowed Costs
5     Prior Year Overhead Rates
      Completed
6     Property                     T.3.10.
      Clearance/Disposition
7     Disposition of Classified
      Material Completed
8     Contractor’s Closing
      Statement Received
9     ACQUIRE FINAL ACRI           T3.2.1
      INFORMATION                 ACQUIRE Buyer
                                  Guide/ACQUIRE
                                  Contract Report
                                  Information
                                  (ACRI) Quick
                                  Reference Guide
10    CO’s Evaluation of           T.3.10.
      Contractor’s Performance
11    Final Removal of Excess
      Funds Recommended
12    Final Voucher                T.3.10.

13    Final Payment                T.3.10.

14    Contractor Release          AMS
      Completed                   Procurement
                                  Form Template
                                  #43
15    Contract Closeout Form      Asu-360 memo
                                  from Lillie M.
                                  Harris dated
                                  5/4/99




Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     6 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                          8/01



CONTRACT #          DTFA __________________            VENDOR NAME    _____________________________________________________


V        PURCHASE ORDER/GSA/FSS ORDER FILE CHECKLIST

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


Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     7 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                         8/01



CONTRACT #            DTFA __________________           VENDOR NAME    _____________________________________________________


VI        BLANKET PURCHASE AGREEMENT (BPA) FILE CHECKLIST

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

Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     8 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                 8/01



CONTRACT #        DTFA __________________         VENDOR NAME      _____________________________________________________


VII      INTERAGENCY AGREEMENT FILE CHECKLIST




Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
                                                                                                                     9 of 9
AMS CONTRACT FILE CHECKLISTS                                                                                 8/01


Tab         DOCUMENT                    APPLICABLE        APPLI
 #                                    AMS, TOOLBOX,       C & IN
                                       STANDARD OR         FILE
                                           ORDER
1     Names of IPT Members,           AMS 1.11
      Organizations and Phone         AMS 3.2.1.2
      Numbers                         AMS APPENDIX
                                      B-ACQUISITION
                                      STRATEGY
                                      PAPER
2     Procurement Requests             T3.2.1
      (PR), ACQUIRE                   ACQUIRE Buyer
      Requisition Request with        Guide/ACQUIRE
      Funding Approval                Contract Report
                                      Information
                                      (ACRI) Quick
                                      Reference Guide
3     IPT/Program Office Basis        AMS 2.9.5
      or Justification to establish    T3.2.1
      IA                               T.3.8.3
                                      EXEMPTION
                                      FROM
                                      PLANNING
4     Independent Cost Estimate        T.3.2.3.A9
      (ICE)
5     Classified Security             AMS 3.13.2.2.2
      Requirements and                T.13.2
      Documentation of                T3.13.1A9
      Coordination with Security
      Staff (ACO)
6     Information, Personnel and      AMS 3.13.2.2.1
      Physical Security as it         T3.13.1A17
      relates to suitability
      Requirements and
      Documentation of
      Coordination with Security
      Staff (ACO)
7     ACQUIRE/Award of                Best Practice and
      Interagency Agreement           Contract Law
      Documentation Form with
      original signed Interagency
      Agreement by both parties
      and appropriation data
8     Interagency Agreement           Best Practice
      Distribution Sheet (with
      copy to Security Office
      (ACO))
9     Copy of Delegation              AMS 3.10.1
      Letters: Quality Review         3.10.3
      Official (QRO),                 3.10.4
      Contracting Officer’s            T3.10.1A3
      Technical Representative        T310.3A2 and
      (COTR), Property                T310.4A2
      Administration, Contract
      Administration
10    Correspondence                  Best Practice
      (Outgoing) to the other
      party/agency
11    Correspondence                  Best Practice
      (Incoming) from other
      party/agency
12    Copy of Invoices/vouchers       AMS 3.3.1.2
      and documentation
13    Personnel Security Risk         T3.13.1A17
      Assessment Forms (FAA
      Form 1600-77)



Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
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AMS CONTRACT FILE CHECKLISTS                                                                                 8/01


Tab         DOCUMENT                  APPLICABLE      APPLI
 #                                  AMS, TOOLBOX,     C & IN
                                     STANDARD OR       FILE
                                         ORDER
14    Legal Review of final         FAA ORDER
      Interagency Agreement         2220.1 DTD
      document                      7/1/87
15    IPT/COTR review of            AMS 3.2.1.2.2
      Interagency Agreement
16    Record of Payments with       T3.3.1A3.f
      Cumulative Total of
      Invoices/Vouchers paid,
      rejected, etc.
17    Government Furnished or       AMS 3.10.3
      Contractor Acquired           T3.10.3A3
      Property List, Quantity and
      Value
18    Lessons Learned Input         AMS 3.2.2.3.1.5
19    Acceptance Reports            FAA ORDER
      consisting of Materiel        4650.30 dated
      Requisition/Issue/Receipt     5/4/93
      (FAA Form 4650-12) and
      Inspection Report of
      Material and/or Services
      (FAA Form 256)




Note: the “T” superceding the AMS reference indicates the reference is from the automated FAST “toolbox” and is guidance.
The other “AMS” reference is from AMS policy.
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