Post on 08-Jul-2020
transcript
1
Closeout of Contract Files
FAR 4.804
2
Closeout of Contract Files
FAR 4.804
4.804-1(a)(1): SAP – ALREADY CLOSED!
3
Closeout of Contract Files
FAR 4.804
4.804-1(a)(1): SAP – ALREADY CLOSED!
4.804-1(b): Not SAP, or need to Deobligate, use 4.804-5.
4
Closeout of Contract Files
FAR 4.804
4.804-1(a)(1): SAP – ALREADY CLOSED!
4.804-1(b): Not SAP, or need to Deobligate, use 4.804-5.
“However, these closeout actions may be modified to reflect the extent of
administration that has been performed.”
5
Closeout of Contract Files
FAR 4.804
4.804-1(a)(1): SAP – ALREADY CLOSED!
4.804-1(b): Not SAP, or need to Deobligate, use 4.804-5.
“However, these closeout actions may be modified to reflect the extent of
administration that has been performed.”
4.804-5: Closeout Procedures; Contract Administration.
ACQ initiates…… sorry, but that’s what the FAR says.
6
Closeout of Contract Files
FAR 4.804
4.804-1(a)(1): SAP – ALREADY CLOSED!
4.804-1(b): Not SAP, or need to Deobligate, use 4.804-5.
“However, these closeout actions may be modified to reflect the extent of
administration that has been performed.”
4.804-5: Closeout Procedures; Contract Administration.
ACQ initiates…… sorry, but that’s what the FAR says.
4.804-5(a)(15): Required to Deobligate Funds.
7
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Completion Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
Sign
Execute Mod 8
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Appoint one because your CO’s are too
busy!!!
9
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Create Deobligation
Report (Finance)
10
Create Deobligation Report
(Finance)
Deobligation Coordinator works with your
Finance Department
All contracts, 24+ months no activity
Data Fields:
– Contract Number
– Accounting Line
– Amount Remaining, if available
11
Deobligation Report
example
12
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Create Deobligation
Report (Finance)
Verify Report Content
13
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
14
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
15
COR Verification Form
16
COR Verification Form
Deobligation
Coordinator
17
COR Verification Form
COR
18
Bi-Annual Open Obligation Review Form
19
Bi-Annual Open Obligation Review Form
Deobligation
Coordinator
20
Bi-Annual Open Obligation Review Form
COR
21
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Review & Complete Forms
22
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Review & Complete Forms
23
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form Create Financial Report:
Deobligation Amt for each Line of Acct
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Review & Complete Forms
24
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Review & Complete Forms
25
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Review & Complete Forms
26
Contract Closeout Letter to Contractor
Page 1 Page 2
27
Contract Closeout Letter to Contractor
Page 1 Page 2
3 Business
Days
28
Contract Closeout Letter to Contractor
Page 1 Page 2
3 Business
Days Amount Paid
29
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
30
Contract Closeout Letter to Contractor
Page 1 Page 2
Contractor completes and
returns this form
31
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Completion Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
32
Contract Completion Statement
FAR 4.804-5(b), “must”
33
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
34
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
35
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
36
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
37
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
5. Contractor Name & Address
38
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
5. Contractor Name & Address
6. Dollar Amount of Excess Funds
39
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
5. Contractor Name & Address
6. Dollar Amount of Excess Funds
7. Invoice # and Date
40
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
5. Contractor Name & Address
6. Dollar Amount of Excess Funds
7. Invoice # and Date
8. Statement that all contract admin actions have been completed
41
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
5. Contractor Name & Address
6. Dollar Amount of Excess Funds
7. Invoice # and Date
8. Statement that all contract admin actions have been completed
9. Name & Signature of Contracting Officer
42
Contract Completion Statement
FAR 4.804-5(b), “must” 1. Contract Office Name & Address
2. Contract #
3. Last Modification #
4. Last Call/Order #
5. Contractor Name & Address
6. Dollar Amount of Excess Funds
7. Invoice # and Date
8. Statement that all contract admin actions have been completed
9. Name & Signature of Contracting Officer
10. Date
43
Completion Statement
44
Completion Statement
45
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Closeout Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
46
Closeout Modification
SF-30, Block 14:
47
Closeout Modification
SF-30, Block 14: The purpose of this modification is to deobligate excess funds and
close the contract.
48
Closeout Modification
SF-30, Block 14: The purpose of this modification is to deobligate excess funds and
close the contract.
The Government has accepted, the contractor has invoiced, and the
contractor has been paid for all work accomplished under this contract.
49
Closeout Modification
SF-30, Block 14: The purpose of this modification is to deobligate excess funds and
close the contract.
The Government has accepted, the contractor has invoiced, and the
contractor has been paid for all work accomplished under this contract.
The cumulative obligated amount is hereby reduced by $35,283.36
from $73,202.00 to $37,918.64.
50
Closeout Modification
SF-30, Block 14: The purpose of this modification is to deobligate excess funds and
close the contract.
The Government has accepted, the contractor has invoiced, and the
contractor has been paid for all work accomplished under this contract.
The cumulative obligated amount is hereby reduced by $35,283.36
from $73,202.00 to $37,918.64.
The period of performance of this contract was from August 30, 2010,
through August 29, 2011.
51
Closeout Modification
SF-30, Block 14: The purpose of this modification is to deobligate excess funds and
close the contract.
The Government has accepted, the contractor has invoiced, and the
contractor has been paid for all work accomplished under this contract.
The cumulative obligated amount is hereby reduced by $35,283.36
from $73,202.00 to $37,918.64.
The period of performance of this contract was from August 30, 2010,
through August 29, 2011.
Optional: Include a chart showing CLIN and/or Line of Accounting.
52
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Closeout Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
Sign
53
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Closeout Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
Sign
Execute Mod 54
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Closeout Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
Sign
Execute Mod 55
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Closeout Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
Sign
Execute Mod 56
Sign Unilaterally
SF-30
Block 13D – OTHER”: FAR 4.804
– SAP then already closed, including 13.5
– If they already signed the letter, commercial
57
Tracking & Reporting
Deobligation Exercise Summary
Friday, March 15, 2013
WEEK ENDING MARCH 15 Amount Actions Progress from Previous Week
TOTAL Deobligated $1,054,941.27 10 $63,772.13 2 Actions
TOTAL Pending Deobligation $1,821,310.09 17
WEEK ENDING MARCH 8 Amount Actions
Total Deobligated $991,169.14 8
Total Pending Deobligation $1,885,082.22 19
58
Deobligation & Closeout Process
De-Ob Coordinator COR CO/CS Vendor
Prepare COR Verification Form & Bi-Annual Open Obligation
Review Form
Write Contract Closeout Letter to Vendor
Write Contract Closeout Statement
Create Financial Report:
Deobligation Amt for each Line of Acct
Create Financial Report: Invoice
List
Create Deobligation
Report (Finance)
Write Closeout Mod
Verify Report Content
Verify COR
Compile: 1. COR Verification Form 2. Bi-Annual Open Obilgation Review Form 3. Deobligation Report
Sign
Review & Complete Forms
Sign
Execute Mod 59
60