Procurement Desktop Defense (PD²) Contract Closeout SPS Spotlight Series April 2014

NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November 2015.  Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at sps.helpdesk@caci.com. This presentation is intended to show you the correct way to closeout a Contract, Purchase Order or Delivery Order. PLEASE NOTE: This is not intended to supersede any agency requirements or procedures.

Contract Closeout FAR 4.804 is the prescription for Contract Closeout FAR 4.804-5: Procedures for closing out contract files The Contract Administration Office Automated or Manual FAR 4.805 Is the Prescription for the Storage, Handling, and Disposal of Contract Files

Contract Closeout Contract closeout is relatively simple when you know what things you can and cannot do for instance:

Contract Closeout Things you CAN Closeout: Contracts with 9th position “C” Purchase Orders with 9th position “P or M” Delivery Orders or Task orders written by your office

Contract Closeout Things you Do not Closeout: Contracts with 9th position “D” Solicitations External Contracts or External Orders of any kind Agreements of any Kind

Contract Closeout PD2 Advisor Here we will start with a Delivery Order that has a mod written against it.

Contract Closeout Select the “Delivery Order” instead of the mod.

From the Procurement menu, select Post-AwardTracking Source. Contract Closeout From the Procurement menu, select Post-AwardTracking Source.

Contract Closeout The “Create New Delivery/Payment Tracking Source” window appears. Click OK

Contract Closeout Here pertinent information concerning payment may be entered.

Contract Closeout Double click on the line labeled “Payment.”

Contract Closeout If not already opened, click on the Payment tab. Enter necessary information and click OK.

Contract Closeout A payment date should now appear. Repeat the previous steps for all necessary line items. When finished, click OK.

Contract Closeout There will now be a tracking source document in your folder.

Contract Closeout Highlight your delivery order again.

Contract Closeout From the Procurement menu, select Post-AwardCloseout  Contract Completion Statement (DD 1594).

Contract Closeout The Create New Contract Completion Statement window appears. Notice that the DD 1594 sees your last completed mod. Click OK.

Contract Closeout The DD 1594 pulls forward the information that was entered in the Tracking Source document.

Contract Closeout Determine if one or two people will sign the document. If two, on the “Items 8-9” tab, click the “Add” button to populate block 9b. Note: This will be per your agency’s procedures.

Contract Closeout On the “Item 10” tab, click the “Add” button to add the contracting officer. Also select the correct radio button in block 10a.

Contract Closeout The search window will appear in either case. Search for the correct contracting office for the person who will sign.

Contract Closeout In the results above, note there are two similar names. The system will allow you to select either. Only the one from your Procurement Profile in System Administration will allow a signature.

Contract Closeout Here I have selected the “incorrect” one.

Contract Closeout Notice that the “Sign” button does not activate.

Here I have selected the correct contracting officer and address. Contract Closeout Here I have selected the correct contracting officer and address.

Contract Closeout Now notice that the “Sign” button does activate. Note: The “Sign” button will only activate if you are the actual person in block 10c.

Contract Closeout Now why didn’t the “Sign” button activate when the Contracting Officer’s name was selected the first time?

Contract Closeout Sometimes, even though all of the procedures have been done correctly, the “Sign” button on the DD 1594 will still not activate. The next few slides will detail some of the reasons this might occur.

Contract Closeout It is possible to have a person’s name entered more than once for a particular address. Only the one associated with the proper Procurement Profile in System Administration will allow a signature.

Contract Closeout It is also possible to have more than one address for a particular UIC in Organization Maintenance. Even if your name is listed as a contact, if the one selected is not associated to your Procurement Profile, you cannot sign the DD 1594

Contract Closeout Have your system administrator check your “Proc Profile” to indicate the correct address, and make sure that one is used.

The DD 1594 is now ready to be signed. Click the “Sign” button. Contract Closeout The DD 1594 is now ready to be signed. Click the “Sign” button.

The signature and the date now appear. Save and Close the DD 1594. Contract Closeout The signature and the date now appear. Save and Close the DD 1594.

Contract Closeout The signed DD 1594 will now display in your folder. Highlight the delivery order once again and go to “retention end.”

Contract Closeout From the Procurement menu, select Post-AwardCloseout and then Retention End.

Contract Closeout Since info was entered on the tracking source, and that info pulled into the DD 1594, the retention date will calculate automatically. Note: If a tracking source document is not done, the Retention Date will have to be calculated and entered manually. Click OK

Contract Closeout At this point, a determination needs to be made as to the need for a DD 1597, Contract Closeout Checklist. Typically this form is not used for purchase orders or delivery orders that are Fixed Price supply or services. Please follow your agency’s procedures for determining if this form is necessary for your particular Contract Closeout. If a DD 1597 is necessary, here are the procedures for its creation.

Highlight the delivery order once again and follow these steps. Contract Closeout Highlight the delivery order once again and follow these steps.

Contract Closeout From the Procurement menu, select Post-Award  Closeout Contract Closeout Checklist (DD 1597).

The “Create New Contract Closeout Checklist” window appears. Click OK.

Contract Closeout The Contract Closeout Checklist opens to the first tab. Enter “Date of Physical Completion” in block 4. Enter information for each “Action Item” or un-check the item.

Contract Closeout Continue through each tab making entries as necessary or un-checking the Action Item. Notice that the Final Paid Voucher and Issuance of Contract Completion Statement dates pre-fill.

Contract Closeout Add the name of the person who will sign the DD 1597 as you did on the DD 1594. (See slide 21 to 27)

Contract Closeout As before, the signature and the date will now show. Save and close the form.

The signed DD 1597 will now appear in the folder. Contract Closeout The signed DD 1597 will now appear in the folder.

Contract Closeout Now highlight the delivery order once again to perform the actual closeout.

Contract Closeout From the Procurement menu, select Post-Award  Closeout Closeout Award.

Contract Closeout Select “Yes or No” to flag the DD 1594 for EDI transmission. Please follow your agency’s procedures.

Contract Closeout Once your selection is made, the system will stamp the Delivery Order and its Modification with a “Closed Out” stamp.