Procurement Desktop Defense PD Contract Closeout SPS Spotlight
- Slides: 50
Procurement Desktop Defense (PD²) Contract Closeout SPS Spotlight Series April 2014 INFORMATION DEPLOYED. SOLUTIONS ADVANCED. MISSIONS ACCOMPLISHED.
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. 2 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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 3 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Contract closeout is relatively simple when you know what things you can and cannot do for instance: 4 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout § Things you CAN Closeout: • • • 5 | Contracts with 9 th position “C” Purchase Orders with 9 th position “P or M” Delivery Orders or Task orders written by your office CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout § Things you Do not Closeout: 6 | • Contracts with 9 th position “D” • Solicitations • External Contracts or External Orders of any kind • Agreements of any Kind CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout § PD 2 Advisor Here we will start with a Delivery Order that has a mod written against it. 7 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Select the “Delivery Order” instead of the mod. 8 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout From the Procurement menu, select Post-Award Tracking Source. 9 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The “Create New Delivery/Payment Tracking Source” window appears. Click OK 10 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Here pertinent information concerning payment may be entered. 11 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Double click on the line labeled “Payment. ” 12 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout If not already opened, click on the Payment tab. Enter necessary information and click OK. 13 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout A payment date should now appear. Repeat the previous steps for all necessary line items. When finished, click OK. 14 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout There will now be a tracking source document in your folder. 15 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Highlight your delivery order again. 16 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout From the Procurement menu, select Post-Award Closeout Contract Completion Statement (DD 1594). 17 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The Create New Contract Completion Statement window appears. Notice that the DD 1594 sees your last completed mod. Click OK. 18 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The DD 1594 pulls forward the information that was entered in the Tracking Source document. 19 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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 9 b. Note: This will be per your agency’s procedures. 20 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout On the “Item 10” tab, click the “Add” button to add the contracting officer. Also select the correct radio button in block 10 a. 21 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The search window will appear in either case. Search for the correct contracting office for the person who will sign. 22 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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. 23 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Here I have selected the “incorrect” one. 24 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Notice that the “Sign” button does not activate. 25 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Here I have selected the correct contracting officer and address. 26 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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 10 c. 27 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Now why didn’t the “Sign” button activate when the Contracting Officer’s name was selected the first time? 28 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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. 29 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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. 30 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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 31 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Have your system administrator check your “Proc Profile” to indicate the correct address, and make sure that one is used. 32 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The DD 1594 is now ready to be signed. Click the “Sign” button. 33 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The signature and the date now appear. Save and Close the DD 1594. 34 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The signed DD 1594 will now display in your folder. Highlight the delivery order once again and go to “retention end. ” 35 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout From the Procurement menu, select Post-Award Closeout and then Retention End. 36 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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 37 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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. 38 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Highlight the delivery order once again and follow these steps. 39 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout From the Procurement menu, select Post-Award Closeout Contract Closeout Checklist (DD 1597). 40 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The “Create New Contract Closeout Checklist” window appears. Click OK. 41 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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. 42 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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. 43 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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) 44 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout As before, the signature and the date will now show. Save and close the form. 45 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout The signed DD 1597 will now appear in the folder. 46 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Now highlight the delivery order once again to perform the actual closeout. 47 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout From the Procurement menu, select Post-Award Closeout Award. 48 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Select “Yes or No” to flag the DD 1594 for EDI transmission. Please follow your agency’s procedures. 49 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
Contract Closeout Once your selection is made, the system will stamp the Delivery Order and its Modification with a “Closed Out” stamp. 50 | CACI Information Solutions and Services | April 2014 | CACI Proprietary Information
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