The following contract review checklists have been developed for use as guides by DLA contracting officers and buyers in their individual contract reviews. The checklists may be modified to suit the needs of the contracting activity. Standard DLA-wide forms are not prescribed in order to permit development of local checklists.
(a) Contract review checklist - supplies/services.
CONTRACTOR: ________________________________________________________
CONTRACT NO.: _______________________ DOLLAR VALUE: $______________
BRIEF DESCRIPTION OF SUPPLIES OR SERVICES
QUANTITY UNIT PRICE EXTENSION
$ $
1. Does the Center/Activity have the authority to YES NO N/A
purchase this item? (DFARS 208.70)
TAB NO. 1 PR/MIPR
2. In file? (53.201-92(b)(3)(i))
3. Are amendments approved by appropriate authority
and are they attached? (53.201-92(b)(3)(i))
4. Option quantity included? (FAR 17.202)
TAB NO. 2 SPECIFICATION/DRAWING
5. Is the purchase description prepared in accordance
with FAR 11.000?
TAB NO. 3 ACQUISITION PLAN/AMENDMENTS (FAR/DFARS/DLAD 7.1)
6. Is information sufficient to support proposed
method of acquisition (Sealed Bid - Competitive
Proposals)? (FAR 6.401)
7. Was the acquisition plan approved at a level above
the buyer in accordance with DLAD 7.102(91)?
8. Were market surveys and market research performed
in accordance with DLAD 7.102(90)?
9. Is required delivery schedule realistic?
10. If option proposed, authorized/appropriate?
(FAR 17.202)
11. Does the acquisition plan define S&S requirements (items, quantities, delivery terms), ensure S&S capability is developed, and include S&S testing in accordance with 7.104(b)(91) and 17.9303(c)? Does the acquisition plan provide all the information required in 90.1101(b)(18) regarding S&S?
TAB NO. 4 JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION:
12. Was contracting without providing for full and
open competition justified? (FAR 6.303-1)
TAB NO. 5 DETERMINATION & FINDINGS
13. Was a justification for use of option prepared?
(FAR 17.205(a))
14. If option is not to be evaluated, was a
determination approved at a level above the contracting
officer? (FAR 17.206(b))
15. If for full and open competition after exclusion
of sources, was a D&F prepared? (FAR 6.202(b)(1))
TAB NO. 6 NONPERSONAL SERVICES DETERMINATION
16. If nonpersonal services involved, was determination
issued? (53.201-92(b)(3)(iv))
TAB NO. 7 DOL WAGE DETERMINATION
17. Was a wage determination requested? YES NO N/A
(DLAD 53.201-92 (b)(3)(v))
18. If wage determination obtained, is it current
or does file contain documentation authorizing extension?
TAB NO. 8 SMALL BUSINESS SET-ASIDE DETERMINATION
19. Does information provided support the determination?
(FAR 19.501(c)/DLAD 53.201-92(b)(3)(vi))
20. Is withdrawal/modification of the initial
set-aside determination explained? (FAR 19.506(c))
TAB NO. 9 BUY AMERICAN ACT
21. If applicable, has a nonavailability determination
been prepared and approved pursuant to DFARS 225.102/DLAD
25.102?
TAB NO. 11 SOURCE LIST
22. List includes those initially solicited and those
added as a result of requests, with dates for the latter? (53.201-92(b)(3)(vii))
23. Is the list excessively long? (FAR 14.205-4(a))
24. Is list annotated as to "no bids" received?
(FAR/DLAD 14.205-2)
TAB NO. 12 PRESOLICITATION NOTICE
25. Should preinvitation notice (FAR 14.205-4(c))
or presolicitation notice (FAR 15.201(c)(5)) have been used?
26. Should draft RFP ((FAR?DLAD 15.201(c)(6)) have been used?
TAB NO. 13 SYNOPSIS
27. Copy of transmittal in file?
28. In proper format? (FAR 5.207/DFARS 205.207)
29. No synopsis; justification adequate? (FAR 5.202)
30. Was adequate time allowed? (FAR 5.203)
TAB NO.14 SOLICITATION & AMENDMENTS
31. Was solicitation issued in a timely manner?
32. Do solicitation provisions reflect PR/MIPR
requirements?
33. If oral solicitation, does file contain
justification for its use? (FAR 15.203(f))
34. Bidding time/RFP response time adequate?
(FAR 5.203 and 14.202-1)
35. Format in accordance with FAR 14.201-1(IFB)
or 15.204-1(RFP)?
36. Were amendments sent to all originally solicited?
(FAR 14.208/15.206)
37. Were amendments properly dated? YES NO N/A
(DLAD 53.201-92 (b)(3)(viii)
38. Are solicitation clauses and provisions
current/complete? (FAR 14.201-6/15.209)
39. Does solicitation include evaluation factors?
(15.612-90(a)/15.304)
40. Does the solicitation address S&S requirements, capability, and testing as outlined in the Acquisition Plan (90.501(a)12.)?
TAB NO. 18 ABSTRACT OF OFFERS
41. Abstract of bids/proposals: (FAR 14.403)
(1) Signed and dated?
(2) All bids/offers entered properly?
(3) Exceptions noted? (53.201-92(b)(4)(i))
TAB NO. 19 PACKAGING/TRANSPORTATION/FREIGHT RATE DATA
42. Packaging/transportation/freight rate data obtained
and determined to be adequate? (53.201-92(b)(4)(ii))
TAB NO. 20 COST/PRICING DATA
43. Were cost or pricing data requested in the
solicitation? (FAR 15.403-5)
44. When cost or pricing data are required, has the
contracting officer obtained the Certificate of Current
Cost or Pricing Data? (FAR 15.406-2)
45. If cost or pricing data are not required but the information other than cost or pricing needed to has to help establish price reasonableness or cost realism? (FAR 15.404-3)
46. If cost or pricing data submitted, is it in file?
47. If cost or pricing data were required, has the
contracting officer indicated the extent to which
he/she has relied on the data and recognized as inaccurate,
incomplete or non-current any cost or pricing data
submitted? (FAR 15.406-3(a)(6)
48. If cost or pricing data were or were not requested,
does the file provide the exception used and basis for
it? (FAR 15.406-3(a)(5))
TAB NO. 21 AUDIT REPORT/WAIVER/FIELD PRICING REPORT
49. Was field pricing support obtained (DCAA audit;
DCAA pricing/technical report)? FAR 15.404-2 and DFARS 215.404-2))
50. If so, does the file contain all pricing support information? FAR 15.406-2(b)(2))
51. Was independent price analysis performed by the
cost/price analysis element? (15.404-1(a)(90))
TAB NO. 22 PRICE/COST ANALYSIS
52. If sole bid received, is the file documented to
reflect actions taken and rationale used to determine
the reasonableness of prices? (14.408-2(90))
53. Was weighted guidelines analysis prepared?
(FAR 15.404-4(c)(2)/ DFARS 215.404-71
54. If prior contracts were used in the price analysis, YES NO N/A
were the price reasonableness determinations of those
contracts stated? (FAR/DLAD 15.404-1(b)(2)(ii))
55. Were realistic negotiation objectives established?
(15.406-1)
TAB NO. 23 PRENEGOTIATION BRIEFING MEMO
56. Was prenegotiation briefing presented to appropriate
authority prior to negotiations? (15.406-1(b)(91))
57. Does prenegotiation briefing memorandum clearly
establish basis for negotiating position?
58. Does it include all of the required elements?
(15.406-1(b)(92))
59. Was basis for decision to negotiate, or decision
to accept the initial offer without discussion,
documented? (FAR 15.306(a)(3) and DLAD 15.406-1(b)(92)
60. Is prenegotiation briefing memorandum signed
and dated?
61. Was a comparative schedule (spread sheet) prepared
as required by 15.406-1(b)(92)(4)?
62. If negotiation objectives were changed or exceeded,
was prenegotiation briefing authority notified?
(15.406-1(b)94)
TAB NO. 24 PRICE NEGOTIATION MEMO
63. Were negotiations conducted on an individual cost
element basis?
64. Was option quantity considered in negotiations?
(DLAD 15.403-4(a)(1)(i)(90) and 15.403-4(b)(90)(i))
65. Was rent-free use of Government property considered
in the negotiations?
66. Was authority obtained for rent-free use from
cognizant administrative contracting officer?
67. Was appropriate contract type selected?
68. Was common cutoff date for negotiations established
with all offerors? (FAR 15.307(b))
69. Does price negotiation memorandum (PNM) format conform
with FAR 15.406-3(a)/DFARS 215.406-3(a)/DLAD 15.406-3(a))?
70. Does the PNM clearly and conclusively support price
reasonableness determination? (DLAD 15.406-3(a)(ii))
71. Is statement of same included in the PNM?
72. Is the PNM signed and dated?
73. Does the PNM document any negotiated changes to the S&S provisions (including those related to handling surge investments at the end of the contract), document (where it occurs) inability to obtain S&S capability and alternative plans as required in 17.9304(g)(3), and include a finding that any surge investments proposed are the most cost effective solutions?
TAB NO. 25 CERTIFICATE OF COST OR PRICING DATA YES NO N/A
74. Was certificate of current cost or pricing data
obtained? (FAR 15.406-2)
75. Were option requirements included?
TAB NO. 27 PREAWARD SURVEY/WAIVER
76. Was preaward survey conducted or a document
executed by the contracting officer to not request
PAS? (FAR 9.106 and DLAD 9.106-1)
TAB NO. 28 EEO CLEARANCE
77. If the preaward survey report recommendation is not
followed, has the case been reviewed and concurred in by
the Chief of the Contracting Office? (DLAD 9.105-2(b))
78. If $1 million or more, was the equal employment
opportunity clearance report obtained? (FAR 22.805(a))
TAB NO. 29 BID/OFFER EVALUATION
79. Was evaluation conducted in accordance with
solicitation criteria? (FAR 15.305(a))
80. Was price considered where technical evaluation
is required? (FAR 15.304(c)(i))
TAB NO. 30 CAS COVERAGE
81. Is this a CAS-covered contract? (FAR 30.201-1)
82. If a Disclosure Statement is required, did the
contractor:
(1) Submit same?
(2) Execute a certificate of monetary exemption?
(3) Execute certificate of interim exemption?
(4) Execute a certificate of previously submitted
disclosure statement?
TAB NO. 34 UNSUCCESSFUL BIDS/PROPOSALS
83. Nonresponsive determinations reviewed and
concurred? (FAR 9.105-2)
84. Nonresponsibility determination in file?
(FAR 9.105-2(a))
85. Unsuccessful bids/proposals included in the file?
86. Were unsuccessful bidders/offerors notified
promptly? (DLAD 14.409-1(b)/FAR 15.503)
87. If small business determined to be nonresponsible,
was a certificate of competency obtained? If not,
why not? (FAR 19.6)
TAB NO. 35 MISTAKE IN BID/PROPOSAL
88. Does the file contain the administrative
determination required by FAR 14.407-3(e)/DFARS 214.407-3(e)?
89. Concurrence by counsel obtained? (FAR 14.407-3(f))
TAB NO. 36 DETERMINATION OF LATE BID/PROPOSAL YES NO N/A
90. Disposition of late bids/proposals adequately
documented? (FAR 14.304-3 and FAR 15.208)
TAB NO. 37 CONTRACT ANNOUNCEMENT
91. Was the $5 million Contract Announcement forwarded?
(FAR 5.303 /DFARS 205.303/DLAD 5.303)
TAB NO. 38 INDIVIDUAL CONTRACT ACTION REPORT
92. Is DD Form 350, Individual Contracting Action
Report, in the file? (DFARS 204.670-3)
TAB NO. 39 LOCAL CONTRACT REVIEW COMMENTS
93. Have all local CRO comments been addressed prior
to forwarding for HQ DLA review? (DLAD 1.690-7(b))
SECTION C - OTHER SUPPORT DATA
94. Was a subcontracting plan for Small and Small
Disadvantaged Business concerns obtained and approved,
if required? (FAR 19.702)
95. If a plan was not obtained, was a determination
made that subcontracting possibilities do not exist?
(FAR 19.705-2(c))
96. If royalty payments involved, did General Counsel,
HQ DLA concur? (FAR 27.204-1(b)/DLAD 27.000-90)
97. Should this item be referred to the Competition
Advocate?
98. Is the contractor on the "Parties Excluded from
Procurement Programs?" (FAR 9.405(b))
99. If a warranty provision contemplated, were the
criteria of FAR 46.7 considered?
100. If provision for progress payments contemplated,
is it appropriate? (FAR 32.501)
101. Were negotiations conducted with all responsible
offerors within a competitive range? (FAR 15.306(d))
102. Were offerors notified of any changes in the
Government's requirements? (FAR 15.206)
103. Were acknowledgments of changed requirements
confirmed in writing by offerors? (FAR 14.303 and 15.411)
104. Were proposals marked with the date and time of
receipt? (FAR 15.207(a))
105. Were requirements revalidated per DLAD 1.693?
106. Were the documentations required in DLAD 17.9307 included in the contract file?
TAB NO. 43 AWARD/CONTRACT AND CORRESPONDENCE
107. If the contract authorizes use of Government supply sources, are mechanisms in place to monitor appropriate usage? (DLAD 51.102(f)(1))
108. Was proper award document utilized (SF 26 - SF 33 - SF 1449)? (FAR 15.414)
109. Does contract agree in all respects with contractor's bid/proposal?
109. If single signature document, does it reflect contractor's letter/message amendments? YES NO N/A
110. Is arithmetic correct? (Extensions and totals)
111. Is contract being awarded within bid/proposal acceptance period? (FAR 14.408-1(a)/52.215-16(e))
112. Does the contract file contain the approvals required in 17.9304(b)(7)(vi)(A) and 52. 217-9006 for any exceptions taken?
113. Adequately funded? (FAR 32.702)
REMARKS:____________________________________________________________
______________________________________________________________________
(b) Contract review checklist - construction.
CONTRACTOR________________________ DOLLAR VALUE$__________________
CONTRACT NUMBER___________________ PROJECT_______________________
LOCATION___________________________
1. Does the contract meet the criteria for a construction YES NO N/A contract? (FAR 36.102)
2. Have funds been approved under provisions of the
annual Military Construction Appropriation Act? Is
any other funding source appropriate?
3. Were sealed bidding procedures used? (FAR 36.103(a))
4. Were specifications prepared in accordance with FAR
Part 11? (FAR 36.202)
5. Was an Independent Government Estimate prepared?
a. Was it prepared in as much detail as though the
Government were competing for award? (FAR 36.203(a))
b. Was it marked FOUO prior to bid opening and was
it filed with the other bids? Was the FOUO designation
removed after bid opening? (DFARS 236.203(c))
c. Was the Government estimate recorded on the
Abstract of Bids?
6. Did the advance notice and/or solicitation indicate
the estimated price range of the procurement? (FAR 36.204)
7. Was a liquidated damages clause included in the
contract? (DFARS 236.206)
8. Is a firm fixed-price contract anticipated?
(FAR 36.207)
9. Were appropriate arrangements made for prospective
offerors to inspect the work site and to have the
opportunity to examine data? Was a record kept of the
identities and affiliations of those who inspected the
work site? Did the solicitation contain a site
inspection provision?
10. Was a presolicitation notice issued? (FAR 36.302)
11. Was the presolicitation notice synopsized? (FAR 5.204)
12. Was a wage determination issued? Did the
specifications include same? (FAR 36.303(c)(1))
13. Was SF 308, Request for Determination and Response YES NO N/A
to Request, used to request an installation or individual
wage determination?
14. Are modifications to the DOL determination
time-date stamped?
15. If an amendment to the wage rate was issued,
were procedures for amending the solicitation followed?
16. Was adequate time allowed between issuing and
opening the solicitation? (FAR 36.303(a))
17. Did the solicitation contain all the information
required by FAR 36.303(c)(1) through (10)?
(a) wage determination
(b) clause at FAR 52.236-1, Performance of Work by
the Contractor
(c) magnitude of the construction
(d) period of performance
(e) site inspection arrangements
(f) information concerning facilities
(g) information concerning prebid conference
(h) special qualification or experience
(i) reporting requirements
18. Were the clauses prescribed by FAR 36.501 through
36.521, and DFARS 236.570 included, as appropriate?
19. Did the solicitation specify the requirement for
bonds, the penal sum for each bond, and the deadlines
for submitting acceptable bonds? (FAR 28.102-2 and 28.102-3)
20. Was an adequate bid bond submitted with the bid?
21. Are the bid bonds signed by an agent of an approved
corporate surety listed in the Treasury circular?
22. Was the original of the bonds submitted with the bid?
23. Are the penal amounts of performance and payment
bonds correct? (FAR 28.102-2(a)(1) and (b)(1))
24. Were bid bonds and performance and payment bonds
considered in the determination of responsibility?
25. Were performance evaluation reports used in making
the determination of responsibility? (DFARS 236.201(c)(2))
26. If prequalification was used, was the approval of
the HCA obtained? (DFARS 236.272)
27. If more than one item is subject to statutory
cost limitation, is a separate schedule provided.
Is the bid unbalanced? (FAR 36.205)
28. Does the notice of award include the information
prescribed by FAR 36.304? YES NO N/A
a. Identify the invitation for bids.
b. Identify the contractor's bid.
c. State the award price.
d. Advise contractor that required payment and
performance bonds must be promptly executed and returned
to the contracting office.
e. Specify the date of commencement of work,
or advise that a notice to proceed will be issued.
29. Are the prescribed forms for construction
contracts used? (FAR 53.236-1) (See also FAR 53.301-24,
53.301-25, and 53.301-25-A)
a. SF 1417, Pre-Solicitation Notice (Construction
Contract)
b. SF 1442, Solicitation, Offer and Award
(Construction, Alteration, or Repair)
30. If period of performance is more than one month,
are progress payments authorized?
31. Was the clause at DFARS 252.232-5 included for
progress payments? (FAR 32.111(a)(5))
32. Is a construction warranty clause approved for
usage? (FAR 46.710(e)(1))
33. Does the small or small disadvantaged business
concern meet the size standards of FAR 19.102?
34. Is the required insurance clause in the
contract? (FAR 28.3, 52.228-5)
35. Are specific affirmative action goals for the
geographical area established? If not known, have
instructions been requested from DIRECTOR, ACQUISITION MANAGEMENT (J-7)/DCMA-O? (FAR 22.804)
36. Has all Government-furnished property been
described in detail in the schedule?
37. Has the solicitation been totally set-aside for
small business and appropriate clauses included for
procurements estimated below $2 million?
(DFARS 219.502-2)
38. Have the potential offerors been allowed enough
time to submit bids? (i.e., 30 days minimum, or a
justification to reduce the bidding time made by the
contracting officer) (FAR 14.202-1)
39. If funds are contingent upon the availability of
another fiscal year funding, does the solicitation
contain the proper clauses pertaining to the Funds
Availability? (FAR 32.705-1(a))
40. Has a qualified COR/COTR been assigned?
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