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