Unit 10 “Closing Out a Task Order”

1. Unit 10“Closing Out a Task Order” NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

2. Unit 10 - “Closing Out a Task Order” Overview Upon the expiration of your Task Order, CPOD* hopes to close it out in a timely fashion. Close out of the Task Order will require the following items: • TOM’s Certification that the Task Order is complete • A Past Performance Evaluation in the NIH Contractor Performance System (as applicable). • Deobligation of excess funds. * Cincinnati Procurement Operations Division of EPA’s Office of Acquisition Management (OAM) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

3. Unit 10 - “Closing Out a Task Order” Certification of Completed Task Order • OAM’s Close-Out procedures require that the Contracting Officer’s Representative (in this case the TOM) certify that the Task Order’s work is complete. • This will take the form of a memo (shown on the right) from CPOD to the TOM.* • The TOM needs to sign & date the certification (provided that there is no reason not to Close-Out the Task Order). * This memo is typically sent within two months of the expiration of the Task Order, however it may be delayed due to a high-volume of work at CPOD. NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

4. Unit 10 - “Closing Out a Task Order” • Federal Acquisition Regulations require that a Past Performance Evaluation be performed for Contracts valued at more than $100,000. (FAR 42.1502 and EPAAR 1509.170-3). • These will be performed at the Task Order level to ensure compliance not only with these regulatory sections, but also in the spirit of the Performance-Based nature of the Task Order requirements. NIH Evaluation (1) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

5. Unit 10 - “Closing Out a Task Order” • In accordance with these procedures, if the Task Order is funded at more than $100,000, the Contracting Officer will enter the Task Order into the National Institute of Health (NIH) Past Performance Database known as CPS (Contractor Performance System). • The TOM will be then be notified (via email) by NIH that the TOM needs to complete an evaluation. This email will contain a Login ID and a temporary password for the TOM to gain access to the NIH CPS. NIH Evaluation (2) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

6. Unit 10 - “Closing Out a Task Order” • Once the TOM completes the evaluation, the CPS system will send an e-mail to the Contracting Officer. The CO will review the evaluation and add information concerning the Contractor’s efforts to meet its subcontracting goals. The Contracting Officer will then forward the evaluation to the Contractor. NIH Evaluation (3) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

7. Unit 10 - “Closing Out a Task Order” • Following receipt of the evaluation, the Contractor has thirty (30) days to contest any ratings. If a rating is contested, the Contracting Officer will consider the Contractor’s perspective and request the TOM to reevaluate the rating. • At this point, regardless of whether the rating is modified, a justification of the TOM’s rating will be requested. • The Contracting Officer will document a recommendation to the ultimate Determining Official, (one level above the Contracting Officer). NIH Evaluation (4) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

8. Unit 10 - “Closing Out a Task Order” Keep in mind: • NIH Evaluations are VERY IMPORTANT. When the Contractor submits a proposal in the future for any new federal contract, these evaluations will represent their past performance. The TOM’s comments can potentially determine whether the Contractor gets a favorable or unfavorable rating with regard to new federal procurements.* NIH Evaluation (5) * Generally, Past Performance evaluations consists of at least 25% of the technical points available. NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

9. Unit 10 - “Closing Out a Task Order” • Once the TOM has certified that the Task Order is complete and has completed a Past Performance evaluation, the Contracting Officer will work with the Contractor to determine whether any funds need to remain on the Task Order *. Deobligation of Excess Funds (1) * This is not applicable to a Firm Fixed Price Task Order. NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

10. Unit 10 - “Closing Out a Task Order” • Time and Materials Task Orders may have remaining trailing costs that need to be paid. • Cost Reimbursable Task Orders may need to wait until Final Indirect Rates have been established for the periods of the Task Order. This can sometimes result in an extended delay. CPOD will try to use quick closeout procedures where feasible to reduce delays. Deobligation of Excess Funds (2) Funds may still be required on Task Orders for the following reasons: NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

11. Unit 10 - “Closing Out a Task Order” • If the funds to be deobligated from the Task Order are still available for reobligation purposes, the Contracting Officer will generally provide notification to the TOM of the deobligation so that the TOM may coordinate with the appropriate Funds Certifying Officer to recapture the funds. • If the remaining funds are expired and not available for reobligation, the CO will generally move forward with the deobligation without notifying the affected TOM. Deobligation of Excess Funds (3) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10

12. Unit 10 - “Closing Out a Task Order” If you have a question about the information in this unit please click on the link below to send an email to the Project Officer. Zabawa.Christopher@epamail.epa.gov NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 10