Perform the following contract closeout tasks for all closeouts regardless of the type of contract award or the obligated value of the contract. The candidate may recommend modifications to these procedures; however, any modifications to the baseline procedures/tasks require the COR’s written approval of prior to implementation.

·        Locate the contract file.

·        Submit an electronic request to the AMS Help Desk to obtain full access rights to the contract file in AMS.

·        Conduct a review of the AMS contract file to determine if there are any discrepancies in the base award,

·        modification, and/or funding obligations.

The candidate must resolve any discrepancies with the administrative contracting officer.

·        Conduct a review of the AMS contract file to verify that the period of performance expired more than a year earlier.

·        Request a copy of the contract financial report from the COR. Note: Read only access to DOL financial systems may be granted by the appropriate agency when requested.

·        Review the financial report to determine if there are any excess funds remaining on the contract that may be de-obligated.

·        Confirm with the COR that the contractor completed the required deliveries, and the government has accepted the services.

·        Provide the contractor’s statement of final indirect cost rates (cost reimbursement contracts only) and the calculations based on these adjustments to the COR. Request and obtain (from the COR) a completed COR Completion Checklist.

·        Request and obtain an executed Contractor’s Statement of Release (from the contractor) verifying that the contractor has submitted a final invoice, received final payment, and released the Government from all further liabilities, obligations, claims, and demands under or arising from the contract.

·        Upload copies of all completed closeout documentation, including the COR checklist, Contractor’s Statement of Release, final financial report, and other associated correspondence, into the corresponding AMS contract file.

·        Prepare and complete the AMS Closeout module, verifying the status of the contract is shown as “CLOSED” in AMS.

Contract Funding Obligations/Expenditures/Refunds and Final Payment.

Reconcile contract funding obligations and expenditures with the final voucher amount and determine the amount due to the Government or owed to the vendor, if any. The candidate must coordinate with the vendor, the DOL finance office, the DOL program office and COR, DOL auditors, and OSPE program office staff as needed. If required, the candidate must coordinate with the closeout contract’s COR or program office, to obtain additional funds for contract closeout, for example to make payment on an outstanding invoice or settle an outstanding claim. The candidate must coordinate with the program office to transmit to the appropriate finance office any refunds checks received from the candidate to ensure proper posting in the DOL financial management system. The candidate must verify that the contract closeout file includes documentation confirming final payment; that any overpayment has been recovered; and that any remaining unliquidated balance of funds has been de-obligated in accordance with the DOLAR, and JCAS policies and procedures.

Final Closeout Contract Modification in acquisition system

The candidate must review the contract funds status and notify the program office’s finance office of any excess funds that require deobligation.

 

The program office’s finance office is responsible for preparing and transmitting within the acquisition system a Procurement Requisition (PR) to initiate the creation of the final closeout contract modification. The contractor upon receipt of the PR shall prepare the closeout contract modification for the contracting officer’s signature using the acquisition system. The candidate must:

·        Ensure the original, fully executed closeout modification is placed in the contract file.

·        Scan and upload an executed copy of the closeout modification into the acquisition system.

·        As applicable depending on the dollar value threshold and contract type complete the Federal Procurement Data System module within acquisition system.

·        Ensure the acquisition system Closeout Report is completed and released.

·        Ensure that the closed contract is reflected as ‘closed’ in the acquisition system; and

·        Distribute an electronic copy of the executed modification to the appropriate DOL financial office for posting. The government COR will provide the contractor with a list of the financial office’s points of contacts.

Closeout Procedures/Tasks

Completing the Contracting Officer’s Representative (COR) Checklist.

The candidate must prepare and transmit the COR checklist to the COR for completion. If the COR cannot be located, the vendor shall then coordinate with the applicable program office’s division director or other designated program official. The vendor shall verify government acceptance of the contract goods or services by confirming the presence of signed written documentation within the contract file. Government acceptance of contract goods or services may include, but is not limited to, the following types of written documentations:

·        Approved shipping receipts

·        Signed receiving reports

·        Approved ‘final’ invoices

·        Correspondence (either memoranda or e-mail) confirming receipt and acceptance from the CO/COR or other designated program official

Completing Contractor’s Release of Claims

·        The candidate must prepare and transmit to the contract vendor the DOL Contractor’s Release of Claims Form for completion.

·        The candidate must verify from the vendor that all required goods and services were delivered, completed, and accepted by the Government.

·        The candidate must further obtain written verification that the vendor has completed invoicing, that all invoices were paid, and there are no outstanding invoices, refunds, payments or claims against the Government under the contract.

·        The candidate must coordinate with the vendor’s representative, the program office finance office, and the program office COR as necessary to resolve any outstanding billing, refunds, duplicate invoice payment, invoice posting or claims issues. If the vendor cannot be located or is not responsive to repeated and documented contact efforts, the candidate must then verify the vendor received final payment and there are no outstanding invoices through other written documentation.

Evidence of vendor payment may include, but is not limited to the following type of written documentation:

·        Approved shipping receipts

·        Signed receiving reports

·        Approved ‘final’ invoices

·        Correspondence (either memoranda or e-mail) from the vendor confirming receipt and payment of all outstanding invoices

·        Correspondence (either memoranda or e-mail from the vendor concurring to closeout the contract, and the amount of any unexpended funds balance

Government Furnished Property (GFP) Disposition.

The candidate must verify any GFP has been returned in accordance with the contract. The candidate must ensure that disposition instructions for government property are obtained from the COR, if required, and provided to the vendor of the contract being closed.

The candidate must confirm the presence of signed memoranda, email correspondence, or similar correspondence from the cognizant DOL Property Administrator, COR, or Contracting Officer certifying that the GFP has been properly disposed.

 

File Room Management:

The candidate must be responsible for working with the federal file room manager to ensure that the file room is managed in an effective and efficient manner.

The candidate must be responsible for managing approximately 300-400 active contract files on a continuous basis.

Education

Must  have high level of government contracting knowledge and skills: eight (8) years of relevant experience in federal contracting, a Bachelor’s Degree and 24 semester hours in business related coursework, from an accredited college or university; experience utilizing government contract writing and contract writing systems; independent ability to research and analyze contract and financial data; and excellent writing skills and be able to communicate effectively both orally and in writing to interface with service providers, program offices, government contracting officers, and contracting officers representatives. The candidate shall be proficient in Microsoft Word and Excel. The candidate shall also be intimately knowledgeable of the Federal Acquisition Regulation (FAR). Federal Acquisition Certification in Contracting (FAC-C) Level III or Defense Acquisition Workforce Improvement Act (DAWIA) is desired but not required.