Contract Deliverables and Reporting Requirements

Purpose

To specify deliverables and reports, such as data, products, software, technical and financial progress reports, or final reports, that contractors deliver in accordance with the terms and conditions of NIAID contracts.

Procedure

Deliverables and reporting requirements are tailored to each acquisition. Examples of reports and other deliverables are below.

• Technical progress reports -- technical monitoring tools that provide summaries of technical information and progress on a contract.
• Invention reports -- disclosure of inventions conceived or first reduced to practice through work under a contract.
• Financial status reports -- business monitoring tools that provide financial status of a contract; necessary for monitoring, avoiding, or anticipating cost overruns and enabling project officers to match costs incurred with technical progress.
• Data -- deliverables identified in a contract that can include data files, computer programs, source codes, and any written documentation.
• Summary of salient results -- summary of results achieved during performance of a contract.
• Final report -- includes specific work performed and results obtained for an entire contract period.
• Special reports -- reports or analyses as required by a statement of work or a project officer. These may include tables, text, graphs, and diagrams presented at meetings or professional conferences, and other special reports concerning study findings.
• Study status reports -- site-specific performance reports including accrual and retention of study participants, timeliness of data submission, and adherence to protocol specifications.
• SOPs -- standard operating procedures for actions relevant to contract performance, quality assurance, and quality control plans.
• Training resources -- training materials used, developed, or maintained under a contract.
• Specimens -- generally referring to biological samples collected or analyzed under a contract.

Contractor

• Submit all deliverables as stated in the contract.

Project Officers

• Develop a list and schedule of deliverables and reports that are part of the acquisition plan which will be incorporated into a solicitation and resulting contract. In this listing, identify where deliverables and reports will be sent. Only deliverables sent to the Office of Acquisitions will be maintained in an official contract file. Only items on the list will be turned over to the government.
• Document review of technical progress on project officer's evaluation of progress report forms. Communicate evaluations to contractors.
• Prepare interim NIH Contractor Performance Reports at least every two years and final NIH Contractor Performance Reports within 120 days after a contract expires utilizing the electronic NIH Contractor Performance System (CPS) under the guidance of a contract specialist.

Contracting Specialists

• Incorporate the list and schedule of deliverables and reports from an acquisition plan into a solicitation and resulting contract.
• Ensure that reporting requirements, delivery schedules, and criteria for acceptance meet requirements of the work statement and are also realistic and clearly identified in contracts.
• Monitor timely delivery of required reports. Remedies for non-performance include withholding payment, providing a deficient past performance evaluation, and terminating for default.
• After receiving technical progress reports or final reports, send project officers a project officer's evaluation of progress report form to complete and return.
• Work with project officer to ensure interim contractor performance reports are completed at least every two years.
• Work with project officer to ensure final contractor performance reports are completed within 120 days after a contract expires; this satisfies the HHSAR 342.7002(c)(2)(iv) final assessment reporting requirement.
• Ensure all forms and reports sent to a contract specialist are kept in an official contract file in the Office of Acquisitions.

Contacts

See the Office of Acquisitions staff listing for the appropriate contract specialist.

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Links

FAR Part 11.4, Delivery or Performance Schedules

HHSAR 307.7105, Format and Content (of RFCs)

HHSAR 307.7106, Statement of Work

HHSAR 342.7002, Contract Monitoring Responsibilities

NIH Policy Manual 6015-2, Past Performance Information

Request for Proposals SOP

Contract Termination SOP