Site Visits, Contractor SOP

This SOP has internal roles only.

Purpose

To enable NIAID to evaluate an organization that NIAID is anticipating or already awarding a contract.

Procedure

To conduct site visits, NIAID staff travel to contractor sites. In a reverse site visit, contractors come to NIAID.

NIAID can use site visits 1) before awarding a contract to verify suitability for funding or to clarify details in a proposal or 2) during an award to monitor performance or resolve problems.

Project Officers

• Decide the need for a site visit.
• Before planning a site visit, communicate with contracting officers. Decide with them whether staff will visit an organization or a reverse site visit will be sufficient.
• Identify a site visit team, which normally includes program staff, contracting officers, and possibly other staff whose expertise would be beneficial.
• Make arrangements with contractors, working with contracts staff.
• Write a letter confirming a site visit, including a list of participants and an agenda, and send it to the contractor.
• At contractor site visits, check performance and progress against scheduled and reported performance, determine if facilities and working conditions are adequate, verify that the number of employees charged to a cost-reimbursement contract are actually performing work, address problems, and address other agenda items.
• Within 30 calendar days, prepare a site visit report summarizing major agenda items, documenting action items, and addressing a contract's status relative to its planned schedule. Submit copies to contracting officers for the official file kept in DEA.
• Are not authorized to change terms or conditions of contracts.

Contracting Officers

• Together with project officers, identify a need and make arrangements for site visits, determine site visit teams, and provide input into agendas.
• During site visits, ensure all business items in your agenda are addressed.
• After site visits, review and contribute to the site visit report. For financial evaluations, prepare a report of findings.
• Ensure receipt of final site visit reports from project officers and file them in official grant or contract files.

Contacts

See the OA staff listing.

If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with this link and your message. Thanks for helping us clarify and expand our knowledge base.

Links

NIH Manual 6315-1, Review and Evaluation of R&D Contract Proposals Web site

Site Visit-Reverse Site Visit Report form

Site Visits, Grantee SOP