 Some links will work for NIAID staff only.
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This SOP has internal roles only.
Standard Operating Procedure Table of Contents
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Purpose
To ensure that contract work is progressing on schedule, end items are
of high quality, and research objectives are met, and timely remedial action is taken when necessary.
Procedure
Contract monitoring is an essential element of contract administration, involving technical, business, and administrative oversight
by the government.
Contracting officers assure compliance with the contract terms, including statutory, legal, business, and regulatory provisions. Project officers perform technical monitoring and provide technical
guidance.
Once a contract begins, the government and contractor are bound by its terms
and conditions, which only contracting officers can change through modifications.
Project officers provide documentation to contracting officers, who
make sure the official contract file in the NIAID Office of Acquisitions
includes all required documentation.
Contract monitoring tools and NIAID staff roles
Invoices
Invoices show contractor expenses and how costs incurred match technical results. In addition, they include information to help monitor financial status and provide information to avoid or anticipate cost overruns. For more information
on the receipt, processing, and payment of invoice, see NIH Manual 6332-9 and the Invoice Processing Procedures for Contracts SOP.
Technical Progress Reports and Other Deliverables
Contractors send their technical progress reports and deliverables on the due dates to the addresses identified in the contract. See the Contract Deliverables and Reporting Requirements SOP.
Interim and Final Contractor Performance Evaluations, using the NIH
Contractor Performance System
The interim contractor performance evaluations help assess contractor performance. They provide useful feedback
to contractors and the opportunity to correct problems
before contract completion. Final evaluation of performance satisfies
the HHSAR 342.7002(c)(2)(iv) requirement for a final assessment report.
- Contracting officers: Complete interim contractor performance evaluations
at least every two years.
- Project officers: Assist contracting officers in completing interim
contractor performance evaluations at least every two years.
Site Visits
Site visits can be used to evaluate performance. At the end
of a visit, the government team prepares a report summarizing major items
addressed, documenting action items, and addressing the contract's status
relative to schedule. See Site
Visit Report template and the Site Visits SOP.
Contacts
See the Office of Acquisitions staff listing for the appropriate contract specialist.
If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.
Links
NIH Contractor Performance System
FAR
35.010, Scientific and Technical Reports
FAR
42, Contract Administration and Audit Services
HHSAR 342.270,
Contract Monitoring
NIH
Manual 1743, Keeping and Destroying Records
NIH
Manual 6015-2, Past Performance Information
Project
Officer's Evaluation of Progress Report Form
Contract
Deliverables and Reporting Requirements SOP
Contracting
Officer SOP
Project
Officer SOP | 
