• Sends a Closeout Requirement Letter to the contractor approximately 30 calendar days prior to the expiration of the contract.

• Establishes a separate closeout file to house all closeout correspondence and documentation. For more information on Record Management, see the Records Management Subject Area.

• Uses the Contract Closeout Checklist to control the closeout process and to ensure that all required closeout actions have been completed.

For Technical-related Closeout Requirements, go to Step 3.

For Intellectual Property-related Closeout Requirements, go to Step 5.

For Government-owned Property-related Closeout Requirements, go to Step 7.

For Security-related Closeout Requirements, go to Step 10.

For Counterintelligence-related Closeout Requirements, go to Step 12.

For Office of General Counsel (OGC)-related Closeout Requirements, go to Step 14.

1. The annual assessment of the laboratory’s managerial and operational effectiveness. See the SC Guidance: SC Laboratory Performance Appraisal Process;

2. All required contract deliverables are submitted and accepted by DOE;

3. A final National Institute of Health (NIH) contractor performance evaluation; and

4. Transition activities that will allow a successor contractor to assume control of the laboratory’s scientific programs and facilities.

1. For additional closeout-related requirements, return to Step 3;

2. To continue this procedure, go to Step 16.

1. DOE F 2050.11, Patent Certification;

2. A list of all subject inventions disclosed during the performance of the contract;

3. A list of all subcontracts containing a patents clause;

4. Any invention disclosure not previously received from the contractor, or any subcontractor. This disclosure should be forwarded directly to the SC ISC Patent Counsel, with a copy to the Cognizant CO.

1. For additional closeout-related requirements, return to Step 3;

2. To continue this procedure, go to Step 16.

• Coordinates the disposition and transfer of Government-owned property with the Contract Property Administrator and the Cognizant SC ISC Government Property Office, and

• Ensures that all Government-owned Property is properly accounted for utilizing the Property Clearance Form.

1. For additional closeout-related requirements, return to Step 3;

2. To continue this procedure, go to Step 16.

1. For additional closeout-related requirements, return to Step 3;

2. To continue this procedure, go to Step 16.

1. For additional closeout-related requirements, return to Step 3;

2. To continue this procedure, go to Step 16.

1. For additional closeout-related requirements, return to Step 3;

2. To continue this procedure, go to Step 16.

NOTE: The CO determines, in writing, whether any audits in addition to the audit of the contractor’s annual Statement of Costs Incurred and Claimed are necessary. If additional audits are necessary, identify the Cognizant audit agency, and outline the scope of the audit for the Cognizant SC ISC Chief Financial Officer (CFO). The Cognizant CFO obtains any additional audits and provides a copy to the CO along with any advisory comments.

• Contractor’s Final Release,

• Assignment,

• Certification Regarding Refunds, Rebates, Credits, and Other Amounts.

NOTE: In the event the contractor has taken any exception to the standard language contained in the Final Release, the CO notifies the OGC and requests assistance in resolving the issue.

• Reconciles all contract obligations with allowable costs and, as necessary, obligates or deobligates funds under the contract,

• Issues a Procurement Request (PR) and a SF 30, Amendment of Solicitation/Modification of Contract to authorize any obligation of funds, or any deobligation of funds in excess of $500.00.

NOTE: A deobligation of funds under $500.00 may be processed without a formal contract modification. The SF 30 may be issued on a unilateral basis if the signed Contractor’s Final Release accurately sets forth the amount claimed and due the contractor, and no further agreement from the contractor is required. Attach a copy of the Contractor’s Final Release and SF 30 to the CFO’s copy of the PR and retain in the official closeout file.

The CO authorizes final payment following the receipt of all required clearances and agreement on final contract price.

Once all requirements have been met, the CO prepares the Notice of Closeout Completion, authorizes payment of the completion invoice or voucher, and forwards both documents to the CFO.