Distribution of Contract Awards, Modifications, and Task Orders

This SOP has internal roles only.

Purpose

To ensure that contract file documentation is distributed in accordance with Federal Acquisition Regulations (FAR) and NIH policy.

Procedure

For a graphical summary of the procedure below, see the Distribution of Contract Awards, Modifications, and Task Orders Flowchart.

Contracting Officers

• You are responsible for ensuring distribution of contracts and modifications within 10 working days after execution by all parties. See FAR 4.201.

Contract Specialists

• Prepare contract awards, contract modifications, and task orders which require distribution.

FAR 4.201 requires distribution of contracts and modifications within 10 working days after execution by all parties. In order to meet that deadline, within five working days of full execution of the contract action:

• Assemble documentation requiring distribution in a "documentation folder" using the Guidelines for Modification File Preparation Template and Contract File Checklist Template. Ensure that all required information is in the documentation folder.
  • Complete a DCIS Data Collection Sheet for the procurement technician.
    • DCIS Data Collection Sheet for New or Base Award
    • DCIS Data Collection Sheet for Modifications, New Task Orders, and Modifications to Task Orders
  • Attach the Modification or Task Order Distribution Checklist or Contract Award Distribution Checklist to the documentation folder.
    • On the Checklist, indicate the items included in the folder.
    • Indicate documents that the procurement technician will complete.
    • Determine the required routing and distribution of each action.
• Give the documentation folder, DCIS data collection sheet, and the distribution checklist to the assigned procurement technician.

After the procurement technician returns the folder, file all documentation in the official contract file within two working days.

Procurement Technicians

• Within five working days:
  • Log receipt of the documentation folder from the contract specialist.
  • Complete distribution, make necessary copies, complete the Checklist, and return documents to the documentation folder.
  • Log receipt of the DCIS Data Collection Sheet into the DCIS log book.
  • Enter and verify DCIS data.
  • Place a finalized DCIS printout into the documentation folder and indicate the date entered into DCIS on the distribution checklist.
  • Return documentation folder to the contract specialist, and log the return.

Contacts

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

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Links

FAR 4.2, Contract Distribution

Contract Modifications SOP