4.804-2 Closeout of the contracting office files if another office administers the contract
Source: FAR 4.804-2 on acquisition.gov
Contracting office files must be closed promptly upon completion of all contractual actions, with proper documentation, especially when another office administers the contract.
Overview
FAR 4.804-2 outlines the procedures for closing out contracting office files when contract administration is handled by another office. For contracts using simplified acquisition procedures, files may be closed upon receipt of evidence of property delivery and final payment, unless agency regulations state otherwise. For all other contracts, files should be closed as soon as possible after the contracting officer receives a contract completion statement from the contract administration office. The contracting officer must verify that all contractual actions are complete and prepare a statement confirming this, which then authorizes the file closure and must be included in the official contract file.
Key Rules
- Simplified Acquisition Procedures
- Contract files may be closed upon evidence of property receipt and final payment, unless agency rules specify otherwise.
- Other Contracts
- Files are closed after receiving a contract completion statement from the administration office and confirming all actions are complete.
- Contract Completion Statement
- The contracting officer must prepare a statement confirming all contractual actions are complete, which serves as authority to close the file.
Responsibilities
- Contracting Officers: Ensure all contractual actions are complete, obtain necessary completion statements, and prepare/file the closure statement.
- Contractors: Provide evidence of property receipt and ensure all deliverables and payments are finalized.
- Agencies: May specify additional requirements or exceptions in their regulations.
Practical Implications
- Ensures timely and proper closure of contract files, reducing administrative burden and risk of oversight.
- Helps maintain accurate records and compliance with federal requirements.
- Delays or missing documentation can hinder file closure and compliance.
(a) Contract files for contracts using simplified acquisition procedures should be considered closed when the contracting officer receives evidence of receipt of property and final payment, unless otherwise specified by agency regulation.
(b) All other contract files shall be closed as soon as practicable after the contracting officer receives a contract completion statement from the contract administration office. The contracting officer shall ensure that all contractual actions required have been completed and shall prepare a statement to that effect. This statement is authority to close the contract file and shall be made a part of the official contract file.