AFARS APPENDIX DD

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AFARS -- Appendix DD

Management Control Evaluation Checklist

AAC 96-4
February 29, 2000

Part 1 -- General

DD-100

Function.

DD-101

Purpose.

DD-102

Instructions.

DD-103

Superceded.

Part 2 -- Test Questions

DD-200

Event Cycle 1: Management of the Acquisition Function.

DD-201

Event Cycle 2: Presolicitation.

DD-202

Event Cycle 3: Solicitation, Evaluation, and Award.

DD-203

Event Cycle 4: Contract Administration.

DD-204

Event Cycle 5: Special Acquisition Situations and Requirements.

Part 1 -- General

DD-100 -- Function.

The function covered by this checklist is Contract Office Management.

DD-101 -- Purpose.

The purpose of this checklist is to assist managers at all levels in evaluating compliance with the key management controls listed below. It is not intended to cover all controls.

DD-102 -- Instructions.

Answers must be based on actual testing of key management controls (e.g., document analysis, direct observation, sampling, simulation, other). Answers, which indicate deficiencies, must be explained and corrective action indicated in supporting documentation. The Acquisition Regulations provide the policy guidance and prescribed procedures for nearly all aspects of the contracting process, therefore it is not reasonable, nor possible to include a test question for each element in this management control process. For this reason the checklist is not intended to be all-inclusive and should be supplemented to include areas specific to each contracting activity (e.g., Major Systems, Contingency Contracting, etc.). Supplemental questions should be geared towards identifying potential problem areas in order to correct/improve the processes before they are raised, or before they become systemic. Formal evaluations of key management controls must be conducted at least once every five years (AR 11-2).

DD-103 -- Superceded.

This checklist replaces the 1996 edition contained in Appendix DD -- Management Control Evaluation Checklist.

Part 2 -- Test Questions

DD-200 -- Event Cycle 1: Management of the Acquisition Function

Step 1: Acquisition Activity Procedures and Functions.

Step 2: Requiring Activity Coordination.

Step 3: Office Automation.

Step 4: Staffing, Facilities, and Training.

Step 5: Acquisition Reports and Reviews.

Step 6: Social and Economic Goals.

Step 7: Standards of Conduct.

DD 201 -- Event Cycle 2: Presolicitation

Step 1: Initial purchase tasking receipt and review.

Step 2: Acquisition method selection and planning.

Step 3: Competition Considerations.

Step 4: Solicitation preparation and review.

Step 5: Solicitation public notices and announcements.

DD 202 -- Event Cycle 3: Solicitation, Evaluation, and Award.

Step 1: Solicitation distribution, amendment, and cancellation:

Step 2: Bid opening and proposal closing:

Step 3: Responsiveness and certifications.

Step 4. Mistakes and protest resolution.

Step 5: Technical Evaluation.

Step 6: Cost evaluation.

Step 7: Past Performance Evaluation:

Step 8: Responsibility determination and certification of competency.

Step 9: Obtaining approvals, congressional notices, and business clearances prior to award.

Step 10: Contract distribution, synopsis, and notice of award.

DD 203 -- Event Cycle 4: Contract Administration

Step 1: Functional representatives' responsibilities and limitations.

Step 2: Postaward orientation conferences.

Step 3: Contract modifications.

Step 4: Government property administration.

Step 5: Quality assurance.

Step 6: Delinquency Actions and Terminations.

Step 7: Defense Contracting Audit Agency (DCAA) audits on cost reimbursement contracts.

Step 8: Receiving reports, acceptance, final payment, contract completion and contractor evaluation.

DD-204 -- Event Cycle 5: Special Acquisition Situations and Requirements

Step 2: Construction Requirements

Step 3: Job Order Contracting (JOC)

Step 4: Architect-Engineers (AE) Requirements.

Step 5: Services and Performance Based Contracting.

Step 6: Acquisition of Information Technology.

Step 7: Major System Acquisitions.

Step 8: Research and Development Requirements.

Step 9: Undefinitized Contract Actions (UCAs)

Step 10: Financial and Cost Aspects of Other Transactions for Prototype Projects.

Step 11. Financial and Cost Aspects for Technology Investment Agreements (TIAs). (A TIA is defined as a class of assistance instruments that may be used to carry out basic, applied, and advanced research projects when it is appropriate to use assistance instruments, and the research is to be performed by for-profits or by consortia that include for-profits firms, particularly firms that have done business with the Government.)

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