5: Post Award

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Post Award (Subcontract Admin/Management)

If administered properly, subcontract management promotes consistency in managing subcontracts across functions, mitigates risk to the organization

and contract, and can increase profitably. Defining expectations across procurement and program management personnel is a critical component of

subcontract management.

Management of subcontracts really starts at the pre-award stage and can be identified through a subcontract lifecycle. Understanding specific tasks in

managing the subcontract, as well as requirements and assignment of responsibilities during each lifecycle phase, will aid compliance. Knowing the

specific tasks and responsibility within the organization is critical to success. To further detail, the subcontract management phases can include the

following task :

Pre-award phase

• Identify capability versus capacity and the costs and the costs and benefits

• Define technical, performance and/or deliverable requirements

• Identify pricing and funding considerations

• Identify subcontract types based upon the type of work

• Identify potential vendors

Award phase

• Perform the technical and price reasonableness evaluation as part of the proposal

analysis

• Identify past performance/reputation considerations

• Evaluate representations and certifications

• Validate debarment status

• Document award

Post award

• Maintain subcontract files from both procurement and program management perspectives

• Ensure compliance with the subcontracts administrative requirements

• Review and approve/rejecting subcontract deliverables

• Obtain, review, and act upon subcontractor status reports

• Project cost analysis and reporting include:

• Obtain and report subcontractor costs at the proper levels

• Incorporate subcontractor costs into program level on a timely basis

Identify how subcontractor utilization is impacting performance, funding

Contract close-out

• Verify completion and acceptance of SOW and all deliverables

• Manage government furnished property

• Obtain waivers and releases

• Finalize indirect rates

• Final payment (if applicable)

Post Award (Subcontract Close-out)

Contract closeout is analogous to administrative closure. Its purpose is to confirm the obligations of the contract were met as expected. The project

manager, the customer, key stakeholders, and, in some instances, the seller may complete product verification together to confirm that the contract

has been completed. A modification/amendment to the subcontract needs to be done to formally consider the subcontract closed.