Contract Closeout Checklist

Description

Contract Closeout Checklist Purpose: Use this checklist to document the completion and closeout of a contract after the contract term has ended or all required goods, services, deliverables, and obligations have been completed. Requirements may vary based on the contract, scope, vendor(s), and applicable terms. Expiration does not always mean the contract is complete. Before closing a contract, confirm that all contractual obligations have been fulfilled or appropriately transitioned, documented, or resolved. Contract Information Field Contract Number Contract Title Original Contract Term Contract Expiration Date Contract Closeout Date Information Closeout Type: ☐ Contract reached expiration ☐ Contract completed early ☐ Contract terminated ☐ Contract replaced/rebid ☐ Other: ______________________________ 1. Confirm Contract Completion  Confirm the contract term has ended or all required work has been completed.  Confirm all required goods, services, deliverables, milestones, and other contractual obligations have been completed.  Confirm all applicable projects, work orders, purchase orders, or other activities under the contract have been completed or otherwise resolved.  Identify any incomplete or outstanding obligations.  Document the disposition of any outstanding obligations. CCC - V080626 1  Confirm there are no remaining obligations requiring continued contract administration. Examples of ongoing obligations may include: o Outstanding deliverables, reports, or acceptance documentation o Open invoices, credits, refunds, or unresolved payment issues o Pending warranty, maintenance, support, or service obligations o Open claims, disputes, complaints, or corrective actions o Required data return, data retention, transition assistance, or destruction requirements o Unresolved vendor performance issues or monitoring activities o Equipment, materials, property, or other State assets requiring return or disposition o Other contract-specific obligations that continue beyond the contract end date 2. Final Vendor Performance Review  Review overall vendor performance during the contract term.  Confirm required performance measures were met.  Document significant performance successes, deficiencies, complaints, or corrective actions.  Confirm all performance issues have been resolved or appropriately documented.  Complete final vendor performance documentation, if applicable.