Options, recompetes and closeout

Practitioner15 min

By the end you can

  • Prepare for option exercise.
  • Close out cleanly and protect your record.

An option is the government's choice, not yours. The contracting officer may exercise options only after making the determinations the FAR lists 1, and one of them is that the contractor's performance on this contract has been acceptable 2.

Where a contract uses the Option to Extend the Term clause, read any preliminary notice carefully: the preliminary notice does not commit the Government to an extension 3.

Bids2Bank's Deadlines page has an "Option year decision" type for the date the government decides whether to extend a contract 4.

Check 1
You receive a preliminary notice of intent to extend under the Option to Extend the Term clause. What does it commit the government to?

Your record at the end

Past performance evaluations shall be prepared at least annually and at the time the work under a contract or order is completed 5. Those ratings and narratives are relevant information for future source selections 6.

Closeout follows physical completion. Files for firm-fixed-price contracts, other than those using simplified acquisition procedures, should be closed within 6 months after the date on which the contracting officer receives evidence of physical completion 7.

Before closeout, clear your side: final invoice, open modifications, any government property, and a calm, evidence-based response to the final evaluation if it needs one.
Check 2
When must past performance evaluations be prepared?

The recompete starts before closeout

If you are the incumbent, competitors can see your end date: Bids2Bank's own Contracts Ending Soon lists contracts by their current period-of-performance end 8.

Worked example. Contractor J's services contract has one option year left. Ninety days before the option decision, it asks the contracting officer whether there are any open performance concerns, fixes two late-report issues, and starts its recompete capture plan the same week.

Check 3
Which of these must the contracting officer determine before exercising an option?

Track option dates in Deadlines →

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Indented paragraphs are invented worked examples. Tool links open Bids2Bank and need a free account.