Attachment 1 - (SAMPLE) Contract Closeout and Release Letter.pdf

Attachment 3 Page 1 of 3 United States Mint 20340923R00004 Medical Professional Services

Date: Click or tap to enter a date.

Click or tap here to enter text.

Click or tap here to enter text.

Click or tap here to enter text.

Subject: Contract Closeout and Release

Dear Click or tap here to enter text., A review of the following contract/purchase order number Click or tap here to enter text. between the United States Mint and your company indicates that the applicable contract/purchase order:

☐ has been fulfilled, all services have been received and accepted by the United States Mint and all invoices have been paid and now is being processed for closeout. If checked please proceed to Confirmation of Final Payment for signature.

☐ has not been fully liquidated.

The period of performance on reference contract/purchase order ended on Click or tap to enter a date..

It is requested that you check your records to verify that all payments (including the final payment) has been received for the contract/purchase order(s) in question. If you need a copy of the subject contract/purchase order, please advise the appropriate Contract Specialist and/or Contracting Officer. If your company has determined that all payments have been received or if your company has determined that additional payments are required, please check the applicable box below, sign and return this letter to the United States Mint.

In the event that your company determines that all payments have been received, you agree (by signing this letter to release and discharge the United States Mint, its officers, agents, and employees, of and from all known liabilities, claims and demands associated with or arising under the contract, except the following specific claims or monies due in the below stated amounts, or in estimated amounts, where the amounts are not susceptible of exact statement by the contractor.

Further, you agree to assign, transfer, and release to the United States Mint all right, title, and interest to any and all refunds, rebates, credits, or other amounts (including any interest thereon) arising out of the performance of the purchase order or contract, together with all the rights of action, accrued, or which may thereafter accrue thereunder, and agrees to take whatever action may be necessary to effect prompt collection of all refunds, rebates, credits or other amounts (including any interest thereon) due or which may become due, and to promptly forward to the United States Mint, checks for any proceeds so collected, and, agrees to cooperate fully with the United States Mint as to any claim or suit in connection with any refunds, rebates, credits or other amounts due (including any interest thereon).

In the event your company determines that a balance is due, submit a final invoice (including all outstanding balances due) to the address shown in your contract’s payment clause (G-108) within 30 days of receipt of this letter. The United States Mint will audit any additional invoicing to determine appropriateness of amounts claimed.

Attachment 3 Page 2 of 3 United States Mint

Your failure to respond within 30 days will be interpreted to mean that you are not entitled to any further payments. Therefore, the contract/purchase order will be closed and additional payments cannot be made against it. Once this is done, there is no means to reopen the contract/purchase order(s), thus no further payments can be made against that contract/purchase order(s).

In the event your company cannot submit a final invoice within the 30-day period, submit a notice indicating the rationale why this cannot be accomplished to the appropriate Contract Specialist and/or Contracting Officer within 15 calendar days of receipt of this letter.

Please check the appropriate box below (based upon the circumstance).

CONFIRMATION OF CONTRACT FINAL PAYMENT

☐ I, Click or tap here to enter text., being a duly authorized representative of Click or tap here to enter text., do hereby certify that we have received all payments for work performed under the aforementioned contract/purchase order:

Print Name: Click or tap here to enter text.

Signature:

Title: Click or tap here to enter text.

FINAL INVOICE SUBMISSION

☐ I, Click or tap here to enter text., being a duly authorized representative of Click or tap here to enter text., have reviewed the payments received to date under the aforementioned contract/purchase order and do hereby certify that additional payment is due and am submitting a final invoice for full and complete compensation.

Attachment 3 Page 3 of 3 United States Mint

FOR OFFICIAL GOVERNMENT USE ONLY

CONTRACTING OFFICER DECISION

In response to the request to deobligate/close out remaining funds for the above contract/purchase order and after a review of all supporting documentation, the CO has determined that the contract/purchase order will:

☐ Be Deobligated/Closed Out

☐ Remain Open (with explanation)

Date of Execution: Click or tap to enter a date.