Attachment3-CCOTRAppointmentLetter.doc

U.S. Department of Homeland Security

United States

Coast Guard

MEMORANDUM

Date:

[DATE]

From:

Contracting Officer

To:

[CCOTR]

Subj:

COORDINATING CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (CCOTR) APPOINTMENT UNDER CONTRACT HSCG32[ ] WITH [CONTRACTOR]

Ref:

Homeland Security Acquisition Manual (HSAM) Chapter 3042.70

You are hereby appointed as the Coordinating Contracting Officer’s Technical Representative (CCOTR) under the subject contract. Your primary duties as CCOTR are as follows:

CCOTR DUTIES.

1.

Prior to submitting a Procurement Request (PR) package to the Contracting Officer, the CCOTR shall:

a. Review the Statement of Work (SOW) requirements to ensure that they are within the scope of the basic contract;

b. Determine if any potential Organizational Conflict of Interest exists and, if so, describe the circumstances;

c. Determine, if any, the amount of Information Technology (IT) that is to be purchased under the task order (TO), ensuring that all IT estimates are provided, accounted for and are being tracked against the basic contract ceiling;

d. Identify whether Section 508 applies;

e. Identify whether there are any security considerations and, if so, does the basic contract DD254 adequately address the TO requirements;

f. Identify the COTR to be assigned to the TO.

A memorandum identifying that the above areas have been properly addressed shall be prepared by the CCOTR and forwarded to the Contracting Officer along with each complete PR package.

2.

CCOTR administrative duties include:

a. CCOTR attendance at TO negotiations, kickoff meetings, etc. are left to the discretion of the CCOTR but is highly recommended when the TOCOTR is a first time COTR.

b. CCOTR shall make every effort to avail him/herself to the Contracting Officer and/or TOCOTR to assist in resolving technical and/or administrative situations as required.

c. When a TOCOTR must be reassigned during performance of a TO, the TOCOTR shall notify the Contracting Officer immediately and provide the Contracting Officer with a qualified replacement. If a qualified replacement is not available, the CCOTR shall be assigned as the TOCOTR until a suitable replacement is available. If a TOCOTR is to be replaced, it may be prudent for the CCOTR to require the TOCOTR to provide a preliminary draft of the performance evaluation to pass on to the newly appointed TOCOTR to help aid in continuing performance evaluation.

TRAINING REQUIREMENTS.

INITIAL TRAINING REQUIREMENTS. As of January 1, 2001, individuals who are not currently appointed COTRs shall complete 24 hours of training prior to their appointment in order to serve as a COTR. Initial training requirements shall be met through completion of 24 hours of free online computer based training courses provided through the Federal Acquisition Institute or attendance of CG-913 sponsored Class "C" classroom training. The three online courses are: Contracting Orientation, Market Research for Acquisition Officers, and COR Mentor. The address for online COTR computer based training is http://www.fai.gov.

REFRESHER TRAINING REQUIREMENTS. All currently appointed COTRs, regardless of date of appointment, must have a minimum of eight hours of refresher training annually. Any one of the following eight-hour online courses may be selected to meet the annual "refresher" training requirement: The COR Mentor; Contracting Orientation; or Market Research for Acquisition Officers. These free courses are available at the Federal Acquisition Institute's website at http://www.fai.gov.

TRAINING CERTIFICATE OF COMPLETION. The COTR is responsible for providing a copy of their certificate(s) of completion to the Contracting Office. A copy of these certificates will be kept on file in the Contracting Office.

CHANGE OF POSITION STATUS.

If at any time during the performance of this contract your position changes and you are no longer able to perform the CCOTR duties as assigned, you must notify the Contracting Officer immediately. The Contracting Officer, along with the Chief of the Contracting Office and the existing CCOTR will work together to determine a qualified replacement. The Chief of Assessment and/or Projects Branch must provide written approval of the CCOTR replacement.

STANDARDS OF CONDUCT AND CONFLICT OF INTEREST.

The Federal Acquisition Regulation (FAR) 48 CFR Part 3, Homeland Security Acquisition Regulation (HSAR) 48 CFR Part 3003 and Homeland Security Acquisition Manual (HSAM) Chapter 3003, Improper Business Practices and Personal Conflicts of Interest, provide guidance to avoid improper business practices and personal conflicts of interest and how to deal with their apparent or actual occurrences. These documents may be found at the following websites: FAR at http://www.arnet.gov/far/ and HSAR and HSAM at http://www.dhs.gov/xopnbiz/regulations/. Please read these documents very carefully and contact the Contracting Officer should you require further information or clarification on this subject matter.

ACKNOWLEDGEMENT OF CCOTR DUTIES.

Please acknowledge receipt and acceptance of this appointment by ‘FORWARDING” the e-mail message that was sent to you containing the CCOTR Appointment Letter back to the Contracting Officer with your acceptance. To do this, you should open the e-mail message containing the CCOTR Appointment Letter and select the “FORWARD” function of Microsoft Outlook. Then paste the following wording into your “Forwarding” e-mail message to acknowledge your understanding and acceptance of the CCOTR responsibilities.

To: Contracting Officer

From: Coordinating Contracting Officer’s Technical Representative Subj: COORDINATING CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (CCOTR)

I understand and accept my assignment as a CCOTR under the subject contract as outlined in the attached CCOTR Appointment Letter.

Send the “Forwarded” e-mail containing your acceptance back to the Contracting Officer who sent you the appointment letter.

Please retain a copy of the CCOTR Appointment Letter in your files for reference purposes. Your appointment as CCOTR under the above numbered contract is terminated upon receipt of a written notice of termination from the Contracting Officer, the Contracting Officer’s successor, or a higher level of authority. Please direct any questions you may have on this delegation to the Contracting Officer.

[CONTRACTING OFFICER NAME]

Contracting Officer

Attachment 3

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