Attachment 3 - CCOR Appointment Letter.docx

U.S. Department of Homeland Security United States Coast Guard

MEMORANDUM

Date: [DATE]

From: Contracting Officer

To: [CCOR]

Subj: COORDINATING CONTRACTING OFFICER’S REPRESENTATIVE (CCOR) 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 Representative (CCOR) under the subject contract. Your primary duties as CCOR are as follows:

CCOR DUTIES.

1. Prior to submitting a Procurement Request (PR) package to the Contracting Officer (KO), the CCOR shall:

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

b. Review the Deliverables list, the Independent Government Cost Estimate (IGCE) and any associated Product Sheets to ensure that they are clear and properly formatted;

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 the RDC Report Format Guide is required, and if so, provide a copy for the KO to provide as Government Furnished Information (GFI);

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

f. Identify whether there are Data/Patent Rights issues and, if so, facilitate the Legal review and recommendation for specific contract clause guidance for the KO to use;

g. Identify whether the tasking is severable or non-severable;

h. Identify the type and expiration date of the funds associated with the tasking;

i. Identify the COR to be assigned to the TO and their certification status;

j. Identify whether a valid PR has been submitted and the amount of funds on that PR; and

k. Perform any other duties relevant to the requirements of the PR package.

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

2. CCOR administrative duties include:

a. CCOR attendance at TO negotiations, kickoff meetings, etc. is left to the discretion of the CCOR but is highly recommended when the TOCOR is a first time COR.

b. CCOR shall make every effort to avail him/herself to the KO and/or TOCOR to assist in resolving technical and/or administrative situations as required.

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

TRAINING REQUIREMENTS.

DHS CCOR CERTIFICATE. Prior to issuance of this appointment letter, a copy of your certificate was incorporated into the official contract file.

CURRENCY TRAINING. In order to retain your CCOR authority, go to the following link to determine what the current training requirements are: http://hqsms-spweb-001:113/1/3/COTR/CCS2/default.aspx.

Change of CCOR Status: If you fail to complete your required currency training, the status of your CCOR authority is automatically changed to ‘Suspended’ by CG-913. If this occurs, you cannot be a CCOR until you complete the required currency training. When your CCOR authority is suspended, you will immediately notify the KO and your supervisor of your status change. Your supervisor is then required to locate a replacement and promptly notify the KO in writing.

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 CCOR duties as assigned, you must notify the KO immediately. The KO, along with the Chief of the Contracting Division and the existing CCOR will work together to determine a qualified 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 KO should you require further information or clarification on this subject matter.

ACKNOWLEDGEMENT OF CCOR DUTIES.

Please acknowledge receipt and acceptance of this appointment by ‘FORWARDING” the e-mail message that was sent to you containing the CCOR Appointment Letter back to the KO with your acceptance. To do this, you should open the e-mail message containing the CCOR 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 CCOR responsibilities.

To: Contracting Officer From: Coordinating Contracting Officer’s Representative

Subj: COORDINATING CONTRACTING OFFICER’S REPRESENTATIVE (CCOR)

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

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

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

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