Attachment_8_COR_Appointment_Letter.pdf

Federal Acquisition Service

Office of Professional Services and Human Capital Categories

ATTACHMENT 8 / ID10180005

[Enter Appointment Date]

[Enter Appointee’s Name] [Enter Appointee’s Division and Code, i.e. “Joe Smith (AQSAG)”]

SUBJECT: Designation of PRIMARY Contracting Officer's Representative (COR)

REFERENCE: Contract Number: [Enter Contract No.] Performance Period: [Enter Dates, i.e. “Award thru September 30, 2012”] Amount: [Enter TOTAL Contract amount, including all options] Project Title: EPA Custodial

In accordance with GSAM 501.604, you are hereby appointed as the Contracting Officer's Representative (COR) in the administration of referenced Contract in this letter and any modifications issued there under. Your appointment authorizes you to be the technical point of contact and provide support to the Contracting Officer. You shall not authorize the Contractor to stop work, and you are not authorized to delete, change, waive, or otherwise negotiate any of the terms and conditions of the Contract (including technical requirements). Should a change (whether or not it results in a monetary change) to any of the terms and conditions of the Contract become necessary, it shall only be made by a Contract modification issued by the Contracting Officer. When in doubt, contact the Contracting Officer for guidance as to whether or not an issue changes the terms and conditions of the Contract.

You will be required to inspect and accept completed work for the Government, under the direct auspices of the Contracting Officer for the above contract. This designation shall be effective unless revoked in writing by the Contracting Officer. Your duties as a COR are as follows:

1) You are to take any and all actions to ensure that the Contractor performs the technical requirements of the contract in accordance with the terms, conditions, and specifications of the base contract and associated documents (i.e. Statement of Work, drawings, etc.)

2) You are responsible for maintaining direct liaison with the Contractor's staff to ensure that proper practices are adhered to for all requirements and modifications of the contract.

3) You may not enter into a contract or modify the above contract, or otherwise perform functions reserved for the Contracting Officer.

4) You shall establish and maintain an organized contract administration file to record all Contractor and Government actions pertaining to the contract. The file shall be of sufficient detail so as to clearly document your interactions with the Contractor for use in preparing past performance evaluation reports, in the event of litigation, and to facilitate an easy transition from one COR to another if reassignment becomes necessary.

5) You are responsible to the Contracting Officer for the following specific areas:

i) Ensuring that technical guidance given to the Contractor addresses or clarifies only the Government’s “intent.”

ii) Ensuring the Contractor maintains a current facility security clearance if required under the Contract.

iii) Preparing Statements of Work and Independent Government Estimates if so needed that adhere to the scope of the Contract and adequately describe the Agency’s requirements.

iv) Reviewing and preparing written evaluations of Contractor proposals and revised proposals for Contract modifications to determine technical adequacy, effectiveness, correctness, completeness, capabilities, delivery requirements' reasonableness of work estimates and all costs and compliance with the terms and conditions of the contract.

v) Assisting, when requested, the Contracting Officer in negotiations for modifications to the contract.

vi) Ensuring that the Contractor's technical progress is commensurate with the costs outlined in the contract.

vii) Reviewing the Contractor's efforts to ensure that the Contractor is meeting the technical requirements of the contract. (NOTE: As COR you shall not direct the Contractor or its personnel in the performance of the Contract at any time.)

Informing the Contracting Officer, in writing, if the Contractor is behind schedule, document reasons, and coordinate with the Contracting Officer on actions necessary to restore the Contract schedule. Ensuring that, in no event, the Contractor furnishes materials or services in addition to, less than, or different from those required by the Contract.

viii) Ensuring that the Contractor is not enlarging or diminishing the scope of the Contract or changing delivery schedules, thereby obligating the Government to unanticipated or deferred costs or lessening the value of the products to the Government.

Ensuring that Contract performance is timely.

ix) Advising the Contracting Officer, in writing, of deficiencies observed during surveillance of the Contractor's performance and any action taken to affect a solution.

x) If designated, reviewing the Contractor’s Synchronized Pre-deployment Operations Tracker (SPOT) date to ensure correct SPOT data entry.

xi) Using both quantitative and qualitative methods to evaluate monthly cost and performance data, including trends and projections.

xii) Issuing written interpretations of the technical requirements of Government documents.

xiii) Serving as customer point of contact for technical issues concerning the Contract.

xiv) Promptly inspecting the supplies and services delivered to determine acceptability including submittals and Contract deliverables; furnishing the Contracting Officer a notice of satisfactory or unsatisfactory delivery by completing the required performance reports (i.e. GSA Form 3025, DD Form 250, etc.) thoroughly and accurately.

xv) Reviewing invoices.

xvi) Coordinating Government-furnished property availability

xvii) Preparing past performance evaluation reports upon completion of the applicable period of performance (i.e. annually, each year). Interim reports may also be required to capture performance issues and/or other areas of Contractor performance if so deemed necessary by the Contracting Officer.

xviii) Reporting suspected procurement fraud, bribery, conflicts of interest or other improper conduct on the part of the Contractor, Contractor employees, or Government personnel to the appropriate authorities.

6) As COR, you must sign all correspondence, reports, findings, recommendations, and other documents using name and title, followed by the designation, “Contracting Officer’s

Representative” when communicating regarding official Contract issues. Coordination with the Contracting Officer shall be sought prior to issuance of any contractually significant correspondence.

7) Notification to the Contracting Officer must be promptly provided for the following:

i. Exact date Contract performance begins and ends;

ii. Incidents of unsatisfactory performance by the Contractor including notification of the Contractor’s failure to complete performance or delivery in accordance with the Contract Schedule;

iii. Delays in Contractor’s progress, noting whether the delays are at the fault of the Government or the Contractor and including recommendation regarding extension of the Contract completion date, if applicable; and

iv. Any discrepancies between actual conditions and those represented in the Contractor.

8) In accordance with GSAM 501.604, issuance of this delegation implies you have, in good faith, represented that you have completed the initial COR-specific training necessary for [Select one: “Level {I, II, or III}” or “Type {A, B or C}”] appointment and have been found eligible for appointment as of the date of this issuance. It shall be your sole responsibility to ensure you maintain your COR certification (once issued, but not later than six months from date of this letter) by obtaining the requisite Continuous Learning Points (CLPs) as required by [Select one: “OFFP” or “DoD”]. Should your COR certification lapse due to failure to obtain the requisite CLPs, you shall immediately notify the Contracting Officer. The Contracting Officer shall determine whether (a) this COR delegation requires suspension until the requisite CLPs have been obtained and your COR certification re-instated, or (b) this COR delegation is revoked in its entirety.

9) Your official designation as a COR in support of the General Services Administration, Federal Acquisition Service, PSHC, Office of Contract Operations, is conditioned upon your signature on this designation letter and acknowledgement by your supervisor of your assigned responsibilities under this appointment. All ancillary requirements to your appointment, to include but not be limited to, registration in FAITAS, completion of annual OGE Form 450 filing, performance standards update, etc., shall be the sole responsibility of yourself and your Supervisor for compliance with OFPP and GSAM 501.604.

Signature:

[Enter COR Name and Title] Date Appointed Contracting Officer’s Representative

[Enter CO Name], Senior Contracting Officer FAS/PSHC/Office of Contract Operations

Distro:

COR’s Supervisor Contractor Contract File