Attachment_E_-_COR_Letter_of_Appointment_4_18_2018.docx

Federal Acquisition Service National Capital Region

ATTACHMENT E

CONTRACTING OFFICER REPRESENTATIVE (COR) LETTER OF APPOINTMENT

Date:

In accordance with the GSAM 542.202(d), you are hereby appointed as the Contracting Officer’s Representative (COR) under contract No. TBD, with TBD in support of the Government National Mortgage Association (GNMA), Hardware and Software Services.

As the COR, your primary duty is to monitor the contractor’s performance to ensure that all of the technical requirements under the contract are met by the delivery date or within the period of performance, and at the price or within the estimated price stipulated in the contract.

In the performance of the duties delegated to you in this letter, you are cautioned that you could be held personally liable for actions taken or directions given by you to the contractor that are beyond he authorities given to you in this letter. The duties or authorities in this letter are not delegable; therefore, you must advise the Contracting Officer, Marion Williams or the Contract Specialist, Wendy Wallace immediately when you are unable to perform these duties.

Your duties and limitations, as applicable to contract you will be monitoring, are as follows:

MONITORING PERFORMANCE

Ensure that the contractor complies with all the requirements of the statement of work, specifications, or performance work statement, and when requested by the contractor, provide technical direction to the contractor’s technical manager.

This technical assistance must be within the scope of the contract (e.g., interpreting specifications, statement of work, performance work statement, etc.). When a difference of opinion between you and the contractor occurs, notify the Contracting Officer or the contract administrator/specialist immediately for resolution.

Ensure that the personnel being used by the contractor are the same caliber that was originally quoted by the contractor to the Government. The experienced personnel contracted for and/or approved by the Government should not be diluted by the use of personnel with less experience. However, you may not permit changes, substitutions, or additions to personnel. Any decrease in or lack of performance shall be brought to the attention of the Contracting Officer or Contract Specialist.

MONITORING COSTS

Review and evaluate the contractor’s progress in relation to the expenditures. When the costs expended by the contractor are not commensurate with the contractor’s progress, bring this to the attention of the Contracting Officer or Contract Administrator/Specialist for immediate action.

Review the contractor’s invoices/vouchers for reasonableness and applicability to the contract and recommend to the Contracting Officer approval, conditional approval, or disapproval for payment. The review must be completed within five days after receipt of the invoice or voucher. If you cannot meet the required review time, advise the contracting officer or contract administrator/specialist so that action can be taken to ensure Government compliance with the Prompt Payment Act, thereby avoiding the payment of interest penalties to the contractor.

CHANGES TO THE CONTRACT

You cannot authorize the contractor to stop work, and you are not authorized to delete, change, waive, or negotiate any of the technical requirements or other terms and conditions of the contract. Should a change (monetary or otherwise) to the contract become necessary, it must be made by a contract modification issued by the Contracting Officer. When in doubt, contact the Contracting Officer or Contract Administrator/Specialist.

Any contract change requested by the contractor must be put in writing by the contractor to the Contracting Officer for action; however, you should immediately advise the Contracting Officer or Contract Administrator/Specialist of the quoted change since it may affect the contract price, cost, or delivery/performance schedule. When the quoted change is received by the Contracting Officer, you will be required to provide the Contracting Officer with a written analysis and rationale for the change and to evaluate any costs associated with the change.

You must also recognize and report to the Contracting Officer any Government required changes to the contract (e.g., items or work no longer required, changes in the specifications, changes in scope etc.).

VISITS AND MEETINGS WITH THE CONTRACTOR

Make arrangements with the contractor for periodic visits to the contractor’s plant/site to: (1) evaluate the contractor’s performance; (2) evaluate changes in the technical performance affecting personnel, the schedule, deliverables, and price or costs; (3) inspect and monitor the use of Government property, if applicable; and (4) ensure that contractor employees being charged to the contract are actually performing the work under the contract. A trip report fully documenting all activities during the visit must be written and a copy provided to the contracting officer within three working days after the visit.

Document the file to record each meeting and telephone conversation with the contractor. A daily log book is recommended which should reflect the date, time, name, and title of individual (s) involved, the subject matter, and the details of the meeting or conversation.

INSPECTION OF CONTRACT ITEMS

When notified by the contractor or the Contracting Officer, perform, in accordance with the terms of the contract, inspection, acceptance or rejection of the supplies, services, or construction. Immediately notify the contracting officer of all rejections and the reason for the action.

Review progress reports from the contractor and advise the Contracting Officer of any contractor problems or action required to be taken by the Government.

STANDARDS OF CONDUCT AND CONFLICT OF INTEREST

FAR 48 CFR Part 3, GSAM Part 503, Improper Business Practices and Personal Conflict of Interest, and GSA Supplemental Standards of Ethical Conduct (5 CFR 6701), provide guidance to avoid improper business practices and personal conflicts of interest and to deal with their apparent or actual occurrences. Please read these documents very carefully and contact the contracting officer should you require further information or clarification or clarification on this subject matter.

CONTRACT FILE CONTENT AND MAINTENANCE

Establish and maintain an organized contract administration file to record all contractor and Government actions pertaining to the contract. The COR’s file is of particular importance since the documentation of your interaction with the contractor may be used in the event of litigation. In addition, an organized file facilitates an easy transition from one COR to another if reassignment becomes necessary. The file(s) should be organized as follows:

(1) TAB 1 – The contract instrument (i.e., contract modifications, contracts, delivery orders, and the contractor’s responses applicable to these documents).

(2) TAB 2 – The COR’s delegation letter, and all correspondence between the contractor and the contracting officer, filed in chronological order.

(3) TAB 3 – A copy of the contractor’s invoices/vouchers and any correspondence pertaining to the payments.

(4) TAB 4 – The COR’s trip reports and written memoranda to the file on telephone conversations or other meetings with the contractor.

(5) TAB 5 – A copy of the contractor’s progress reports and other contract deliverables, and all correspondence pertaining to these documents.

(6) TAB 6 – Copies of the inspection and acceptance documentation.

The size of the contract may not warrant a separate folder for each file. If less than five folders are used, the sections must be tabbed to segregate each file.

TRAINING REQUIREMENTS

CORs must obtain a FAC-COR certification before his/her appointment as a COR. Training classes to obtain this certification are available at http://www.faionline.com. A copy of the required certification must be provided to the CO prior to appointment and kept in the contract file. Officials designated as CORs must complete 40 hours of continuing learning education every two years.

Within 30 days after the contractor has met all terms and conditions of the contract, you must evaluate the contractor’s performance using the evaluation form found at http://insite.ncr.gsa.gov/orc/ftscontracting.asp, Evaluation, Award and Documentation. The completed documentation must be returned to me.

Marion Williams Contracting Officer

TBD

COR

image1.png