CONTRACT ADMINISTRATION
DO DON’T
Remember that the COR is an agent of the U.S. Government, with only the authority
delegated by the Contracting Officer.
Accept less than what is required by the contract.
Get the names of contractor personnel authorized to represent the contractor.
Assume an interpretation of ambiguous contract language, which would be
favorable to the Government. Remember: if the contractor’s interpretation is
reasonable, it will prevail. Find out the specific authority of contractor
personnel. Does the person you are
dealing with have the authority to obligate the contractor?
Hold up payment unless performance is deficient or defective.
See that all Government approvals or consents are timely.
Accept supplies or services without complete inspection.
Make any change, modification, deletions, or additions to the contract requirements. Work through the Contracting Officer. Automatically consider all contractor claims unreasonable. Be fair and impartial.
REMEDIES
DO DON’T
Exercise Government rights, such as warranties. Make sure to deal with any problems before the warranty period runs out.
Act without consulting the contracting officer. Work through the contract administration team.
Work with the contracting personnel to prevent problems before they arise.
Allow interim or final delivery dates to be waived.
Take actions to protect Government rights before delivery is due.
F.2: Contents of a COR Working File
A copy of the COR letter of appointment or designation from the Contracting Officer; copies of any changes to that letter; and a copy of any termination letter. A copy of the contract and/or delivery/task order and all contract modifications. A copy of the contract data requirements lists (CDRLs) submitted to the COR as required by the contract, as well as the COR’s analysis of the CDRLs and any resulting actions taken.
A copy of the QASP and a record of each individual surveillance conducted, the results, and any actions taken.
The notice of award or notice to proceed. A copy of the required training certificates.
The names and position titles of contractor personnel who serve on the contract. All correspondence between COR and the contractor, Contracting Officer, or others concerning performance of the contract; together with English translations of all correspondence written in a foreign language.
Copies of all data, reports, and other documentation furnished by the contractor, along with the COR’s analysis of those items, actions taken, and the date of each action.
A copy of the trip report of every visit to the contractor’s facility. A copy of this report must be provided to the Contracting Officer within 7 days after each visit. The trip report must identify people contacted, dates, items discussed, and actions taken.
Memoranda for record of minutes of any meetings, site visits, telephone
conversations, and other discussions with the contractor or others pertaining to the contract or contract performance. These minutes should include persons present, dates, matters discussed, and actions taken.
Records relating to the contractor’s quality control system and plan and the results of the quality control effort.
A copy of the surveillance schedule, progress schedules, and schedule of cumulative payments approved.
A list of Government-furnished property.
A copy of all approvals the COR has given to the contractor. These approvals must be a COR-designated authority.
Documentation pertaining to the COR’s receipt and acceptance (or rejection) of services performed and/or supplies delivered, including receipts, reports, and other data.
Copies of all DD Form 250s, invoices, vouchers, and receipt documents processed, including COR recommendations relating to them.
Samples, photographs, witness statements, and other factual data to support documentation.
construction contracts and any other contracts that call for out-door performance, where severe weather or bad weather conditions could delay contract performance or completion.
Records of any Government actions that affected or influenced contractor performance.
Applicable laboratory test reports. Copies of deficiency reports.
A copy of each COR monthly report.
Any other documentation and data necessary to provide a complete history of all actions taken by the COR under, or in connection with, the contract.
F.3: COR Surveillance
Is the COR maintaining a separate file for each contract?
Is the file clearly indexed to enable ready access to pertinent records?
Has the COR been trained within the past 3 years and is the certificate present? Is a copy of the COR’s letter of appointment or designation in the file?
Does the COR file include the following items: Copy of the contract
All modifications All invoices All DD 250s Deficiency reports Copy of QASP
Copy of required regulations
Memos for the record and other correspondence/e-mail Surveillance checklist Surveillance schedule Environmental plan Maintenance plan Work plan GFP inventory Safety plan Test reports GFP validation
Has the COR reported contractor full time equivalents (CFTE) or validated the contractor’s input?46
If the COR is responsible for contractor performance reporting, has the COR
46
Refer to OSD Memorandum, “Guidance for the Submission and Review of the FY 2011 Inventory of Contracts for Services” 29 December 2011.
completed CPARS report inputs?
Has the COR performed contractor surveillance/site visits? Are the results of surveillance/inspection documented?
Does the COR complete a periodic contract performance report and forward it to the Contracting Officer?
F.4: DOs and DON’Ts: