Mandatory Procedure
MP5301.602-2(d) -
Designation, Assignment, and Responsibilities of a
Following are mandatory procedures (MP) for standardizing the Air Force (AF) contracting process regarding designation, assignment, and responsibilities of a Contracting Officer’s Representative and will be used when awarding services acquisitions unless the three conditions at DFARS PGI 201.602-2(v)(A) are met.. While 10 U.S.C. 2330 exempts services relating to research and development and military construction from the term “contract services”, the Contracting Officer (CO) may still elect to use the procedures in this MP for these services.
1. Contracting Officer Roles and Responsibilities
1.1 As part of the acquisition planning process, the CO must determine the nature of the work/requirement (Type A, B, or C) as specified in OUSD (AT&L) Memorandum, 29 Mar 10, “DoD Standard for Certification of Contracting Officer’s Representatives (COR) for Service Acquisitions.”
1.1.1 Type A: fixed-price, low performance risk requirements;
1.1.2 Type B: other than fixed-price, low performance risk requirements;
1.1.3 Type C: unique requirements that necessitate a professional license, higher education, or specialized training
1.2 Based upon the CO’s determination of type work/requirement and DFARS PGI 201.602-2, the CO must determine if a COR is (or multiple or alternate CORs are) required to assist in technical monitoring or administration of a contract. If yes, the CO must notify the requiring activity of the need for COR(s) support and must complete and forward a Request for COR Support memorandum to the requiring activity.
1.3 After receipt of the COR nomination package(s) from requiring activity (see COR Nomination template), the CO must determine if the prospective COR is:
1.3.1 Qualified and acceptable or
1.3.2 Unqualified or unacceptable. If unqualified or unacceptable, the CO must identify specific deficiencies, notify the requiring activity, and request additional information or a new COR nomination.
1.4 The CO must ensure contract-specific training (to include refresher training) is scheduled and provided to the prospective COR. The training may be conducted by the CO, or the CO’s designee, and must consist of the following at a minimum prior to contract award:
CO or QAPC Led Training
1.4.1 Duties/responsibilities to be delegated;
1.4.2 Importance of COR performance;
1.4.3 Personal conflicts of interest and potential conflicts of interest;
1.4.4 Unauthorized commitments;
1.4.5 Ethics/integrity in relationships with the CO, COR management (e.g., COR Supervisor, Functional Commander/ Directors (FC/FD)), and the contractor; and,
1.4.6 Discussion of the Seven Steps to the Services Acquisition Process.
CO Led Training
1.4.7 Contract-specific training consisting as a minimum of the following:
1.4.7.1 A discussion of the contract, performance work statement, and quality assurance surveillance plan;
1.4.7.2 An awareness of any areas in the contract susceptible to fraud, waste, and abuse; and,
1.4.7.3 Creation, maintenance, and submission of all quality assurance documentation and contractor performance assessment information required by the contract and applicable regulations.
1.4.8 A template for conducting contract-specific training, which may be tailored to fit your acquisition, can be found at Suggested Contract-Specific Training Syllabus.
1.5 The CO must appoint the COR via the COR Designation Memorandum (see COR Designation template) and forward a copy of the fully executed COR Designation Memorandum to the COR, contractor, QAPC and as applicable, to the contract administration office.
1.6 The CO must review the COR’s reports for completeness/accomplishment.
1.7 The CO must provide an assessment on COR performance to the COR supervisor, as requested.
1.8 If COR reports and/or performance are inadequate, the CO must provide a written assessment and discuss performance with the COR.
1.9 If reports and/or performance continue to be inadequate, the CO must provide a written assessment and discuss COR performance with COR management.
1.10 In cases where COR performance continues to be poor, the CO must terminate the COR duties (see Termination of COR Designation), and request a COR replacement. The requiring activity must provide a COR replacement to ensure continuous contract monitoring by a qualified individual.
1.11 Only the CO may terminate a COR designation.
1.12 When the requiring activity requests termination of COR designation, the CO must terminate the COR designation in writing. The termination memorandum must be executed by the CO and acknowledged by the COR and COR supervisor. Include the signed Termination of COR Designation memorandum in the official contract file.
1.13 The CO must forward a copy of the fully executed Termination of COR Designation memorandum to the COR, COR Supervisor, QAPC, and as applicable, to the contract administration office.
2. COR Roles and Responsibilities
2.1 Provide information necessary to assess actual or potential personal conflicts of interest and immediately notify the CO if subsequent situations arise.
2.2 Initiate request for required COR training/COR refresher training to ensure required training is completed prior to contract award IAW OUSD (AT&L) Memorandum, March 29, 2010, “DoD Standard for Certification of Contracting Officer’s Representatives (COR) for Service Acquisitions.”
2.3 Participate, as requested, in requirements definition/pre-award activities.
2.4 Ensure that participation in the pre-award process and performance of prospective COR/COR duties/responsibilities are properly addressed in the annual performance appraisal.
2.5 Establish and maintain a COR file in accordance with DFARS PGI 201.602-2(ii) and this Mandatory Procedure.
2.6 Remain abreast of changes to terms and conditions of the contract resulting from contract modifications.
2.7 Perform only those duties/responsibilities delegated by the CO in the COR Designation memorandum.
2.8 CORs must not appoint, delegate, or re-delegate COR duties/responsibilities to another individual. Only a CO may designate a COR and delegate duties/responsibilities to a COR.
2.9 Provide reports on contract performance to the CO. If advised by the CO that reports are inadequate, ensure follow-on reports address issues expected by CO.
2.10 When advised by the CO or COR management that COR designation will be terminated, ensure reports/records are made available to the CO, COR management, and a successor COR, if one is designated by the CO.
2.11 If circumstances change and there is a reasonable expectation that the designated COR cannot perform effectively, (e.g., personal conflict of interest, change in assignment), the COR must notify the CO and COR management and request the CO terminate the COR designation and take action to designate a successor COR.
3.0 Requiring Activity/COR Management
COR responsibilities are set forth in DFARS 201.602-2 and DFARS PGI 201.602-2. Additional COR and COR management responsibilities are set forth in OUSD (AT&L) Memorandum, March 29, 2010, “DoD Standard for Certification of Contracting Officer’s Representatives (COR) for Service Acquisitions.”
4.0 Quality Assurance Program Coordinator (QAPC)
4.1 Train CORs and COR management (e.g., COR Supervisor, Functional Commanders/Directors (FC/FD)) on the contracting requirements associated with the quality assurance program and any MAJCOM/DRU/HQ AFICA/AFISRA /SMC procedures.
4.2 Assist the CO in providing contract-specific training (to include refresher training) to the COR in accordance with OUSD (AT&L) Memorandum, March 29, 2010, “DoD Standard for Certification of Contracting Officer’s Representatives (COR) for Service Acquisitions.”
4.3 Maintain the organization’s inputs into the DoD Contracting Officer Representative Tracking (CORT) Tool. Duties include maintaining:
(a) a record of all COR designations and terminations of designations, to include COR’s
acknowledgement of their duties, by contract number and contracting officer’s name;
(b) a record of all COR and COR management training, including refresher training regardless of provider (e.g., QAPC, contracting officer, contract specialist, contract administrator, Defense Acquisition University, or commercial training provider).
5.0 Qualification Requirements for CORs (Training, Agency Experience, Relevant Technical Experience and General Competencies)
The training requirements specified in OUSD (AT&L) Memorandum, March 29, 2010, “DoD Standard for Certification of Contracting Officer’s Representatives (COR) for Service Acquisitions,” meet the minimum training requirements for COR designation. MAJCOMs, DRUs, HQ AFICA, AFISRA, and SMC may add additional training requirements to meet their mission.
6.0 Memorandum Templates and Contract Training Syllabus