MP5301.602-2(d) Designation, Assignment, and Responsibilities of a Contracting Officer’s Representative (COR)

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Mandatory Procedure

MP5301.602-2(d)
Designation, Assignment, and Responsibilities of a

Contracting Officer’s Representative (COR)

[ Revised October 3, 2017 ]

The 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 supply contracts with cost reimbursement line items, services contracts or construction contracts. In accordance with DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification, a Contracting Officer (CO) will designate a COR for all service contracts, including construction. However, a COR does not need to be assigned to a contract when the conditions of DFARS PGI 201.602-2 exist. The conditions are as follows: the contract will be awarded using the simplified acquisition procedures; the requirement is not complex; and the Contracting Officer (CO) documents the file, in writing, with the specific reasons why the appointment of a COR is unnecessary. The assignment of a COR is also not necessary when the CO retains surveillance (to include supply contracts with cost reimbursement line items), delegates surveillance to DCMA, A-E contracts, or for non-Advisory and Assistance Services Research and Development (R&D) contracts. CORs may be required for any other contract when the need for a COR is determined to exist by the Contracting Officer.

CORs may be assigned for any contract when the need for a COR is determined by the CO and is in the best interest of the U.S. Government. All CORs must be employees, military or civilian, of the U.S. Government, a foreign Government or North Atlantic Treaty Organization (NATO)/coalition partners.  In no case will contractor personnel serve as a COR.

1.0 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 DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification.

1.2 Based upon the CO’s determination of the nature of the work/requirement and DFARS PGI 201.602-2, the CO must determine if a single COR, or multiple/alternate CORs, are required to assist in technical monitoring or administration of a contract.

1.3 The CO will determine if a COR meets the criteria for filing an Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report, as set forth in 5 C.F.R. 2634.904(a) and DOD 5500.7-R, §7-300. The CO will decide if a COR needs to file an OGE Form 450 after considering the COR’s designated duties and responsibilities and level of supervision and review when measured against the criteria. A COR should be designated as an OGE Form 450 filer if the COR will exercise significant judgment without substantial supervision and review.

1.4 The request for a nomination package and completing the nomination package is a collaborative effort between the requiring activity, COR management, and the CO. It must be completed as early in the acquisition process as possible to allow COR participation in pre-award activities. In all cases, nomination package(s) must be submitted before contract award. If the requiring activity has not initiated a COR nomination request within the DoD CORT Tool, the CO must initiate the Request for COR Support and notify the requiring activity of the need for COR(s) support.

1.5 CO, Contract Specialist, or QAPC Led Training. The CO must ensure contract-specific training is scheduled and provided to the prospective COR, unless waived (see 1.4.3). The training may be conducted by the CO, Contracting Specialist, or QAPC, and must consist of the following at a minimum prior to contract award:

COR Performance and Appraisal

1.6 At a minimum, the CO and COR supervisor must review the COR’s reports, files, and other documentation for completeness/accomplishment, on an annual basis.

1.7 The CO must provide an annual assessment, as a minimum, on the COR’s performance to the COR supervisor. The assessment may be performed concurrently with the administrative review of the COR online file detailed in 1.4.5.

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 supervisor.

1.10 In cases where COR performance continues to be poor, the CO must terminate the COR duties (Termination of COR Designation), and request a COR replacement. A new COR can be nominated prior to terminating the former COR. The requiring activity must nominate a COR replacement via the CORT Tool to ensure continuous contract monitoring by a qualified individual. Copies of the designation for the successor COR will have the same distribution requirements as the COR letter of designation.

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 (use of the “Smart Form” in the CORT Tool is authorized). The termination of COR designation must be executed by the CO and acknowledged by the COR and COR supervisor, and uploaded in the CORT Tool. Include the signed Termination of COR Designation in the official contract file.

1.13 The CO must forward a copy of the fully executed Termination of COR Designation to the COR, COR Supervisor, Contractor, and as applicable, to the contract administration office(r).

2.0 COR Roles and Responsibilities

2.1  The COR must have a Wide Area Work Flow (WAWF) account and be a registered DoD CORT Tool user to initiate the nomination package. Register for CORT Tool access through the Wide Area Workflow e-Business Suite at https://wawf.eb.mil, and complete training to effectively perform duties in the CORT Tool.  Training includes a review the CORT Tool Users Guide and FAQs, the Air Force CORT Tool website, and if necessary, a request for additional training from a local Department Administrator (DA). Training must be completed prior to contract award.

2.2 Provide information necessary to assess whether any actual or potential personal conflicts of interest with performing the responsibilities to be designated exist. Conflicts of interest determination will be reviewed again prior to contract award. Complete and file an OGE Form 450, Confidential Financial Disclosure Report, if designated as a required filer by the CO.

2.3 Participate, as requested, in requirements definition/pre-award activities, annual CPAR procedures and contract close-out.

2.4 Establish and maintain a COR file in accordance with DFARS PGI 201.602-2(d)(vi) in the CORT Tool or if due to size limitations, an alternate location that is accessible to the CO and QAPC.

2.5 Remain abreast of changes to terms and conditions of the contract resulting from contract modifications.

2.6 Perform only those duties/responsibilities delegated by the CO in the COR Designation.

2.7 CORs shall not designate or re-delegate COR duties/responsibilities to another individual. Only a CO may designate a COR and delegate duties/responsibilities to a COR.

2.8 Provide reports on contractor performance to the CO or a CO designate (if applicable). If advised by the CO that reports are inadequate, ensure follow-on reports address issues expected by CO. CORs may be designated as the Assessing Official’s Representative (AOR) by the CO in the Contractor Performance Assessment Reporting System (CPARS) IAW the CPARS Guide.  If designated as an AOR, the COR would be responsible for providing a timely, accurate, quality, and complete narrative for a report on the contractor's performance. If the CO requires the COR to have access to the contractor performance assessment reporting system (CPARS), the synchronized pre-deployment and operational tracker (SPOT) or the enterprise contractor manpower reporting application (eCMRA), an account would be authorized and granted after COR designation.

2.9 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.

2.10 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 supervisor and request the CO terminate the COR designation and take action to designate a successor COR.

2.11 Reference DFARS 201.602-2 and DFARS PGI 201.602-2 for COR responsibilities. Additional COR responsibilities are addressed in DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification, 26 Mar 15

3.0 COR Supervisor

3.1 The requiring activity/COR supervisor must have a WAWF account and be a registered DoD CORT Tool user to complete the nomination package. Register for CORT Tool access via the Wide Area Workflow e-Business Suite at https://wawf.eb.mil, and then complete training to effectively perform duties in the CORT Tool.   Training includes a review the CORT Tool Users Guide and FAQs, the Air Force CORT Tool website, and if necessary, a request for additional training from a local DA.

3.2 Review and approve (certify) or reject COR nominations in the CORT Tool, when submitted by an assigned COR in the CORT Tool and notified by a system-generated email that a nomination is “Awaiting Approval”.

3.3  Conduct regular reviews of COR inputs into the CORT Tool, and follow-up as necessary, on the content, timeliness, and completeness of COR Reports, online files, and other COR-related documentation.

3.4 Ensure that participation in the pre-award process and performance of COR/COR duties/responsibilities are properly addressed in the annual performance appraisal.

3.5 It is the COR supervisor’s responsibility to ensure the COR has completed the OGE 450, if required.

3.6 If a Chief-Contracting Officer’s Representative (C-COR) is appointed for a service contract pursuant to AFI 63-138, Acquisition of Services, Chapter 2, the C-COR must maintain the sole online COR file in the CORT Tool for the contract. When a CO appoints a C-COR and CORs on the same contract, the relationship shall be annotated on the COR Designation.

3.7 Reference DFARS 201.602-2 and DFARS PGI 201.602-2 for COR responsibilities. Additional COR supervision responsibilities are addressed in DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification, 26 Mar 15.

4.0 OGE 450 Determination and Processing

4.1 A COR must file an OGE 450 if determined to meet the criteria for filing a Confidential Financial Disclosure Report (OGE Form 450) as set forth in section 2634.904 of Title 5, Code of Federal Regulations, and section 7-300 of DoD 5500.07-R.

4.2 The COR must submit the completed OGE 450 directly to his or her supervisor and provide the information contained on the OGE 450 to the CO for review prior to submission to the local legal office by the required date.

5.0 Quality Assurance Program Coordinator (QAPC)

5.1 Train CORs and COR management [e.g., COR Supervisor, SDO, Functional Commanders/Directors (FC/FD)] on the contracting requirements associated with the quality assurance program and any MAJCOM/DRU/AFRCO/SMC procedures prior to contract award. See paragraph 1.5 herein.

5.2 Assist the CO in providing contract-specific training (to include refresher training) to the COR (Reference paragraph 1.3 above) and ensuring required training is accomplished in accordance with DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification, 26 Mar 15

5.3 Monitor the inputs and use of the DoD CORT Tool for the assigned organization.   This requires registration, training, and designation as a local CORT Tool DA or Manager Role by all QAPCs.   DAs/Managers provide functional, not technical support, and provide for the continued deployment of the CORT Tool for new users and for the support of existing users in the local organization, by performing three categories of duties:

6.0 Memorandum Templates and Contract Training Syllabus

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