Mandatory Procedure

Tableof Contents

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

[2019Edition]

The following aremandatory procedures (MP) for standardizing the Air Force (AF)contracting process regarding designation, assignment, andresponsibilities of a Contracting Officer s Representative. Theassignment of a COR is not necessary when the CO retains or delegatessurveillance to DCMA, or one of the categories of services exemptedin AFI 63-138.

1.0 Contracting Officer Roles andResponsibilities

1.1 As part of the acquisition planning process, the CO must determinethe nature of the work/requirement (Type A, B, or C) as specified inDoDI5000.72, DoDStandard for Contracting Officer s Representative (COR)Certification.

1.2 If the requiring activity has not yet initiated a CORnomination, the CO must initiate the Requestfor COR Support to notify the requiring activity of the need forCOR(s) support and to prompt requiring activity nomination of aqualified COR via the Joint Appointment Module (JAM) (formerly CORTTool) in Procurement Integrated Enterprise Environment (PIEE). 1.2.1 The Request for COR Support memorandum initiated by the CO shouldbe routed through requiring activity (e.g., COR Supervisor,Functional Commander/Director (FC/FD)). See Enclosure 5 of DoDI5000.72, Qualification Requirements for CORs and Enclosure 6 ofDoDI5000.72, Examples of CORResponsibilities and COR Certification Requirements.The COR must file the CO s Request for COR Support memorandum (ifused) in the COR Online File.

1.2.2 The CO must provide contract specifictraining (see paragraph 1.3.7). COR management isresponsible for ensuring that any COR performing under a waiverpursuant to sections 1701-1764 of Title 10, United States Codecompletes all required training. New entrant and required DoDComponent provided ethics and combating trafficking in persons (CTIP)training may not be waived.

1.2.3 The CO shall perform, withparticipation of the COR and COR supervisor, a yearly administrativereview of the COR's online file during the anniversarymonth of appointment, or more often, at the discretion of the CO.  The CO shall upload the COR File Annual Checklist to theSurveillance and Performance Monitoring (SPM) (Formerly CORT Tool) inPIEE comprised of the minimum requirements of DFARS PGI201.602-2(d)(vi), and contract and COR-relateddocuments necessary for the effective discharge of COR duties andresponsibilities.  The Checklist (available in SPM) shall guidethe COR in populating the online COR File, and serve as the basis forthe CO to judge the accuracy and completeness of the COR fileduring each review.      

1.2.4 Upon completion of each CO review ofthe online COR File, the CO shall document the results on theCOR File Annual Checklist, and upload each Checklist review tothe SPM. 1.2.5 The CORDesignation from the CO must also:

(a) Designatethe COR (if required) as an Assessing Official Representation (AOR)supporting the CPAR process;

(b) Stipulatethat the COR will be required to have access to the SynchronizedPre-Deployment & Operation Tracker (SPOT) (if required due tooverseas deployment support); and

(c) Stipulatewhether the COR will require access to the Enterprise-wide ContractManpower Reporting Application (eCMRA).

1.2.6 Notification of COR designation should be provided to theQAPC.

1.2.7. Distribution of the fully executed CORdesignation must be made to the COR, COR Supervisor, Contractor andProperty administrator. In addition, notification must be sent tothe local Judge Advocate General office or Office of General Counselimmediately upon the appointment of a COR designated as an OGE Form450 filer, and annually by January 1^st, a list of all CORs required to file OGEForms 450.

1.3 CO, Contract Specialist, or QAPC Led Training. The CO must ensurecontract-specific training is scheduled and provided to theprospective COR, unless waived (see 1.2.2). The training may beconducted by the CO, Contracting Specialist, or QAPC, and mustconsist of the following at a minimum prior to contract award:

1.3.1 Duties/responsibilities to bedelegated;

1.3.2 Importance of COR performance;

1.3.3 Personal conflicts of interest andpotential conflicts of interest;

1.3.4 Unauthorized commitments;

1.3.5 Ethics/integrity in relationships withthe CO, COR management (e.g., COR Supervisor, Services DesignatedOfficial (SDO), Functional Commander/ Directors (FC/FD)), and thecontractor;

1.3.6 Discussion of the SevenSteps to the Services Acquisition Process.

1.3.7 Contract-specific training consistingas a minimum of the following:

1.3.7.1 A discussion of the contract (SOW, PWS, Specifications,etc.), and surveillance plan/QASP;

1.3.7.2 An awareness of any areas in the contract susceptible tofraud, waste, and abuse;

1.3.7.3 Creation, maintenance, and submission of all surveillancedocumentation and contractor performance assessment informationrequired by the contract and applicable regulations;

1.3.7.4 How the COR can stay abreast ofcontract modifications;

1.3.7.5 How the COR can monitor contract fundstatus; and,

1.3.7.6 Joint CO and COR review of the CORFile Annual Checklist to ensure mutual understanding of thelevel/quality of surveillance and documentation must be maintained inthe on-line SPM file.

1.3.8 Refer to the SuggestedContract-Specific Training Syllabustemplate for conducting contract-specific training. Thetemplate may be tailored to fit your acquisition.

CORPerformance and Appraisal 1.4 At a minimum, the CO and COR supervisor must review the COR sreports, files, and other documentation forcompleteness/accomplishment, on an annual basis.

1.5 The CO must provide an annual assessment, as a minimum, on the COR sperformance to the COR supervisor. The assessment may be performedconcurrently with the administrative review of the COR online filedetailed in 1.2.3.

1.6 The COR must complete and upload reports to the SPM, asrequired, to enable the CO to review and approve/ reject reportsin the SPM.

1.7 When the CO terminates the COR s duties (see Terminationof COR Designation), a new COR can benominated prior to terminating the former COR. The requiringactivity must nominate a COR replacement via the JAM to ensurecontinuous contract monitoring by a qualified individual. Copies ofthe designation for the successor COR will have the same distributionrequirements as the COR letter of designation.

1.8 When the requiring activity requests termination of CORdesignation, the CO must terminate the COR designation in writing(use of the Smart Form in the JAM is authorized). Include thesigned Terminationof COR Designation in the official contractfile.

1.9 The CO must forward a copy of the fully executed Terminationof COR Designation to the COR, CORSupervisor, Contractor, and as applicable, to the contractadministration office(r).

2.0 COR Roles and Responsibilities

2.1  Register for JAM and SPM access through the PIEE e-Business Suite athttps://wawf.eb.mil,and complete training to effectively perform duties in the SPM. Training includes a review the JAM and SPM Users Guide and FAQs, andif necessary, a request for additional training from a localDepartment Administrator (DA).

2.2 Provide information necessary to assess whether any actual orpotential personal conflicts of interest with performing theresponsibilities to be designated exist. Conflicts of interestdetermination will be reviewed again prior to contract award.

2.3 Participate, as requested, in annual CPAR procedures and contractclose-out.

2.4 Remain abreast of changes to terms and conditions of the contractresulting from contract modifications.

2.5 Perform only those duties/responsibilities delegated by the CO inthe CORDesignation.

2.6 CORs may be designated as the Assessing Official s Representative(AOR) by the CO in the Contractor Performance Assessment ReportingSystem (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'sperformance. If the CO requires the COR to have access to thecontractor performance assessment reporting system (CPARS), thesynchronized pre-deployment and operational tracker (SPOT) or theenterprise contractor manpower reporting application (eCMRA), anaccount would be authorized and granted after COR designation.

3.0 COR Supervisor

3.1 Register for SPM access via the Procurement IntegratedEnterprise Environment (PIEE) e-Business Suite athttps://wawf.eb.mil,and then complete training to effectively perform duties in the SPM. Training includes a review of the JAM and SPM Tool UsersGuide and FAQs, and if necessary, a request for additional trainingfrom a local DA.

3.2 Review and approve (certify) orreject COR nominations in the JAM, when submitted by anassigned COR in the JAM and notified by a system-generatedemail that a nomination is Awaiting Approval .

3.3The COR Supervisor shall ensure that the COR completes anduploads COR Reports to SPM, as required, to enable theCO to review and approve/ reject reports in the SPM.

3.4  Conduct regular reviews of COR inputs into SPM, and follow-up asnecessary, on the content, timeliness, and completeness of CORReports, online files, and other COR-related documentation.

3.5 If a Chief-Contracting Officer s Representative (C-COR) isappointed for a service contract pursuant to AFI63-138, Acquisition of Services, Chapter 2, the C-COR mustmaintain the sole online COR file in SPM for the contract. When a COappoints a C-COR and CORs on the same contract, the relationshipshall be annotated on the COR Designation.

4.0 OGE 450 Determination and Processing

4.1 A COR must file an OGE450 if determined to meet thecriteria for filing a Confidential Financial Disclosure Report (OGEForm 450) as set forth in section 2634.904 of Title 5, Code ofFederal Regulations, and section 7-300 of DoD 5500.07-R.

4.1.1 A COR need not be designated as an OGE 450 filer, IAW section2634.904 of Title 5, if all of the following apply: (a) TheCOR will NOT participate personally and substantially in anycontracting process,

(b) The CORwill NOT exercise substantial discretion, through interactions,decisions, or reports, that will influence the contractor sactivities and result in a substantial economic effect on thecontractor s interests,

(c) The COR swork and judgment WILL BE subject to substantial supervisionand review by the CO & COR Supervisor, with final authoritydeferred to the CO for contractor direction and contract-relatedmatters, and

(d) The COR sactions will NOT cause any conflict of interest (real or apparent)between the interests of the COR and the government and/or thecontractor

4.2 The COR must submit the completed OGE450 directly to his or her supervisor and provide the informationcontained on the OGE 450 to the CO for review prior to submission tothe 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 contractingrequirements associated with the quality assurance program and anyMAJCOM/DRU/AFRCO/SMC procedures prior to contract award. Seeparagraph 1.5 herein.

5.2 Assist the CO in providing contract-specific training (to includerefresher training) to the COR (Reference paragraph 1.3 above) andensuring required training is accomplished in accordance with DoDI5000.72, DoDStandard for Contracting Officer s Representative (COR)Certification, 26 Mar 15.

5.3 Monitor the inputs and use of SPM for the assignedorganization.   This requires registration, training, anddesignation as a local JAM/SPM DA or Manager Role by all QAPCs.  DAs/Managers provide functional, not technical support,and provide for the continued deployment of JAM and SPM for newusers and for the support of existing users in the localorganization, by performing three categories of duties:

5.3.1 GETTINGSTARTED: (a)Advise or assist new users with initial JAM/SPM registration, orexisting users with registration and profile updates, through thePIEE e-Business Suite platform; (b) Activate new roles (ifdesignated as a DA) and added roles (only if a DA) after verifyingproper completion of the automated DD2875; and,

(c)Conduct JAM SPM training or provide training resources to users.

5.3.2 USERSUPPORT: (a)Advise and assist on the functions & features of JAM/SPM; (b)Use Administrator or Manager privileges to research, troubleshoot,and advise on reported functional issues; (c) Refer usersto the PIEE Helpdesk, when a reported issue involves accounts,errors, or technical support; (d)  Monitor records ofall COR nominations, designations, and terminations of designations,to include COR s acknowledgement of their duties, by contractnumber and CO s name;

(e) Monitor records of all COR and COR management training,including refresher training regardless of provider (e.g., QAPC, CO,contract specialist, contract administrator, Defense AcquisitionUniversity, or commercial training provider); and,

6.0 Memorandum Templates and ContractTraining Syllabus

Requestfor COR Support

SuggestedContract-Specific Training Syllabus