MandatoryProcedure 

 INTERIMCHANGE: See   PolicyMemo 20-C-06 

Table of Contents

MP5301.603 Selection,Appointment, and Termination of Appointment of Contracting Officers 

[2019 Version]

1. Applicability. This MP must be used when: 

--selecting and nominating individuals for warrants  -- examiningcandidate qualifications  -- appointing COs  -- modifyingappointments  -- reinstating previously held AF warrants  --transferring warrant eligibility between AF contracting offices  --documenting appointments  -- terminating appointments

1.1.Exemption. Procedures for the selectionand appointment of Contingency Contracting Officers (CCO), annual CCOwarrant review requirements, and termination of CCO appointments areset forth in AFFARS 5301.603 and this MP.

 1.2. Supplements. Supplements or local procedures are limited to authorizeddesignations/delegations of focal point responsibility, or asotherwise specified herein to maximize standardization.

2. Special Topics.

2.1.Focal Points (FP). TheSCO appointed FP oversees the warrantprocess as outlined in this MP. FPs may also be designated atsubordinate contracting offices and delegated warrant-relatedresponsibilities as appropriate, including Air Force ContractingOfficer Test (COT) proctor responsibilities. All FPs must bedesignated in writing. FPs must submit the  WarrantProcess Focal Point Designation to the MAJCOM/DRU/AFRCO/SpRCO/SMC warrant process FP, who willmaintain it on file.

Warrantprocess FPs who have been designated as COT proctors must upload thedigitally signed Warrant Process Focal Point Designation and the COTStatement of Security and Standards to the  COTSharePoint web site  in order toreceive access to proctor areas of the SharePoint.

HQAFMC/PK maintains the COT SharePoint site. The designated FP mustimmediately notify HQ AFMC/PK when a COT proctor departs or isreplaced.

2.1.1. AF CO Warrant Tracking Tool. TheSCO, must designate a FP to oversee the Air Force Contracting OfficerWarrant Tracking Tool (AFCOWTT). This Tool is made up of twoportions: one is reserved for AFMC (excluding AFICC) and the other isreserved for AFICC, DRUs, SMC, and AFOTEC. FPs obtainview/add/delete access to the Air Force portion of the AFCOWTT bysubmitting a copy of their Warrant Process Focal Point Designation to SAF/AQCI . FPs obtain view/add/delete access to the AFMC portion of the AFCOWTTby submitting a copy of their Warrant Process Focal Point Designationto HQAFMC/PK. Prior to obtaining access, FPs must request training on theuse of the AFCOWTT by contacting SAF/AQCI or HQ AFMC/PK, asapplicable, and they are responsible for entering data into the toolfor all COs (including CCOs), tracking and managing contractingofficer appointments, uploading warrants ( SF1402s), and updating the toolbased on PCSs, transfers to non-CO positions, resignations,retirements, end of CCO assignment, warrant transfers, suspensions,terminations, and administrative changes to warrants.

2.2.Administrative Changes. A written requestto reissue an existing warrant certificate for administrativepurposes (e.g., damage to/deterioration of the original  SF1402 , name changes) may besubmitted directly to the FP for processing to the appropriateappointing authority. This does not constitute a new appointment.

2.3.Modifying Warrant Limitations. A requestto modify limitations stated on the  SF1402  must be processed as a newappointment in accordance with this MP. However, warrant testing andmeeting a warrant board, once successfully accomplished, must not berequired except:

-- when a candidate for an unlimited warrant, whopreviously met a warrant board for a limited warrant, must meet asubsequent warrant board prior to obtaining an unlimited warrant. Theunlimited warrant board will include members and scenario-typequestions as required by 3.5 below;

--as stipulated in paragraph 2.5.3 below; or

-- when used to evaluate the individual sproficiency following a written suspension of warrant authority (seeparagraph 2.7 below).

2.4.Reinstating Air Force Warrants. Warrantreinstatement applies to an individual who previously held an AFwarrant (including grandfathered individuals), which was subsequentlyterminated due to:

-- reassignment from the position requiring thewarrant;

-- termination of employment with the organizationthat originally issued the warrant (see Note below);

-- retirement; or

-- unsatisfactory performance.

Note:Includes situations whereby an AF CO transfers to a non-AF agency ororganization and subsequently returns to an AF contracting office.

2.4.1. A request toreinstate an AF warrant must be submitted to the appointing authorityfor approval through the designated FP using the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template.

2.4.2. Warrant testingand warrant board processes in accordance with this MP are requiredprior to reinstating a warrant:

-- if termination of the warrant was for cause; or

-- if after review of the request, the appointingauthority determines that the significant time lapse since thewarrant was terminated justifies reassessment of the candidate squalifications.

Ineither of these instances, the warrant package is submitted as a newappointment in accordance with this MP.

2.5.Transferring Warrant Eligibility.

2.5.1. When awarranted employee (including those grandfathered) transfers to anorganization with a different appointing authority and the newposition requires a CO warrant, thegaining appointing authority must request the completed  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template from the losing appointing authority.

2.5.2. The losingappointing authority will terminate the warrant upon the employee sdeparture and the gaining appointing authority will process a new ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template prior to issuance of a new  SF1402  to complete the warranttransfer process. However, warrant eligibility does not guaranteeimmediateappointment (e.g., the appointing authority determines time is neededfor the individual to become familiar with new workloadresponsibilities and organizational procedures).

2.5.3. Unlimitedwarrant eligibility means an individual has passed both the automatedCO test (COT) and the warrant board for an unlimited warrant inaccordance with this MP. Once an individual is eligible for anunlimited warrant, the appointing authority of the gainingorganization must not require the individual to test or board again. Unlimited warrant eligibility is transferable across AF contractingoffices, provided:

-- the original appointing authority (or individualcurrently occupying that position) certifies on the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template that the candidate maintained proficiency in the previouslyassigned position; and

-- the warrant was issued in accordance with DFARS201.603-2, 5301.603-2-90, and this MP.

Ifthese conditions are not met, the gaining appointing authority mayrequire the candidate to successfully complete the COT and/or meet awarrant board in order to be issued a warrant.

2.5.4. Limited warranteligibility means an individual has passed the COT in accordance with5301.603-2-90 and this MP. The appointing authority of the gainingorganization must not require the individual to test again. Limitedwarrant eligibility is transferable across AF contracting offices,provided:

-- the original appointing authority (or individualcurrently occupying that position) certifies on the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template that the candidate maintained proficiency in the previouslyassigned position; and,

-- the warrant was issued in accordance with DFARS201.603-2, 5301.603-2-90, and this MP.

Ifthese conditions are not met, the gaining appointing authority mayrequire the candidate to successfully complete the COT in order to beissued a warrant.

2.5.5. If warrantboards are convened in accordance with local procedures prior toissuing warrants of less than $5M, limited warrant eligibilitytransfers may require the candidate to meet the local warrant boardbefore the gaining appointing authority issues the warrant.

2.6.Grandfathering Contracting Officers. COs(including Purchasing Agents in the GS-1105 series) are not requiredto be tested, re-boarded or reappointed in accordance with theseprocedures to retain their existingappointments held prior to theestablishment of this MP. However, those grandfathered COs withlimited warrants of less than $5M must pass the COT and meet thewarrant board as outlined in paragraph 3.5 below in order to beeligible for a new warrant of $5M or more.

2.7.Contracting Officer Proficiency.

2.7.1. Proficiency iscontinually affirmed through the review and assessment of the CO sbody of work during clearance reviews, unit self-inspections,Operational Readiness/Compliance Inspections, or through interactionsbetween the CO and a supervisor within the CO s management chain,or the appointing authority.

2.7.2. Whenappropriate, the appointing authority may terminate a warrant forcause. The appointing authority may suspend a CO s warrant inwriting, until such time as the individual has demonstratedproficiency to the satisfaction of the appointing authority; otherwise, the warrant must be terminated for cause.

2.7.3. If a CO failsto make progress to obtain sufficient continuous learning (CL) pointsto maintain currency and proficiency in accordance with the DefenseAcquisition Workforce CL requirement, the appointing authority maysuspend a CO s warrant, in writing, until the individual obtains,or has an achievable plan to obtain, the required CL points.

2.7.4. The appointingauthority must rescind/suspend/terminate CO warrants in writing.

2.8.Air Force Contracting Officer TestMaintenance. To ensure the integrity ofthe COT, the database of questions, answers, and references arereviewed and updated on a regular basis. HQ AFMC/PK hasconfiguration control responsibility for the COT application,question database, and the Administratorand User Guide.

2.8.1. The MAJCOM/DRUFP (or for AFMC, the lead FP)must immediately notify HQAFMC/PK upon discovery of an incorrect or incomplete reference orincorrect answer, or a suspect question as evidenced by thepercentage of incorrect answers selected or by test scorechallenges/validation efforts.

2.8.2. HQ AFMC/PK isresponsible for making administrative changes (e.g., office symbolchanges, threshold changes, reference changes) to questions, answers,and references residing within the COT database as regulatory changesare published, and/or upon receipt of notices from FPs, as discussedin 2.8.1 above.

3. Selecting, Nominating, andEvaluating Individuals

3.1Standard Nomination Package. Use the ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template to nominate a Procuring Contracting Officer (PCO),Administrative Contracting Officer (ACO), and/or TerminationContracting Officer (TCO) for a limited (by value and/or function) oran unlimited warrant. The warrant candidate sponsor shall be nolower than the candidate s first level supervisor. The templatemust document the candidate s experience and any reasonableaccommodation of a candidate (e.g., visual or mobility issues orvoice-assisted software requirements).

3.2.Compliance Review. The completed templateis submitted to the FP, who must review it to validate compliancewith FAR 1.603, as supplemented. The FP affirms compliance bysigning the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request or  CCOAppointment/Termination Request template in the space provided. Additional management reviews orendorsements on the completed template are at the discretion of theappointing authority.

3.3.Air Force Contracting Officer Test. Uponbeing nominated, candidates for warrants above the simplifiedacquisition threshold (SAT) must complete and pass the four-hourtimed, open book (see paragraph 3.3.5 below) COT to assesscontracting knowledge and research ability. Assistance to acandidate taking the COT by another individual or group isprohibited, except that which is necessary to provide reasonableaccommodation to an employee as documented on the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template. Completion of the COT is not required for ContingencyContracting Officer (CCO) warrants issued pursuant to5301.603-2-90(e).

3.3.1. The COT proctorschedules and designates/secures anappropriately equipped testing site, away from the candidates assigned workstations, notifies the candidates, and generates thetest. The COT proctorfacilitates the COT by ensuring all testersare present and able to start the test, helps testers navigatethrough the COT Instructions to the Test Takers Presentation available on the COT SharePoint website and supports the testchallenge process. Theproctor must be present during the entire exam.

3.3.2. Each COT mustcontain 50 randomly selected true/false and multiple-choice questionsfrom the FAR, DFARS, and/or AFFARS.

3.3.3. The COT proctorverifies the candidate s completion of the COT according to thespecific directions within this MP, the COT Focal Point Training, andthe COT Instructions to Test Takers Presentation.

3.3.4. The COT proctormay authorize use of the hold timer feature of the COT duringthe designated four-hour test period, if justified (e.g., emergencyevacuations/relocations, or reasonable accommodation for an employeeas documented on the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template).   3.3.5. Duringthe COT, candidates are limited to the use of electronic regulationsavailable on theAcquisition.gov and hard copies of the FAR and DFARS;however, hard copies will not be provided. Notes and electronicdevices are not permitted in the testing site. Use of email, instantmessaging, or any other form of electronic communication isprohibited during COT administration.

3.3.6. The candidatemust provide the correct answer and cite the correct, completereference (e.g., FAR 15.401(a)(2)(i)(B)), in which the correct answeris located in order to earn two points. If the candidate answers thequestion correctly but the reference incorrectly, only one point isgranted. If the candidate answers the question incorrectly, but thereference correctly, the candidate will not receive any points, asthis indicates a failure to understand the regulation. The COT isautomatically and electronically scored. Aminimum score of 85% is required to pass the COT and be eligible fora warrant; however, a passing score does not guarantee a COappointment. The specific score attained is only provided to thecandidate.

3.3.7. When a candidatepasses the COT, the COT proctor must generate, sign, and date a  COTCertificate of Completion  andprovide it to the candidate. The COT proctor also annotatessuccessful COT completion on the candidate s  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template in the space provided.

3.3.8. If a candidatefails to pass the COT, s/he may challenge missed questions and/orreferences if approval of the challenge would result in a passingscore. The challenge process is conducted in accordance with theprocedures described in the COT Question Challenge Instructions.

3.3.9. Acandidate who fails the COT may retake itat the next offering, if authorized by their immediate supervisor andspace is available. If the candidate fails to pass the COT on thesecond attempt, the candidate may not retake the COT until a sixmonth waiting period has passed.. The appointing authority may waivethe waiting period when appropriate.

3.3.10. Supervisors areauthorized to approve four continuous learning points once per12-month period for any individual who completes the COT whether fora warrant request action or for training purposes.

3.3.11. An individualmay take the proctored COT for practice no more than once every 6months, space permitting, and as authorized by their immediatesupervisor. Candidates may not take the proctored COT for practicemore than four times prior to taking the actual COT. If theindividual is subsequently nominated for a warrant which requires thecandidate to pass the COT, the individual will complete and pass theCOT per paragraph 3.3.6 above, prior to being issued a warrant. Under no circumstance will completion of the proctored COT forpractice be used as the basis for warrant eligibility.

3.3.12. Use of the COTis optional for candidates seeking limited warrants at or below theSAT or for limited functional warrants (see paragraph 3.4 below).

3.3.13.A demonstration (demo) test was developed to help familiarize warrantcandidates with the question structure of the COT. The demo is anunproctored, 50 minute-timed test consisting of 10 questionselectronically and randomly selected from a 20 question pool. Thereis no limit on the number of times the demo test may be taken by acandidate.

3.4.Limited Warrants. Limited warrants may beissued for any monetary threshold depending upon organizational needsand the qualifications and capabilities of the candidate. Limitedwarrants may be issued for specific functions (e.g., contractcloseout, defective pricing actions, task or delivery orders within aspecified dollar value, and funding and/or administrativemodifications) if the requirements in  AFFARS5301  and  5318 are met. Successful completion of the COT indicates eligibility fora limited warrant above the SAT but less than $5M. The COT isoptional for limited functional warrants (see paragraph 3.3.12).Warrant boards may be used for limited warrants of less than $5M,and/or limited functional warrants. Dollarized warrant limitationsapply to the value of the instant contract action the contractingofficer is executing. For example, if a CO holds a limited warrantof $5M and the contract award amount of the instant action is $6M,the CO is not authorized to sign the contract; however, the same COwould be authorized to sign a $5M funding action issued against thesame contract.

3.5.Warrant Board.

3.5.1. The purpose ofthe board is to further assess the candidate s experience,qualifications, communication skills, and overall demeanor in orderto provide objective information upon which the appointing authoritymay make a reasonable judgment.

3.5.2. The board mustbe chaired by the appointing authority or designee, but not at alevel lower than:

-- Deputy Director or Assistant Director ofContracting;

-- Technical Director/Assistant to the Director ofContracting;

-- Chief of the Clearance and Program SupportDivision or Chief of Policy;

-- highest level contracting official at ageographically separated organization or detachment;

-- COCO, Deputy, or equivalent.

3.5.3. Including theboard chairperson, the warrant board must have a minimum of fivemembers* participating to constitute a quorum. Suggested boardcomposition includes:

--contracting office supervisors;  -- a representative from thestaff judge advocate office (strongly recommended);  --Competition Advocate;  -- a clearance/program supportprocurement analyst;  -- a small business specialist;  --supervisors from other disciplines; and,  -- a cost/priceanalyst

*Warrantboard members may participate in person, by teleconference or videoconference at the discretion of the board chairperson.

3.5.4. The FP mustschedule the warrant board and notify all participants of the timeand location of the board, and maintains a permanent record of theproceedings (i.e., identity of board participants, questions asked,assessment of candidate responses, and board recommendations), andmay serve as the board recorder.

3.5.5. Once convened,the board may opt to discuss the candidate s qualifications withthe candidate s sponsor (no lower than the candidate s firstlevel supervisor) without the candidate being present.

3.5.6. The warrantcandidate must answer and/or discuss, in depth, no fewer than fivescenario based questions that are representative of situations a COmay encounter in the environment in which s/he will be exercisingtheir warrant authority. At least one scenario based question mustinclude pricing issues and at least one scenario question mustinclude fiscal law issues. The board assesses the ability of theprospective CO to analyze a situation and offer problem resolutionand sound business advice, as well as the candidate s overall poiseduring the board process.

3.5.7. At theconclusion of the board, the members will deliberate and provide arecommendation to the board chairperson/appointing authority on therequested appointment.

4. Appointing ContractingOfficers.

4.1.Certificates of Appointment. The FPprepares the  SF1402 , Certificate ofAppointment. The SF1402 must clearly state all limitations on thescope of authority to be exercised, including warrant type (LocalNational (LN), Home Station, Contingency Contracting Officer (CCO),etc.), dollar limitation, and function (i.e., warrant is limited tocontract closeout actions, termination actions, etc.). Appointmentcertificates must be serially numbered and logged in the warranttracking tool. The FP must enter the appointment number, and obtainthe appointing official s signature and date the appointment issigned in the spaces provided on the  SF1402  and on the candidate s ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template. The SF1402should be displayed in the CO s workplace.

4.1.1. Air Force Contracting Officer WarrantTracking Tool Nomenclature. Theappointment number nomenclature shall be: Organization-FY-XXXX. Thefirst character designation is the organization. The middle twocharacters for FY denote the fiscal year when the warrant isissued. The FP shall obtains the last four digits of the appointmentnumber from the identification (ID) field of the Air ForceContracting Officer Warrant Tracking Tool (AFCOWTT). For example, inFY14 an ID field number of 2499 would yield an appointment number ofAFMC-14-2499 forAFMC; or SMC-14-2499 forSMC. (Note: Thefirst character designation is organization dependent.)

4.1.2. Warrant Presentation Meeting. All appointment certificates must be presented to successfulcandidates by the appointing official (in person or viateleconference or video conference). This meeting is at thediscretion of the appointing official for warrant reinstatements. Ata minimum, the discussion with each candidate must emphasize theduties inherent with a warrant, including fiduciary and ethicalresponsibilities of the appointment, expectations, and clearinstructions regarding the limits of their authority.

5. Documentation Maintenance.

The FP must maintain a folder for each CO, whichincludes the completed  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request template, documentation requirements of FAR 1.603-2 as supplemented,and a copy of the signed  SF1402 . A copy of the COT thatwas administered; a copy of the warrant board minutes, when a boardis held; may be retained by the FP in a central location (filed bythe date the COT was administered or board was conducted); or filedwithin the folder for each CO. Additionally, the FP uploads the mostcurrent SF1402 and up to three (3) past SF1402s into the  AFContracting Officer Warrant Tracking Tool . These records (hard copy or electronic) must be retained for allactive/inactive appointments to facilitate warrantmodification/transfer/reinstatement.

6. Terminating Appointments.

Warrantsare terminated when no longer needed, for cause, or upon thedeparture of the CO from the issuing organization. The initiator ofa warrant termination, typically the CO s immediate supervisor, must request the termination of a warrant; whether for cause(unsatisfactory performance), reassignment, or employment termination(including retirement), using the  ContractingOfficer Appointment/Warrant Eligibility Transfer/Termination Request or the  CCOAppointment /Termination Request template, as applicable. The termination of appointment isaccomplished by completing Section I of the Contracting Officer (CO)Appointment/Warrant Eligibility Transfer/Termination Request. Submitwarrant termination requests to the FP at least 14 days prior to therequested termination date. The termination is signed by theappointing official. The completed/signed termination is returned tothe FP for file retention (hard copy or electronic). The FP updatesthe  AFCOWTT to reflect the termination.