Mandatory  Procedure 

 INTERIM  CHANGE: See   Policy  Memo 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    -- examining  candidate qualifications    -- appointing COs    -- modifying  appointments    -- reinstating previously held AF warrants    --  transferring warrant eligibility between AF contracting offices    --  documenting appointments    -- terminating appointments

1.1.  Exemption. Procedures for the selection  and appointment of Contingency Contracting Officers (CCO), annual CCO  warrant review requirements, and termination of CCO appointments are  set forth in AFFARS 5301.603 and this MP.

 1.2. Supplements.  Supplements or local procedures are limited to authorized  designations/delegations of focal point responsibility, or as  otherwise specified herein to maximize standardization.

2. Special Topics.

2.1.  Focal Points (FP). The SCO appointed FP oversees the warrant  process as outlined in this MP. FPs may also be designated at  subordinate contracting offices and delegated warrant-related  responsibilities as appropriate, including Air Force Contracting  Officer Test (COT) proctor responsibilities. All FPs must be  designated in writing. FPs must submit the  Warrant  Process Focal Point Designation   to the MAJCOM/DRU/AFRCO/SpRCO/SMC warrant process FP, who will  maintain it on file.

Warrant  process FPs who have been designated as COT proctors must upload the  digitally signed Warrant Process Focal Point Designation and the COT  Statement of Security and Standards to the  COT  SharePoint web site  in order to  receive access to proctor areas of the SharePoint.

HQ  AFMC/PK maintains the COT SharePoint site. The designated FP must  immediately notify HQ AFMC/PK when a COT proctor departs or is  replaced.

 2.1.1. AF CO Warrant Tracking Tool. The  SCO, must designate a FP to oversee the Air Force Contracting Officer  Warrant Tracking Tool (AFCOWTT). This Tool is made up of two  portions: one is reserved for AFMC (excluding AFICC) and the other is  reserved for AFICC, DRUs, SMC, and AFOTEC. FPs obtain  view/add/delete access to the Air Force portion of the AFCOWTT by  submitting a copy of their Warrant Process Focal Point Designation to  SAF/AQCI .  FPs obtain view/add/delete access to the AFMC portion of the AFCOWTT  by submitting a copy of their Warrant Process Focal Point Designation  to HQ  AFMC/PK. Prior to obtaining access,  FPs must request training on the  use of the AFCOWTT by contacting SAF/AQCI or HQ AFMC/PK, as  applicable, and they are responsible for entering data into the tool  for all COs (including CCOs), tracking and managing contracting  officer appointments, uploading warrants ( SF  1402s), and updating the tool  based 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 request  to reissue an existing warrant certificate for administrative  purposes (e.g., damage to/deterioration of the original  SF  1402 , name changes) may be  submitted directly to the FP for processing to the appropriate  appointing authority. This does not constitute a new appointment.

2.3.  Modifying Warrant Limitations. A request  to modify limitations stated on the  SF  1402  must be processed as a new  appointment in accordance with this MP. However, warrant testing and  meeting a warrant board, once successfully accomplished, must not be  required except:

-- when a candidate for an unlimited warrant, who  previously met a warrant board for a limited warrant, must meet a  subsequent warrant board prior to obtaining an unlimited warrant. The  unlimited warrant board will include members and scenario-type  questions as required by 3.5 below;

--  as stipulated in paragraph 2.5.3 below; or

-- when used to evaluate the individual s  proficiency following a written suspension of warrant authority (see  paragraph 2.7 below).

2.4.  Reinstating Air Force Warrants. Warrant  reinstatement applies to an individual who previously held an AF  warrant (including grandfathered individuals), which was subsequently  terminated due to:

-- reassignment from the position requiring the  warrant;

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

-- retirement; or

-- unsatisfactory performance.

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

2.4.1. A request to  reinstate an AF warrant must be submitted to the appointing authority  for approval through the designated FP using the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template.

2.4.2. Warrant testing  and warrant board processes in accordance with this MP are required  prior to reinstating a warrant:

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

-- if after review of the request, the appointing  authority determines that the significant time lapse since the  warrant was terminated justifies reassessment of the candidate s  qualifications.

In  either of these instances, the warrant package is submitted as a new  appointment in accordance with this MP.

2.5.  Transferring Warrant Eligibility. 

2.5.1. When a  warranted employee (including those grandfathered) transfers to an  organization with a different appointing authority and the new  position requires a CO warrant, the  gaining appointing authority must request the completed  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template from the losing appointing authority.

2.5.2. The losing  appointing authority will terminate the warrant upon the employee s  departure and the gaining appointing authority will process a new  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template prior to issuance of a new  SF  1402  to complete the warrant  transfer process. However, warrant eligibility does not guarantee immediate  appointment (e.g., the appointing authority determines time is needed  for the individual to become familiar with new workload  responsibilities and organizational procedures).

2.5.3. Unlimited  warrant eligibility means an individual has passed both the automated  CO test (COT) and the warrant board for an unlimited warrant in  accordance with this MP. Once an individual is eligible for an  unlimited warrant, the appointing authority of the gaining  organization must not require the individual to test or board again.  Unlimited warrant eligibility is transferable across AF contracting  offices, provided:

-- the original appointing authority (or individual  currently occupying that position) certifies on the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template that the candidate maintained proficiency in the previously  assigned position; and

-- the warrant was issued in accordance with DFARS  201.603-2, 5301.603-2-90, and this MP.

If  these conditions are not met, the gaining appointing authority may  require the candidate to successfully complete the COT and/or meet a  warrant board in order to be issued a warrant.

2.5.4. Limited warrant  eligibility means an individual has passed the COT in accordance with  5301.603-2-90 and this MP. The appointing authority of the gaining  organization must not require the individual to test again. Limited  warrant eligibility is transferable across AF contracting offices,  provided:

-- the original appointing authority (or individual  currently occupying that position) certifies on the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template that the candidate maintained proficiency in the previously  assigned position; and,

-- the warrant was issued in accordance with DFARS  201.603-2, 5301.603-2-90, and this MP.

If  these conditions are not met, the gaining appointing authority may  require the candidate to successfully complete the COT in order to be  issued a warrant.

2.5.5. If warrant  boards are convened in accordance with local procedures prior to  issuing warrants of less than $5M, limited warrant eligibility  transfers may require the candidate to meet the local warrant board  before the gaining appointing authority issues the warrant.

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

2.7.  Contracting Officer Proficiency.

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

2.7.2. When  appropriate, the appointing authority may terminate a warrant for  cause. The appointing authority may suspend a CO s warrant in  writing, until such time as the individual has demonstrated  proficiency to the satisfaction of the appointing authority;  otherwise, the warrant must be terminated for cause.

2.7.3. If a CO fails  to make progress to obtain sufficient continuous learning (CL) points  to maintain currency and proficiency in accordance with the Defense  Acquisition Workforce CL requirement, the appointing authority may  suspend 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 appointing  authority must rescind/suspend/terminate CO warrants in writing.

2.8.  Air Force Contracting Officer Test  Maintenance. To ensure the integrity of  the COT, the database of questions, answers, and references are  reviewed and updated on a regular basis. HQ AFMC/PK has  configuration control responsibility for the COT application,  question database, and the Administrator  and User Guide.

2.8.1. The MAJCOM/DRU  FP (or for AFMC, the lead FP)  must immediately notify HQ  AFMC/PK upon discovery of an incorrect or incomplete reference or  incorrect answer, or a suspect question as evidenced by the  percentage of incorrect answers selected or by test score  challenges/validation efforts.

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

3. Selecting, Nominating, and  Evaluating Individuals

3.1  Standard Nomination Package. Use the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template to nominate a Procuring Contracting Officer (PCO),  Administrative Contracting Officer (ACO), and/or Termination  Contracting Officer (TCO) for a limited (by value and/or function) or  an unlimited warrant. The warrant candidate sponsor shall be no  lower than the candidate s first level supervisor. The template  must document the candidate s experience and any reasonable  accommodation of a candidate (e.g., visual or mobility issues or  voice-assisted software requirements).

3.2.  Compliance Review. The completed template  is submitted to the FP, who must review it to validate compliance  with FAR 1.603, as supplemented. The FP affirms compliance by  signing the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   or  CCO  Appointment/Termination Request   template in the space provided. Additional management reviews or  endorsements on the completed template are at the discretion of the  appointing authority.

3.3.  Air Force Contracting Officer Test. Upon  being nominated, candidates for warrants above the simplified  acquisition threshold (SAT) must complete and pass the four-hour  timed, open book (see paragraph 3.3.5 below) COT to assess  contracting knowledge and research ability. Assistance to a  candidate taking the COT by another individual or group is  prohibited, except that which is necessary to provide reasonable  accommodation to an employee as documented on the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template. Completion of the COT is not required for Contingency  Contracting Officer (CCO) warrants issued pursuant to  5301.603-2-90(e).

3.3.1. The COT proctor schedules and designates/secures an  appropriately equipped testing site, away from the candidates  assigned workstations, notifies the candidates, and generates the  test. The COT proctor facilitates the COT by ensuring all testers  are present and able to start the test, helps testers navigate  through the COT Instructions to the Test Takers Presentation  available on the COT SharePoint website and supports the test  challenge process. The  proctor must be present during the entire exam.

3.3.2. Each COT must  contain 50 randomly selected true/false and multiple-choice questions  from the FAR, DFARS, and/or AFFARS.

3.3.3. The COT proctor  verifies the candidate s completion of the COT according to the  specific directions within this MP, the COT Focal Point Training, and  the COT Instructions to Test Takers Presentation.

3.3.4. The COT proctor  may authorize use of the hold timer feature of the COT during  the designated four-hour test period, if justified (e.g., emergency  evacuations/relocations, or reasonable accommodation for an employee  as documented on the  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template).   3.3.5. During  the COT, candidates are limited to the use of electronic regulations  available on theAcquisition.gov and hard copies of the FAR and DFARS;  however, hard copies will not be provided. Notes and electronic  devices are not permitted in the testing site. Use of email, instant  messaging, or any other form of electronic communication is  prohibited during COT administration.

3.3.6. The candidate  must provide the correct answer and cite the correct, complete  reference (e.g., FAR 15.401(a)(2)(i)(B)), in which the correct answer  is located in order to earn two points. If the candidate answers the  question correctly but the reference incorrectly, only one point is  granted. If the candidate answers the question incorrectly, but the  reference correctly, the candidate will not receive any points, as  this indicates a failure to understand the regulation. The COT is  automatically and electronically scored. A  minimum score of 85% is required to pass the COT and be eligible for  a warrant; however, a passing score does not guarantee a CO  appointment. The specific score attained is only provided to the  candidate.

3.3.7. When a candidate  passes the COT, the COT proctor must generate, sign, and date a  COT  Certificate of Completion  and  provide it to the candidate. The COT proctor also annotates  successful COT completion on the candidate s  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template in the space provided.

3.3.8. If a candidate  fails to pass the COT, s/he may challenge missed questions and/or  references if approval of the challenge would result in a passing  score. The challenge process is conducted in accordance with the  procedures described in the COT Question Challenge Instructions.

3.3.9. A candidate who fails the COT may retake it  at the next offering, if authorized by their immediate supervisor and  space is available. If the candidate fails to pass the COT on the  second attempt, the candidate may not retake the COT until a six  month waiting period has passed.. The appointing authority may waive  the waiting period when appropriate.

3.3.10. Supervisors are  authorized to approve four continuous learning points once per  12-month period for any individual who completes the COT whether for  a warrant request action or for training purposes.

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

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

3.3.13.  A demonstration (demo) test was developed to help familiarize warrant  candidates with the question structure of the COT. The demo is an  unproctored, 50 minute-timed test consisting of 10 questions  electronically and randomly selected from a 20 question pool. There  is no limit on the number of times the demo test may be taken by a  candidate.

3.4.  Limited Warrants. Limited warrants may be  issued for any monetary threshold depending upon organizational needs  and the qualifications and capabilities of the candidate. Limited  warrants may be issued for specific functions (e.g., contract  closeout, defective pricing actions, task or delivery orders within a  specified dollar value, and funding and/or administrative  modifications) if the requirements in  AFFARS  5301  and  5318   are met. Successful completion of the COT indicates eligibility for  a limited warrant above the SAT but less than $5M. The COT is  optional 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 limitations  apply to the value of the instant contract action the contracting  officer is executing. For example, if a CO holds a limited warrant  of $5M and the contract award amount of the instant action is $6M,  the CO is not authorized to sign the contract; however, the same CO  would be authorized to sign a $5M funding action issued against the  same contract.

3.5.  Warrant Board.

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

3.5.2. The board must  be chaired by the appointing authority or designee, but not at a  level lower than:

-- Deputy Director or Assistant Director of  Contracting;

-- Technical Director/Assistant to the Director of  Contracting;

-- Chief of the Clearance and Program Support  Division or Chief of Policy;

-- highest level contracting official at a  geographically separated organization or detachment;

-- COCO, Deputy, or equivalent.

3.5.3. Including the  board chairperson, the warrant board must have a minimum of five  members* participating to constitute a quorum. Suggested board  composition includes:

-- contracting office supervisors;

-- a representative from the staff judge advocate office (strongly recommended);

-- Competition Advocate;

-- a clearance/program support procurement analyst;

-- a small business specialist;

-- supervisors from other disciplines; and,

-- a cost/price analyst

*Warrant  board members may participate in person, by teleconference or video  conference at the discretion of the board chairperson.

3.5.4. The FP must  schedule the warrant board and notify all participants of the time  and location of the board, and maintains a permanent record of the  proceedings (i.e., identity of board participants, questions asked,  assessment of candidate responses, and board recommendations), and  may serve as the board recorder.

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

3.5.6. The warrant  candidate must answer and/or discuss, in depth, no fewer than five  scenario based questions that are representative of situations a CO  may encounter in the environment in which s/he will be exercising  their warrant authority. At least one scenario based question must  include pricing issues and at least one scenario question must  include fiscal law issues. The board assesses the ability of the  prospective CO to analyze a situation and offer problem resolution  and sound business advice, as well as the candidate s overall poise  during the board process.

 3.5.7. At the  conclusion of the board, the members will deliberate and provide a  recommendation to the board chairperson/appointing authority on the  requested appointment.

4. Appointing Contracting  Officers.

4.1.  Certificates of Appointment. The FP  prepares the  SF  1402 , Certificate of  Appointment. The SF1402 must clearly state all limitations on the  scope of authority to be exercised, including warrant type (Local  National (LN), Home Station, Contingency Contracting Officer (CCO),  etc.), dollar limitation, and function (i.e., warrant is limited to  contract closeout actions, termination actions, etc.). Appointment  certificates must be serially numbered and logged in the warrant  tracking tool. The FP must enter the appointment number, and obtain  the appointing official s signature and date the appointment is  signed in the spaces provided on the  SF  1402  and on the candidate s  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template. The SF1402  should be displayed in the CO s workplace.

4.1.1. Air Force Contracting Officer Warrant  Tracking Tool Nomenclature. The  appointment number nomenclature shall be: Organization-FY-XXXX. The  first character designation is the organization. The middle two  characters for FY denote the fiscal year when the warrant is  issued. The FP shall obtains the last four digits of the appointment  number from the identification (ID) field of the Air Force  Contracting Officer Warrant Tracking Tool (AFCOWTT). For example, in  FY14 an ID field number of 2499 would yield an appointment number of AFMC-14-2499 for  AFMC; or SMC-14-2499 for  SMC. (Note: The  first character designation is organization dependent.)

 4.1.2. Warrant Presentation Meeting.  All appointment certificates must be presented to successful  candidates by the appointing official (in person or via  teleconference or video conference). This meeting is at the  discretion of the appointing official for warrant reinstatements. At  a minimum, the discussion with each candidate must emphasize the  duties inherent with a warrant, including fiduciary and ethical  responsibilities of the appointment, expectations, and clear  instructions regarding the limits of their authority.

5. Documentation Maintenance.

 The FP must maintain a folder for each CO, which  includes the completed  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   template, documentation requirements of FAR 1.603-2 as supplemented,  and a copy of the signed  SF  1402 . A copy of the COT that  was administered; a copy of the warrant board minutes, when a board  is held; may be retained by the FP in a central location (filed by  the date the COT was administered or board was conducted); or filed  within the folder for each CO. Additionally, the FP uploads the most  current SF1402 and up to three (3) past SF1402s into the  AF  Contracting Officer Warrant Tracking Tool .  These records (hard copy or electronic) must be retained for all  active/inactive appointments to facilitate warrant  modification/transfer/reinstatement.

6. Terminating Appointments.

Warrants  are terminated when no longer needed, for cause, or upon the  departure of the CO from the issuing organization. The initiator of  a 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  Contracting  Officer Appointment/Warrant Eligibility Transfer/Termination Request   or the  CCO  Appointment /Termination Request   template, as applicable. The termination of appointment is  accomplished by completing Section I of the Contracting Officer (CO)  Appointment/Warrant Eligibility Transfer/Termination Request. Submit  warrant termination requests to the FP at least 14 days prior to the  requested termination date. The termination is signed by the  appointing official. The completed/signed termination is returned to  the FP for file retention (hard copy or electronic). The FP updates  the  AFCOWTT   to reflect the termination.