# DLAD PGI

- SUBPART 1.6 - CONTRACTING AUTHORITY AND RESPONSIBILITIES

- PGI 1.602-2(91):

SUBPART 1.6 - CONTRACTING AUTHORITY AND RESPONSIBILITIES

PGI 1.602-2(91):

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(c) Evaluation and Documentation. Supplementing the normal monitoring of the COR/COTR by the contracting officer, the contracting officer shall maintain an activity file on each COR/COTR as a part of the contract file. The purpose of this file is to record and maintain the results of reviews conducted annually by the contracting officer of the COR's/COTR's contract related activities. If the COR appointment covers more than one contract, the contracting officer may elect to issue a blanket letter rather than separate letters for each contract file. Each contract number must be identified in the blanket letter and a copy placed in each contract file. The letter of appointment specifies the duties/responsibilities the COR/COTR is required to perform for each contract. The contracting officer shall annually evaluate and document the performance of the COR/COTR and provide a copy of this evaluation to the COR's/COTR's organizational head. The contracting officer shall evaluate the COR’s/COTR’s success in performing all duties and responsibilities specified in their letter of appointment when completing the annual COR performance evaluation report. If the contract performance period is less than 1 year, this evaluation shall be conducted prior to contract closeout. The contents of the activity file shall include, but are not limited to:

(1) A copy of the COR's/COTR's letter of appointment.

(2) Examples of indepth reviews of the COR's/COTR's performance with appropriate identification of the work performed, as well as the formal COR/ COTR evaluation required by 1.602-2(c).

(3) Documentation by the contracting officer of the date, substance, and extent of the reviews conducted.

(d) Sample letter of appointment.

SUBJECT: Appointment as (Contracting Officer's Representative) (Contracting Officer's Technical Representative) for Contract Number ___________________.

TO: (Address to individual, indicating rank or grade, branch, division, activity, and location.)

1. Under the authority vested in me by my warrant dated __________, and pursuant to paragraph 1.602-2 of the Defense Logistics Acquisition Directive (DLAD 5025.30), you are hereby designated (contracting officer's representative)/(contracting officer's technical representative) with authority conferred by the contracting officer.

2. Areas of responsibility of the COR/COTR during contract performance may include (but are not all-inclusive) as follows:

a. Monitor the contractor's performance to assure compliance with technical requirements of the contract.

b. Review and approve progress and financial reports, and other items required for approval. Notify the contracting officer if reports or other items submitted are to be rejected.

c. Notify the contracting officer if performance is not proceeding satisfactorily or if problems are anticipated.

d. Advise the contractor to submit requests for changes in writing to the contracting officer, indicating the effect the change will have on the contract terms and conditions.

e. Assure that changes in work under a contract are not implemented before written authorization or a contract modification is issued by the contracting officer.

f. Keep the contracting officer informed of communication with the contractor in order to prevent possible misunderstandings or situations that could become a basis for future claims against the Government.

3. The scope of your authority is subject to the following limitations. You are not authorized to:

a. Alter the contract in any way, either directly or by implication.

b. Issue instructions to the contractor to stop or start work.

c. Order or accept goods or services not expressly required by the contract.

d. Render a decision under the Disputes clause.

e. Authorize delivery or disposition of Government property not authorized by the contract.

f. Discuss acquisition plans or provide any advance information that might give one contractor an advantage over another contractor in forthcoming procurements.

g. (Specify any other limitations on the COR's/COTR's authority.)

4. This letter of appointment shall be in full force and effect until revoked by me or my successor in the same manner as it is hereby granted, or upon your transfer from the (branch, division, activity, and location).

___________ ____________________

DATE /S/CONTRACTING OFFICER

(e) Sample letter for terminating appointment.

SUBJECT: Termination of Appointment as (Contracting Officer's Representative) (Contracting Officer's Technical Representative) for Contract Number _________________.

TO: (Address to individual, indicating rank or grade, branch, division, activity, and location.)

Your appointment as (Contracting Officer's Representative)/Contracting Officer's Technical Representative) contained in letter of appointment dated ____________ is hereby terminated effective ____________.

___________ ________________________

DATE /S/CONTRACTING OFFICER