**Table of Contents**

**PART I - Introduction**

> **A. Purpose 3**
>
> **B. Authority 3**
>
> **C. Definitions 3**
>
> **D. Applicability 4**

**PART II -- COR Certification Program**

> **A. Certification Responsibilities 5**
>
> **B. Certification Requirements 5**
>
> **C. Certification Application Process 6**

## D. Certification Maintenance Requirements 6

#### E. Certification Termination 6

**PART III -- COR Appointment**

> **A. Appointment Responsibilities 7**
>
> **B. Nomination and Appointment Procedures 7**
>
> **C. Appointment Duties 8**

#### D. Appointment Termination 9 

### E. Waivers 9

> **F. COR Appointments in Other Agencies 10**

**Table of Contents - Continued**

**PART IV - Appendices**

> **Appendix 1, Sample of COR Appointment Memorandum 11**
>
> **Appendix 2, Sample of COR Appointment Memorandum 14**
>
> **Appendix 3, Sample of Termination Memorandum to COR 21**
>
> **Appendix 4, Sample of Certificate of Eligibility 22**

**PART I -- Introduction**

**A. Purpose**

1.  The purpose of this manual is to establish a certification program
    as defined by the Office of Federal Procurement Policy (OFPP) Policy
    Letter 05-01 and to describe the process to appoint a certified
    Contracting Officer's Representative (COR). Section II of this
    document describes the COR certification program and Section III
    describes the appointment process.

2.  The COR program sets forth minimum acquisition training requirements
    for all individuals who serve as a COR under a written delegation of
    authority from a Contracting Officer (CO). This manual also
    specifies the roles, responsibilities, and limitations of
    authorities for the various individuals and offices involved with
    this COR program.

3.  This document provides guidance on implementation of the Service
    First Initiative.

## B. Authorities

-   OFPP Act, as amended (41 U.S.C.§ 433)

-   OFPP Policy Letter No. 05-01 April 15, 2005

-   Federal Acquisition Regulation (FAR) 1.6 and 7.5

-   Department of the Interior Acquisition Regulation (DIAR) 1401.670

-   Privacy Act of 1974; Employee Training and Career Development
    Records\--Interior, DOI---76

**C. Definitions**

1.  **Acquisition Career Management Information System (ACMIS):** ACMIS
    is a Government-wide information system managed by the Federal
    Acquisition Institute that contains education, training and
    experience information for all acquisition workforce members. ACMIS
    provides detailed reports to assist managers in short and long term
    workforce planning.

2.  **Assisting Agency:** A Department of the Interior (DOI) bureau or
    office with authority to assist non-DOI agencies by awarding
    contracts and placing orders on their behalf.

3.  **Bureau COR Program Coordinator (BCPC):** The designated bureau
    official responsible for facilitating the COR program and
    maintaining program records.

4.  **Continuous Learning Point (CLP):** CLPs are points awarded for
    successful completion of continuous learning activities. One CLP
    corresponds generally to one classroom hour and varies for other
    learning activities, as described in Appendix B of the Office of
    Federal Procurement Policy's memorandum dated January 20, 2006,
    entitled "The Federal Acquisition Certification in Contracting
    Program."

5.  **Contracting Officer (CO):** A Federal employee delegated authority
    pursuant to FAR 1.6 and the DOI Contracting Officer Appointment
    Program to award, administer, and terminate contracts, purchase
    orders, delivery orders, task orders and modifications; obligate
    Government funds; and make determinations and findings, all subject
    to the limitations of his or her Certificate of Appointment.

6.  **Contracting Officer's Representative (COR):** A Federal employee
    appointed in writing, delegated limited responsibilities by a CO to
    perform specified contract management duties related to technical
    oversight and administration of a specific contract. Pursuant to FAR
    7.503(c)(12), this function must be performed by a Federal employee,
    although contractors may be used to provide inspection or testing
    services. For the purpose of this program, the terms COR and
    Contracting Officer's Technical Representative (COTR) are
    interchangeable.

7.  **Inspector:** A designated individual who has limited quality
    assurance responsibility to:

-   examine and test contractors' manufactured supplies or services
    (including, when appropriate, raw materials, components, and
    intermediate assemblies);

-   determine whether supplies, services, or construction conform to
    contract requirements and legal requirements;

-   prepare correspondence, reports of inspections or investigations;

-   make recommendations for administrative or legal authorities, as
    needed; and

-   inspect Government-owned equipment and materials in the hands of
    private contractors to prevent waste, damage, theft, and other
    irregularities.

8.  **Requiring Agency:** A non-DOI agency that has entered into an
    agreement with an assisting agency for acquisition services. The
    requiring agency provides funds for the procurement action(s) and is
    typically charged a service fee by the assisting agency.

9.  **Service First Initiative:** The Service First Initiative was
    established under authority of 43 USC 1701. It authorizes specific
    DOI and Department of Agriculture bureaus and offices to conduct
    projects, planning, permitting, leasing, contracting and other
    activities, either jointly or on behalf of one another; to co-locate
    in Federal offices and facilities leased by an agency of either
    Department; and to promulgate special rules for issuing unified
    permits, applications, and leases. The agencies may make reciprocal
    delegations of their respective authorities, duties and
    responsibilities in support of the Service First Initiative to
    promote customer service and efficiency. The Bureau of Land
    Management, National Park Service, and U.S. Fish and Wildlife
    Service participate in the initiative.

**D. Applicability**

> This manual applies to all transactions covered by the DOI Contracting
> Officer Appointment Program guidance. Additional departmental or
> bureau guidance may apply to CORs in specialized areas such as space
> leasing, fire, or aviation.

**PART II -- COR Certification Program**

**A. Certification Responsibilities**

1.  **Office of Acquisition and Property Management (PAM)** is
    responsible for issuing written Department-wide policy and
    procedures that include internal controls for certifications,
    initial and continuous learning requirements, approval processes,
    and other necessary support for bureaus to implement this program.

2.  **Bureaus and Departmental Offices** are responsible for funding,
    implementing and administering this program within their
    organization, including, if necessary, any supplemental written
    guidance detailing internal approvals and selection of any specific
    training curriculum. Bureaus/Offices shall establish and maintain
    accurate, current information relative to the training and
    appointment of CORs in accordance with approved records management
    practices.

3.  **CORs** are responsible for meeting the standards contained herein.

**B. Certification Requirements**

[]{.mark}

1.  A candidate must complete 40 hours of basic COR training not more
    than two years prior to an initial appointment as a COR. Although
    classroom training is preferred, on-line training through the
    Federal Acquisition Institute or the Defense Acquisition University
    is acceptable. The training must be comprehensive and specific to
    COR duties.

2.  All CORs must complete training in any additional category (e.g.,
    performance based acquisition, strategic sourcing, information
    technology, construction, Architecture and Engineering (A&E)
    services) required by the CO in conjunction with the appropriate
    Project/Program Office. It is strongly recommended that performance
    based contracting training be completed to fulfill the maintenance
    training requirements (e.g., writing performance based acquisition
    statements of work). Additional Departmental or bureau guidance may
    apply to CORs in specialized areas (e.g. space leasing, fire, or
    aviation).

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a.  Project management certification may be required for certain
    acquisitions, such as major systems, IT applications, strategic
    sourcing, and other large and/or complex acquisitions.

b.  Major and/or complex construction contracts may require a
    construction management degree or certification (or equivalent),
    engineering degree or architectural degree, based on size and scope.

**C. Certification Application Process**

1.  Individuals are required to submit their completed training
    certificate(s) and any other bureau-required information to the
    BCPC, and enter their training information into the ACMIS.

2.  The BCPC determines whether the individual has fulfilled the
    requirement for an initial 40 hours of basic COR training. If
    fulfilled, the BCPC may issue a Certificate of Eligibility or
    similar document (Appendix 4), or authenticate by other means that
    certification has been achieved.

3.  Once certified, an individual is eligible for COR appointment. COR
    certification alone confers no authority, nor does it appoint an
    individual as a COR. In addition to this certification of training,
    a CO will assess other suitability factors prior to making an
    appointment.

## D. Certification Maintenance Requirements

1.  Certification is subject to renewal every two years. To maintain
    certification, a COR must complete a minimum of 40 additional CLPs
    every two years in acquisition or COR-related training, preferably
    through a refresher COR training course.

2.  A COR should not repeat a course until after a minimum of four years
    has elapsed. Any acquisition-related bureau, Federal, or commercial
    training course for which a certificate of training is issued is
    acceptable. Acceptable training methods include videotape, CD/DVD,
    classroom, and on-line courses.

3.  The BCPC is responsible for verifying the applicability and
    reasonableness of the CLPs.

#### E. Certification Terminations 

1.  When a certified individual leaves a bureau/office, their
    certification is automatically terminated. If the employee transfers
    to another bureau/office within DOI, certification may be reinstated
    there so long as their maintenance training is up to date. When a
    certified employee leaves a bureau/office, he/she must notify the
    BCPC.

2.  Failure to earn the required CLPs will result in termination of a
    COR's certification. Reinstatement of the certification will require
    a second completion of the initial 40 hours of training and
    submission of a new application for certification. The BCPC must
    notify the applicable CO community of certification terminations.

**PART III -- COR Appointment**

Program Offices and their employees serving as CORs must ensure that the
contracts they manage provide the products and services negotiated and
agreed upon. They must fulfill this duty by adhering to the terms of the
contract, the law, and the limits of their delegation of authority from
the CO. The COR works in close partnership with, and as a representative
of, the CO throughout the performance of the contract.

**A. Appointment Responsibilities**

1.  **COs** shall determine the need to appoint a COR to a contract,
    evaluate the qualifications of an individual to serve as the COR,
    and provide a written delegation of the COR's authorities and
    duties. The CO determines the duration of the appointment and has
    the right to unilaterally terminate the delegation at any time.

2.  **CORs** are responsible for completing and maintaining all required
    training, for entering completed training into ACMIS, and for
    knowing and adhering to all terms specified in the COR appointment
    memorandum issued by the CO.

3.  **Program Offices** are responsible for proactive planning to ensure
    qualified individuals are available for COR appointment. Program
    offices are also responsible for nominating only technically
    competent and qualified individuals to be CORs.

4.  **CORs' Supervisors** are responsible for understanding the limits
    of the COR's authority and verifying that the training requirements
    are met. The supervisor should consider including COR duties in the
    individual's Performance Standards, and may consult the CO for input
    related to the COR's performance evaluation.

5.  **The BCPC** is responsible for providing guidance to the COR and/or
    to the CO regarding the COR Program; maintaining accurate and
    current information relative to the certification of CORs in
    accordance with records management regulations; verifying the
    applicability and reasonableness of CLPs; and notifying the
    appropriate CO community of certification terminations.

**B. Nomination and Appointment Procedures**

1.  The CO will decide whether a COR is necessary to support a specific
    contract and advise the program office as early into the acquisition
    process as practical. It is highly recommended that the COR be
    involved in the acquisition process, i.e., assisting in the
    development of the technical requirements, the quality assurance
    plan, and any other pre-award activities. This ensures that the COR
    is familiar with the requirements of the contract.

2.  Conditions favoring the need for a COR include, but are not limited
    to: cost type contracts; service contracts; high visibility or
    otherwise sensitive contracts; large, complex, or high risk awards;
    awards subject to testing requirements; performance based
    acquisitions; and awards with performance standards and monitoring
    requirements. COR appointments are required for: all contracts for
    A&E services; construction contracts; and contracts performed
    outside the United States. Appointment of a COR is generally not
    necessary when oversight duties are limited to verifying the count
    and quality of delivered end items. COs will appoint an individual
    to be COR based on his/her determination regarding the technical,
    professional, and administrative qualifications of the individual.
    COs may require CORs to complete additional training if deemed
    necessary for the successful administration of a contract.

3.  Program Offices will submit COR nominations in accordance with
    bureau procedures. It is acceptable for offices to nominate
    individuals as primary and alternate CORs in the event the primary
    COR is unavailable for an extended period. Each individual nominated
    for appointment must be technically and professionally competent,
    free of conflicts of interest, and qualified to serve as a COR.

4.  The CO will only appoint a certified individual as COR. The CO will
    define the appointment duration in the written delegation of
    authority and has the right to terminate the delegation at any time.
    **The COR does not have the authority to re-delegate his or her COR
    appointment.** Appendices 1 and 2 provide sample templates for
    written appointments and should be tailored to the circumstances of
    each contract. The memorandum should reflect the degree of
    involvement needed for effective contract administration of that
    particular contract, taking into account factors such as contract
    type, item or service being procured, and the COR's level of
    knowledge and experience. T**he CO's authority to bind the
    government may not be delegated to a COR.**

5.  The CO must ensure proper distribution of all contract documents and
    delegations in accordance with FAR Part 4.

**C. Appointment Duties**

> Once appointed, a COR must:

-   know and adhere to the limits of his or her written delegation;

-   perform timely and reasonable monitoring of contract performance;

-   conduct duties in a professional and ethical manner;

-   coordinate inspection and acceptance duties with the Government
    inspector (if applicable);

-   maintain confidentiality of sensitive information;

-   avoid improper business practices and personal conflicts of
    interest;

-   provide timely and effective communication with the CO on the status
    of contract administration;

-   ensure timely and proper inspection, rejection or acceptance, and
    reporting of deliverables;

-   ensure that all official documentation is provided to the CO for
    retention in the contract file;

-   process invoices, and record personal property, if any, in
    accordance with bureau procedures; and

-   adhere to all terms and conditions of the contract.

#### D. Appointment Termination 

> The CO is responsible for any decision to terminate COR authority.

1.  At any time, the CO may unilaterally terminate the appointment of
    the COR for administrative reasons or for cause and appoint a new
    COR, if necessary. Such terminations must be in writing and state
    the effective date of termination. A copy of the termination notice
    must be forwarded immediately to the contractor after issuance by
    the CO.

2.  Program Offices may request that the CO terminate the appointment of
    a COR, but should be prepared to concurrently offer another
    candidate if a COR is still necessary for the administration of the
    contract.

3.  Appointment is automatically terminated when the contract for which
    the appointment was made is completed.

### E. Waivers

1.  Upon nomination and justification by the Program Office, the Bureau
    Procurement Chief (BPC), with the authority to re-delegate no lower
    than the Chief of the Contracting Office (CCO), may:

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a.  allow appointment without the required training with the
    understanding that the appointed COR completes all required training
    within 90 days of appointment; and/or

b.  allow a one-time, contract specific waiver when it is in the best
    interest of the Government, such as in unusual or emergency
    situations.

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2.  Waivers should rarely be used for COR appointments. A copy of the
    written waiver, including the rationale for the waiver, must be
    placed in the contract file and maintained as part of the bureau's
    COR records management system. A copy of all waivers must be
    provided to PAM during the annual Internal Control Review. If this
    waiver authority is re-delegated by the BPC, a copy of all waivers
    granted by the delegee shall be provided to the BPC.

**F. COR Appointments in Other Agencies**

1.  COs in DOI assisting agencies may appoint CORs who work for a
    requiring agency.

2.  The DOI COR Program is the standard for training, appointment
    designation, and termination of appointment of CORs for contract
    actions/orders placed on behalf of requiring agencies. A requiring
    agency's COR policy may be used in lieu of the DOI COR Program as
    part of its agreement with the DOI assisting agency. Application of
    the requiring agency's COR policy must be noted by the CO in the COR
    appointment memorandum.

3.  When operating under authority of the Service First Initiative, DOI
    COs may appoint persons holding a Department of Agriculture COR
    certification as DOI CORs without further documentation or
    agreement. Persons certified by DOI may also be appointed CORs by
    Department of Agriculture COs.

**APPENDIX 1:** **Sample of COR Appointment Memorandum - Construction**

***Tailor to each contract and appointment***

Memorandum

To: *Name, Title, Location*

From: *Name of Contracting Officer*

*Location*

Subject: Designation of Contracting Officer\'s Representative

You are hereby appointed my Contracting Officer Representative for
Contract Number *\[enter contract no.\]* for \[*enter* *Project Title,*
*Location\]* with responsibility for technical oversight and contract
administration and day-to-day inspection of the work to be performed.
Your appointment will be in effect until final completion of the
project, or terminated or superseded by the Contracting Officer. The
authority extended to you may not be re-delegated.

When performing your duties under this appointment, you must be aware of
the need to protect the Government\'s interests, and maintain an
impartial, arms-length relationship with the contractor. Avoid any
action that places you in a real or apparent conflict of interest
position that may compromise the Department of the Interior's position
or impair public confidence in integrity or independence.

Your responsibilities are limited to the following functions:

1.  Prepare Daily Diaries and forward to the Contracting Officer weekly.

2.  Inspect and accept or reject work and materials.

3.  Ensure compliance with all technical contract terms and conditions.

4.  Interpret specifications and drawings where interpretation does not
    involve contract cost and time. Any disagreements with the
    contractor over interpretation of specifications and drawings are to
    be immediately referred to the Contracting Officer.

5.  Monitor the delivery of government-furnished property; establish an
    inventory list of the property, set up control requirements; prepare
    site facilities, and prepare an inspection report.

6.  Prepare and recommend progress payments on a monthly basis as work
    proceeds.

7.  Stop work if in his/her opinion there is a possibility of
    significant resource damage or the contractor is commencing
    unauthorized or unsafe work.

8.  Enforce safety requirements.

9.  Prepare an agency approved Completion Report at the conclusion of
    the contract work, if necessary. Completion Reports must be
    forwarded to the appropriate Real Property Officer/Personal Property
    Officer.

10. Approve Contractor\'s and subcontractor\'s payroll records and
    forward to the Contracting Officer weekly, or as directed by the
    Contracting Officer.

11. Approve or disapprove technical submittals.

12. Evaluate invoices, progress payment requests, and other requests for
    payment, and recommend approval or disapproval to the CO.

13. Conduct \"Labor Standards Interviews\" in accordance with
    instructions from the Contracting Officer. All known or suspected
    violations of the Labor Standards Provisions shall be immediately
    reported to the Contracting Officer.

14. Verify the return or disposition of government property.

The Contracting Officer\'s Representative shall not take the following
actions, all of which remain the sole responsibilities of the
Contracting Officer:

> 1\. Make any changes to the contract.
>
> 2\. Terminate the contract in part or in whole.
>
> 3\. Administer or make decisions concerning any claims and disputes
> under this contract.

4.  Suspend work, except in the event of unsafe acts and conditions that
    are likely to result in accident or injury.

Close liaison will be maintained by the Contracting Officer\'s
Representative, the Contracting Officer, and the Contractor. The
Contracting Officer\'s Representative shall immediately notify the
Contracting Officer of any problems encountered, including but not
limited to maintaining completion schedules.

The Contracting Officer\'s Representative shall provide a copy of all
correspondence and memoranda of conversations concerning this contract
to the Contracting Officer.

So that the above may be a matter of record, you are requested to
immediately acknowledge receipt of this appointment by signing both
copies, returning one copy and retaining the original for your files.

\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*

Received and Accepted

By:
­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Title:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

cc: Vendor Name

Vendor Address

**APPENDIX 2:** **Sample of COR Appointment Memorandum - Services**

***Tailor to each contract and appointment***

In Reply Refer To:

Memorandum

To: \[*enter individual's name and mailing address*\]

From: \[*enter CO's name*\], Contracting Officer

Subject: Appointment as Contracting Officer's Representative to
\[*insert Bureau*\] Contract No. *\[Enter #\]*

You are hereby appointed to serve as Contracting Officer's
Representative for Contract No. *\[enter contract no.\]* awarded to
*\[enter vendor name and address\].* Your appointment will be in effect
until final completion of the project, or until terminated or superseded
by the Contracting Officer. By copy of this appointment, the contractor
is being advised of your authority.

If potential for a conflict of interest with your appointment as a COR
develops, you shall advise your supervisor and the Contracting Officer
of the conflict so that appropriate actions may be taken. CORs shall
avoid the appearance of a conflict of interests to maintain public
confidence in the U.S. Government's conduct of business with the private
sector.

Attached are the "Instructions to Contracting Officer's Representative"
which provides you with details as to the scope of your authorities and
responsibilities. It is important that you thoroughly review and
familiarize yourself with the attached instructions and the terms and
conditions of the subject contract, and applicable Federal Acquisition
Regulation. Proactive contract monitoring, especially attention to
required delivery and/or performance dates, is critical to protect the
government's interests.

**You may not re-delegate your COR authority.**

If you should have any questions regarding the attached instructions or
any aspect of the subject contract, please contact me immediately at
*\[enter CO phone & fax numbers, email address, mailing address,
etc.\]*.

Please acknowledge receipt of this memorandum and the attached
instructions by returning a signed copy of this appointment memorandum
to me at the mailing address listed above.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_

Signature Date

Attachment

cc: Contractor name and address

Supervisor of appointed COR

**Sample Attachment - Instructions to COR**

***Please tailor to each contract and appointment.***

**Contract No: \_\_\_\_\_\_\_\_\_\_ Vendor:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

When performing your duties under this appointment, you must be aware of
the need to protect the Government\'s interests, and maintain an
impartial, arms-length relationship with the contractor. Avoid any
action that places you in a real or apparent conflict-of-interest
position that may compromise the Department of the Interior's position
or impair public confidence in integrity or independence.

**1. [Preparation]{.underline}**

You are the official Government representative for technical and
administrative matters under this contract. To prepare for these duties,
we recommend you take the following actions:

a\. Read and make sure you understand the terms of the contract. Discuss
any unclear areas with the Contracting Officer. In particular, make sure
you understand the administrative procedures required for initiating
actions under the contract, such as issuance of delivery orders or
exercise of contract options, including your responsibilities for
initiating additional requisitions.

b\. Create and maintain a file to document your actions as COR under
this contract. The file should include:

-   your copy of the contract, memorandum of appointment, and these
    instructions;

-   copies of any relevant correspondence;

-   record of any telephone conversations or other communications with
    the contractor; and

-   other records of the contractor\'s performance, such as reports of
    in-process inspections, visits to the contractor\'s facility, and
    service reports. These items will vary depending on the nature of
    the contract.

c\. Review the contract\'s schedule for deliveries, completion dates,
option/renewal dates, and any other report or data submission dates, and
establish a log or tracking system to make sure you are prepared and
available for upcoming actions.

d\. If the contract is expected to result in scientific publications,
there is potential for conflict of interest if the COR who evaluates
contractor funding and payment requests is also listed as a co-author on
any resultant publications. If applicable, discuss any potential
conflicts with the Personnel Officer to ensure no standard of conduct
violation will occur.

**2. [General and Administrative Information]{.underline}**

a\. Know the scope and limitations of your authority and use reasonable
care in exercising your authority.

b\. Safeguard the contractor\'s confidential business and technical
information. Confidential information may include proposal pricing,
technical documentation, or personnel data. Do not release any
information without first consulting the Contracting Officer to
determine if such release of information is permissible.

c\. Notify the Contracting Officer immediately of any matter related to
this contract that may need his or her action.

d\. Furnish the Contracting Officer copies of all pertinent trip
reports, conference reports, and copies of all correspondence.

e\. Certify that the contractor has satisfactorily completed the
contract and the Government has received and accepted all deliverable
items.

f\. After the contract is completed, you may be required to write an
evaluation of the contractor\'s technical performance. The Contracting
Officer will provide any specific forms if required.

g\. Notify the Contracting Officer whenever you become aware of events
or changes, whether permanent or temporary that will impair your ability
to perform any of your duties as COR.

h\. When necessary, due to distance or geographic dispersion of sites,
you may designate other employee(s) to perform inspections or monitor
stated aspects of performance. These individuals may act as your \"eyes
and ears\" at the worksite, but [may not]{.underline} be delegated your
authority to make decisions or to represent the Government in
communications with the contractor. You should instruct any such
employees to immediately refer to you any potentially controversial
matters they encounter with the contractor.

i\. In accordance with Departmental and bureau procedures, coordinate
and validate contractor's staff are compliant with applicable IT
security requirements, including Homeland Security Presidential
Directive (HSPD) 12.

**3. [Technical Liaison, Monitoring and Inspection]{.underline}**

a\. Interpret Government drawings and specifications for the Contracting
Officer and, [upon specific written authorization]{.underline} from the
Contracting Officer, provide that information to the contractor.

b\. Coordinate site entry for contractor personnel and ensure that any
Government-furnished property is available when required.

c\. Review contractor requests for travel, overtime, equipment, or
subcontracting not approved by the Contracting Officer before award.
Analyze the contractor\'s technical and management reports.

d\. Provide the Contracting Officer with technical recommendations on
Government or contractor-proposed changes, including assessments of
their specific impact on the contract and its cost or price. Upon
request of the Contracting Officer, assist in negotiating post-contract
claims and termination adjustments.

e\. Observe the contractor at work to determine if performance complies
with the contract. This includes observation of the work system,
methods, and execution.

f\. Immediately notify the contractor and Contracting Officer of any
potentially hazardous working conditions. The contractor is always
required to comply with federal Occupational Safety and Health
Administration (OSHA) guidelines, as well as any state or local
requirements for workplace safety, even on a federal facility.

g\. Record and report to the Contracting Officer incidents of
nonconforming work, delays, or problems, including inadequacies,
discrepancies, or questionable practices for corrective action. In
addition, you are required to submit a monthly report concerning
performance of services rendered under this contract. Advise the
Contracting Officer of the following situations:

-   possible changes in contractor management or key personnel**,**
    including clauses, if it affects security access to IT systems
    and/or government facilities;

-   potential labor disputes or workforce problems;

-   disagreements with contractor as to specification/Statement of Work
    requirements or other potential disputes with the contractor,
    technical or otherwise;

-   lack of progress that may jeopardize the performance/delivery
    schedule; and

-   hazardous working conditions, including contractor\'s planned
    corrective action.

h\. If a potential dispute or delinquency arises, your communications
with the contractor must be limited to fact-finding and obtaining
recommendations from the contractor on efforts he/she proposes to
achieve compliance with the specifications. Avoid any discussions with
the contractor concerning disputed matters to prevent later charges that
you agreed to or directed any changes in the contract terms.

i\. Do not agree to any revised delivery or completion date or start
date for services. Also, be careful not to make any statements to the
contractor that could arguably infer as an authorized extension, such as
indicating that you do not really need the item by the specified date.
If you \"informally\" waive or extend the original date and the
contractor\'s performance becomes even more delinquent, it may be
impossible for the Department of the Interior to enforce contract terms
or use the contract\'s remedies.

j\. You are not empowered to award, agree to, or sign any contract
(including delivery orders) or contract modification, or in any way to
obligate the payment of money by the Government. You may not take any
action, which may affect contract or delivery order schedules, funds, or
scope. The Contracting Officer shall make all contractual agreements,
commitments or modifications that involve price, quantity, quality,
delivery schedules or other terms and conditions of the contract. You
may be personally liable for unauthorized acts.

k\. If the Government is billed based on hours worked, monitor the
contractor's hours expended (including overtime, if applicable), and
determine whether the qualifications of workers performing under the
contract are commensurate with the qualification requirements stated in
the contract.

**4. [Inspection and Acceptance]{.underline}**

a\. Inspect all deliverable items, services, or materials to determine
satisfactory compliance with the contract. Accept or recommend to the
Contracting Officer rejection of contract deliverables.

b\. For off-the-shelf commercial items, inspection is usually limited to
verification of:

-   type and kind (Is this the item we ordered - correct size, color,
    model or part number, if specified in the contract?);

-   the quantity delivered;

-   any visible damage (including damage to packing materials for items
    subject to internal damage from rough handling); and

-   operability (Is it in working order?).

c\. For services not involving deliverable end items, services are
generally monitored and accepted upon completion of work or at the end
of the month.

d\. You are usually entitled to seven (7) calendar days to inspect
deliverable item(s). If your item requires a detailed inspection of
acceptance testing, the contract probably provides a longer period. The
contract will indicate if a longer acceptance period is planned. Make
sure you act promptly to perform your inspections or acceptance testing
within the allotted time. If you have doubts about the item\'s
compliance with the specification, do not accept it just because the
acceptance period is running out. Be advised, however, that delays in
inspection may result in payment of interest penalties to the contractor
once the items are finally accepted.

e\. Acceptance Test Procedures: If you provided or requested special
acceptance testing procedures during the solicitation phase of the
procurement, they will be as specified in the contract. Be sure you
precisely follow the version of those procedures found in the contract
award document, not a previous or subsequently revised version. If you
find the acceptance test procedures need revision, ask the Contracting
Officer to modify the contract to incorporate the changes.

f\. Performance \[Test\] Period: Highly complex items (such as IT)
typically are required to perform successfully in the Government\'s
working environment for a specified period (usually 30 days) before the
Government accepts the item. Language there will include acceptable
downtime percentages or mean time between failure standards, or other
factors to be used to determine when the equipment or software has
satisfied the performance \[test\] period requirements.

g\. If the delivered items (equipment, photography, report, etc.) do not
meet the contract\'s inspection or acceptance requirements, immediately
inform the Contracting Officer of this fact.

**5. [Invoices and Payment]{.underline}**

Review contractor invoices for payment, and recommend approval or
disapproval as directed by the Contracting Officer. If this contract is
subject to the Prompt Payment Act, the Government must pay interest
penalties if invoices are not paid on time. Interest penalties will be
paid out of your program funds.

NOTE: CONTRACT PAYMENT PROCEDURES ARE NOT THE SAME AS YOU MAY HAVE
PREVIOUSLY USED FOR SMALL PURCHASE ACTIONS. PLEASE FOLLOW CAREFULLY THE
INSTRUCTIONS GIVEN BY YOUR CONTRACTING OFFICER REGARDING HANDLING OF
INVOICES.

a\. Partial/Final Payments

Immediately upon acceptance of item(s)/services, certify the invoice.
Record on the invoice (1) the date goods were received (or services
completed), and (2) the date accepted.

\[***INSERT BUREAU SPECIFIC INSTRUCTIONS ON INVOICE PROCEDURES***\]

All these dates are necessary in order for our finance office to compute
the correct payment due date. Payment is due 30 days from the
\"constructive\" acceptance date (seven days after receipt of goods,
unless the contractor provides longer acceptance date) or the actual
acceptance date, whichever occurs first. If the invoice is not received
until after acceptance, payment is due 30 days after receipt of the
invoice. If the invoice receipt date is not recorded, the invoice issue
date is used to compute the payment due date.

b\. Progress Payments

If progress payments are allowable under this contract, you are
responsible for reviewing the invoice to determine if the work is
progressing under the contract in accordance with the schedule. If you
have any suspicion that the contract work is falling behind schedule or
that the billings are running ahead of the work you must notify the
Contracting Officer immediately. After you review and recommend approval
of a progress voucher, the Contracting Officer must also review it and
certify it for payment.

c\. Interim Cost Vouchers

If this is a cost contract, the contractor is entitled to be reimbursed
periodically for all reasonable costs incurred in performing the
contract. You should review such vouchers to make sure charges are
commensurate with observed performance. It is your responsibility to
question or accept direct charges such as labor, materials, travel, etc.
Alert the Contracting Officer if the billing includes material or
equipment charges of undelivered items due at the work site. The
Contracting Officer is responsible for verifying correctness of indirect
rates, fringe benefits, and fees, if any. After you approve the voucher,
return it to the Contracting Officer who will also approve and forward
the voucher to the appropriate finance office.

**6. [Government Furnished Material, Equipment, Facilities
(GFM)]{.underline}**

a\. You are not authorized to provide any Government-owned (or leased)
equipment or supplies or use of Government space to the contractor,
[other than]{.underline} those specifically listed in the contract.

b\. If a need arises to provide Government-furnished material (GFM) or
facilities (other than any items already listed in the contract),
promptly advise the Contracting Officer so that the contract can be
modified to reflect this change in GFM and so any appropriate
adjustments to the contract can be negotiated with the contractor.

c\. If the contract provides (or is modified to provide) for the
Government to furnish facilities, supplies or equipment for performance
of work under the contract, it is your responsibility to ensure that
such items are provided at the times and places stated in the contract,
in satisfactory condition. You should keep a record of the date for
received items and obtain a receipt of acknowledgement from the vendor.
This document serves to protect both the Government (in event of a
dispute with the contractor) and our custodial and accountable property
officers (in the event the property is lost or damaged in the
contractor\'s possession).

d\. Do not furnish items of controlled property to a contractor without
the knowledge and consent of both the accountable and custodial property
officers and ensure that the item is listed in the contract.
Bureau/Office property management procedures hold employees who
improperly transfer controlled property liable for any loss or damage to
such property. The DOI Property Management Handbook contains procedures
regarding designation of property officers and requirements for
maintenance of property records.

e\. During performance of the contract, it is your responsibility to
monitor the contractor\'s use and care of any Government-furnished
equipment or materials. If you believe the contractor is using the item
for unauthorized purposes or is not providing adequate maintenance or
security for the property, you have authority to bring your concerns to
the contractor\'s attention. If the contractor does not agree to remedy
the problem, or indicates that your requested action will delay or
increase the cost of performance, refer the matter to the Contracting
Officer.

f\. If an item of controlled property is reported lost, stolen, or
damaged by the contractor, or becomes worn out through normal wear and
tear, you must make sure the action is reported to the Contracting
Officer. You are also required to submit appropriate property report
forms in accordance with established bureau property management
procedures.

g\. You are responsible for receipt, inspection, and acceptance of any
residual GFM (including all items of controlled property) when the
contractor's work is completed. After its return, inspect the GFM and
report any deficiencies to the Contracting Officer. Update controlled
property records to reflect any additions, deletions, or changes to
controlled property items and/or designated property officers.

h\. Keep copies of all contract-related correspondence, including
reports, invoices, internal memoranda, etc., for six (6) years after the
final invoice is paid.

**APPENDIX 3:** **Sample of Termination Memorandum to COR**

***Tailor to be specific to each contract and termination***

In Reply Refer To:

Memorandum

To: \[*enter individual's name **and mailing address***\]

From: \[*enter CO's name*\], Contracting Officer

Subject: Termination of Appointment as Contracting Officer's
Representative (COR) for

Contract (Enter #)

Your appointment as Contracting Officer's Representative contained in
memorandum of appointment dated
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ is hereby
terminated effective \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date /s/ Contracting Officer

Receipt of this Termination of Appointment is acknowledged by the
undersigned.

\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date /s/

cc: contractor

**APPENDIX 4:** **Sample of Certificate of Eligibility**

**CERTIFICATE OF ELIGIBILITY**

In conformance with the Department of the Interior Acquisition
Regulation,

*(name of employee)*

is certified as eligible for designation as

**Contracting Officer's Representative**

For contracts administered by

*(name of bureau)*

*(space for any bureau desired language, such as to limit eligibility by
commodity or program)*

This certificate confers no authority except as described in a specific
delegation signed by a Contracting Officer to serve as Contracting
Officer's Representative on an individual contract.

No.\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Date\_\_\_\_\_\_\_\_\_\_\_\_

Bureau COR Program Coordinator