Guide to Judiciary Policy 

Vol 14: Procurement 

Ch 7: Contract Administration 

Appx 7E: Sample COR Appointment Memorandum 

[Insert Date] 

MEMORANDUM 

To:	 [Insert COR Name] 

From:	 [Insert Name], Contracting Officer 

RE:	 Designation of Contracting Officer’s Representative (COR) for [Insert 

Purchase Order/Contract/Award Number] 

You are hereby designated as COR in connection with the performance of the 

subject award. If, at any time, you will be unavailable or unable to perform the contract 

oversight responsibilities outlined below, you must immediately notify the contracting 

officer so that provision can be made for appointment of a new COR, on either a 

temporary or permanent basis, as appropriate. 

A. DESIGNATION OF COR 

This designation sets forth in detail the full extent of the COR's authority and 

limitations therein. The designation does not change or supersede the established line 

of authority and/or responsibility of any organization. Changes in the designated COR 

will be made by the Contracting Officer (CO) by a contract modification and letter 

appointment as the need arises. The appointment as COR applies to the subject award 

only, and shall terminate on completion of that award. 

B. SCOPE OF SPECIFIC RESPONSIBILITIES 

1.	 Coordinating actions relating to funding and changes in the contract 

requirements; 

2.	 Monitoring the contractor's performance to ensure that performance is in 

accordance with the stated requirements of the contract; 

Last revised (Transmittal 14-005) April 30, 2013 
Guide to Judiciary Policy, Vol. 14, Appx. 7E	 Page 2 

3.	 Confirming in writing any oral technical instructions to the contractor with a 

copy to the contracting officer; 

4.	 Assuring that changes in the work or services, and resulting effects on the 

delivery schedule, are formally reflected by a written modification issued 

by the CO before the contractor proceeds with the changes; 

5.	 Assuring prompt review of draft reports (if any are required) and providing 

any comments to the contractor promptly so the contractor can finalize 

them within the specified completion date; 

6.	 Assuring prompt inspection and acceptance or rejection of all delivered 

products or services; 

7.	 Maintaining a working file for the administration of the subject award; 

8.	 Informing the CO when the contractor is behind schedule, with the 

reasons for the delay (if known), and coordinating with the CO on any 

corrective action taken; 

9.	 Informing the CO of any unsatisfactory performance by the contractor; 

10.	 Furnishing to the CO a copy of notes of meetings held with the contractor 

and any correspondence with the contractor, and coordinating with the CO 

on the content of any contractually significant correspondence addressed 

to the contractor in order to prevent misunderstandings or the creation of a 

condition that may become the basis of a claim. 

11.	 Monitoring invoices and payments, and ensuring invoices reflect 

accurately work completed in accordance with the requirements of the 

subject award and certifying acceptance of the work being invoiced; 

12.	 Furnishing the CO notice of satisfactory completion; 

13.	 Reporting to the CO any suspected procurement frauds, bribery, conflicts 

of interest, or other improper conduct by the contractor; 

14.	 Assuring that the contractor has access to the judiciary facility, if required 

for performance of the contract, as well as appropriate clearances for 

personnel; 

15.	 Reviewing and recommending to the contracting officer 

approval/disapproval of contractor requests for public release of 

information regarding work being performed under the subject award; 
Guide to Judiciary Policy, Vol. 14, Appx. 7E	 Page 3 

16.	 Evaluating contractor requests for approval of travel, if the contract 

authorizes travel as a reimbursable expense. 

C. EXCLUSIONS FROM COR AUTHORITY AND RESPONSIBILITIES 

A COR is expressly excluded from performing or being responsible for the 

following: 

1.	 Re-delegating any of the above responsibilities without the written 

approval of the contracting officer; 

2.	 Making commitments or promises to the contractor relating to any other 

awards; 

3.	 Modifying the stated terms of the subject award; 

4.	 Approving items of cost not specifically authorized by the subject award; 

5.	 Directing changes to the required work; 

6.	 Executing supplemental agreements or modifications on behalf of the 

judiciary; 

7.	 Rendering a decision on any dispute or any question of fact under the 

Disputes provision of the subject award; 

8.	 Taking any action with respect to a termination, except to coordinate with 

the CO when termination actions become appropriate; 

9.	 Authorizing delivery or disposition of judiciary-furnished property not 

specifically authorized by the subject award; 

10.	 Discussing procurement plans or any other advance information with the 

contractor that might provide preferential treatment to one firm over 

another when a solicitation is issued for a competitive procurement. 

Violation of the foregoing may give the appearance that the judiciary is not acting 

in good faith. Commitments made to contractors by other than duly appointed COs can 

result in protests by other companies as well as embarrassment to the judiciary. 

Please sign and date the acknowledgment below and return one original signed 

copy of the acknowledgment to the Contracting Officer and retain this memo for your 

records and future reference. 
_____________________________ 

_____________________________ 

Guide to Judiciary Policy, Vol. 14, Appx. 7E Page 4 

Acknowledgment of COR Appointment: 

The undersigned acknowledges and accepts the responsibilities and authority 

delegated as the Contracting Officer's Representative as described in this memorandum 

for the subject award, and confirms that I have completed the required COR training. 

Contracting Officer's Representative: 

Signature 

Date