Source: http://farsite.hill.af.mil/reghtml/regs/other/afars/5153.htm
Timestamp: 2017-06-24 08:39:08
Document Index: 512229621

Matched Legal Cases: ['ART 5153', 'art 5153', 'art 5153', 'ART 5153', 'art 45', 'art 245', 'art 10', 'art 45', 'art 245', 'art 45', 'art 245']

AFARS PART 5153
Subpart 5153.2 – Prescription of Forms
5153.201-90 Sample contracting officer’s representative designation letter.
5153.245-91 Consumption Reports for Ammunition
Subpart 5153.3 – Illustration of Forms
5153.303-1 Sample contracting officer’s representative (COR) designation.
AFARS – PART 5153
In accordance with 5101.602-2-91, the Army will use the Virtual Contracting Enterprise Contracting Officer’s Representative (COR) module to nominate, appoint, track, and revoke COR appointments. When the Virtual Contracting Enterprise COR module is unavailable, contracting officers shall use the sample COR designation letter format in 5153.303-1 to designate a COR. Designate CORs using official letterhead and follow standard procedures for correspondence. Address the designation to the individual by name, including rank or grade, and full mailing address.
Use the justification review document format at 5153.303-4 to document the requesting activity’s internal review of a proposed justification when using other than full and open competition. Contracting officers will tailor the justification review document format to accommodate the justification’s approval threshold. For example, justifications approved by a contracting officer may not require special competition advocate, principal assistant responsible for contracting or head of the contracting activity review. The completed format becomes the cover page(s) of the justification. Do not use letterhead for this document.
Use the sample CPARS access request format at 5153.303-10 to submit contract access information to the CPARS contracting activity focal point upon award of a contract eligible for a past performance assessment report. Retain the completed document in the official contract file. 5153.245 Government property.
Use the sample withdrawal of approval of property control system letter at 5153.303-8 in accordance with FAR subpart 45.5 and DFARS subpart 245.5 to notify a contractor that approval of his property control system is withdrawn. Use official letterhead and follow standard procedures for correspondence. 5153.245-91 Consumption Reports for Ammunition
Subject: Designation of Contracting Officer’s Representative (COR) for Contract (Enter number.).
1. Pursuant to DFARS 201.602-2, you are designated as the contracting officer’s representative (COR) in administration of the following contract:
a. Verify that the contractor performs the technical requirements of the contract in accordance with the contract terms, conditions and specifications. Specific emphasis should be placed on the quality provisions, for both adherences to the contract provisions and to the contractor’s own quality control program.
c. Maintain liaison and direct communications with the contractor. Written communications with the contractor and other documents pertaining to the contract shall be signed as “Contracting Officer’s Representative” and a copy shall be furnished to the contracting officer.
d. Monitor the contractor’s performance, notify the contractor of deficiencies observed during surveillance and direct appropriate action to effect correction. Record and report to the contracting officer incidents of faulty or nonconforming work, delays or problems. In addition, you are required to submit a monthly report concerning performance of services rendered under this contract.
j. Records relating to the contractor’s quality control system and plan and the results of the quality control effort.
6. At the time of contract completion, you will forward all records to the contracting officer for retention in the contract files. 7. All personnel engaged in contracting and related activities shall conduct business dealings with industry in a manner above reproach in every aspect and shall protect the U.S. Government’s interest, as well as maintain its reputation for fair and equal dealings with all contractors. DoD 5500.7-R sets forth standards of conduct for all personnel directly and indirectly involved in contracting.
8. A COR who may have direct or indirect financial interests which would place the COR in a position where there is a conflict between the COR’s private interests and the public interests of the United States shall advise the 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.
9. You are required to summarize the contractor’s contractual performance at least annually using the Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov. The narrative you write must support the rating given based on the rating definitions in the CPARS Guide on the website.
Name: ___________________(Print or type) Signature: ____________________
Title: ____________________ Date: ________________________
Rank/Grade: ___________________ Telephone: ___________________
(2) The supplies or nonpersonal services are available for delivery within 60 calendar days, whether at the supplier’s place of business or at destination.
Title: ___________________ Date: ________________________
Program/Equipment: Authority: Amount: Prepared by:
Signature: ______________________ Date: ______________________
Special Competition Advocate
(1) Add Program Executive Officer signature block when item is Program Executive Officer managed. Head of the Contracting Activity
This format is mandatory for all justifications and approvals (J&As) in support of other than full and open competition. Contracting officer will tailor the J&A’s format to accommodate other type justifications in accordance with the FAR approval thresholds and required content.
2. Description of Action: State whether the approval is for a new contract or a modification. Include the type of contract, type of funds to be used (Military Construction; Research, Development, Test and Evaluation; Other Procurement, Army; or Operation and Maintenance, Army) and, when applicable, the estimated share and ceiling arrangements, and fee or profit. 3. Description of Supplies/Services: Name and describe the required supplies/services. Include the estimated total value, including options, if any. 4. Authority Cited: Identify the statutory authority permitting other than full and open competition followed by the specific FAR citation and its title. For example: 10 United States Code 2304(c)(1) as implemented in Federal Acquisition Regulation 6.302-1(a)(2)(iii)(B), Only one responsible source and no other supplies or services will satisfy agency requirements.
5. Reason for Authority Cited: Describe how this action requires the use of the authority cited. If applicable, identify the proposed or potential contractor(s) and include a discussion of the proposed contractor’s unique qualifications for fulfilling the contract requirements.
(a) The rationale used for justifying the cited authority should be consistent throughout the document as appropriate. (b) Justifications citing FAR 6.302-1(a)(2)(ii) or (iii) as the authority for less than full and open competition on a follow-on contract must reflect (1) substantial duplication of cost that is not expected to be recovered through competition and/or (2) unacceptable delays in filling agency requirements. If the authority cited is substantial duplication of costs, then paragraph 5 should compare the duplicate costs the government would incur to create competition and the estimated savings expected to be recovered through subsequent competition. In addition, the justification must include an explanation for how the requesting office derived their estimates and why they believe they are a substantial duplication. Justifications citing unacceptable delays must identify firm schedule limitations that do not result from a lack of planning. For example, firm schedule limitations could include an approved Army campaign plan or significant loss of life or property.
6. Efforts to Obtain Competition: Describe the efforts to solicit offers from as many potential sources as is practicable. a. Effective competition. Describe the extent of effective competition anticipated for this acquisition.
8. Market Research: Describe the extent and the results of the market research (FAR Part 10) conducted to identify all qualified sources. Research must have been meaningful (demonstrated attempt to discover all relevant material) and conducted within the previous 12 months. 9. Interested Sources: Include a listing of the sources that have written to express interest in the acquisition. If applicable, clearly state “To date, no other sources have written to express an interest.” If 10 U.S.C. 2304(c)(1)/FAR 6.302-1 is the authority cited, explain why other sources were rejected. Also, state that the notices required by FAR 5.201 shall be or have been published, and that any bids or proposals received shall be considered. If a notice is not posted, state which exception in FAR 5.202 applies.
Note: It is recommended for the contracting officer to annotate at the bottom of each J&A page the following marking, as appropriate, prior to posting on the internet: “For Official Use Only”.
Date: ___________________ Signature: ___________________
Description of item or service: Solicitation Number: Contract Number: Awardee: Award Date: ______________________. Award Amount: Estimated Amount (if pre-award):
Stop Work? Yes No. If Yes, date issued: Attorney assigned to the protest (include phone): Contracting Officer (include phone): Lessons Learned and legal/acquisition costs are to be submitted by letter covering a copy of decision. Include information concerning whether or not a GAO dismissal or withdrawal of a GAO protest was the result of a corrective action taken by the contracting office.
For the period covering: 1. Protests filed this quarter: a. Total number: b. Numbers filed by Army Command/Major Subordinate Command, Heads of Contracting Activities (HCAs): 2. Number of protests sustained/granted in this quarter: 3. Number of protests resolved using GAO Flexible Alternative Procedures in accordance with 4 CFR 21.10 this quarter: 4. Costs:
Government contract (insert contract number) requires (insert contractor’s name) to establish and maintain, in accordance with FAR Subpart 45.5 and DFARS Subpart 245.5, a system to control, protect, preserve, and maintain Government property in your possession. The applicable provisions of the referenced contract provide that failure of the contractor to maintain and administer an acceptable program or system shall be presumed to be a failure resulting from willful misconduct or lack of good faith on the part of the contractor’s managerial personnel.
The Property Administrator, by letter dated (insert date) gave notification that (insert contractor’s name) system for the maintenance, protection, preservation, and control of Government property was reviewed and found not to meet the requirements of FAR Subpart 45.5 and DFARS Subpart 245.5 in the following respects:
By letter of (insert date) you were advised that approval of the property control system would be withdrawn unless the noted deficiencies were corrected by (insert date). As of this date, these corrections have not been accomplished. This undue delay in complying with your contractual requirements concerning Government property and your continued delay in rectifying noted deficiencies indicate a lack of concern by (insert contractor’s name) managerial personnel. Therefore, the approval of your Property Control System is withdrawn as of (insert date). As a result of this action, (insert contractor’s name) shall be liable for any loss or damage to the Government property occurring after receipt of this notice in accordance with the provisions of the contract.
(Submit a copy to the Contractor Performance Assessment Report System (CPARS) focal point upon award, along with the CPARS access request format at 5153.303-10. Other formats may be used if all applicable information below is included. )
CONTRACT NUMBER: ________________________ ORDER NUMBER ________________ (Include General Services Administration (GSA) number and basic procurement instrument identification “F” order number.)
CONTRACT TITLE/EFFORT DESCRIPTION: ____________________________________________________________________________________________________________________________________________________________
CONTRACTOR NAME, ADDRESS (as listed in System for Award Management, www.sam.gov): _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ BUSINESS SECTOR (Circle one): Systems or Non-systems LOCATION OF CONTRACTOR PERFORMANCE (if other than contractor address above): _____________________________________________________________________________
COMPLETION DATE (Include last possible date, if all options exercised): ______________ DOLLAR VALUES: AWARDED VALUE (Grand total, including unexercised options): _______________ CURRENT VALUE (Current funded amount as of registration date. Use target price or total estimated amount for incentive contracts.): ____________________________
CONTRACT TYPE (Circle one. For hybrid, put a “P” next to the predominate type and identify other type with an “O” next to it.): FFP __ FPI ___ FPR ___ CPFF ___ CPIF ___ CPAF ___ HYBRID ___ OTHER: _________________ COMPETITIVE (Basis of award): YES or NO PROGRAM/PRODUCT/PROJECT MANAGER ___________________
GOVERMENT CONTRACTING OFFICER’S REPRESENTATIVE/QUALITY ASSURANCE EVALUATOR ___________________
(Submit a copy to the Contractor Performance Assessment Report System (CPARS) focal point upon award, along with the CPARS initial registration consolidated format at 5153.303-9. Other formats may be used if all applicable information below is included. )
Note: For report completion and security measures, user(s) are responsible for notifying the focal point for removal of person(s) no longer associated with the contract(s) below. A change in Assessing Official Representative or Assessing Official requires that person to start an Interim Assessment for continuity. A. Enter Contract Numbers/Order Numbers:
B. Enter Name of Assessing Official: The Assessing Official may input ratings and narrative, sign the assessment report, and release it to the contractor, and modify the report following contractor comments or close the report if it is not contentious. The Assessing Official is the person with overall responsibility for the program/project or job/task/delivery order. The Assessing Official must be a U.S. Army employee.
1. C. Enter Name(s) of Assessing Official Representative(s) (Optional): The Assessing Official Representative (AOR) may assist the Assessing Official by inputting ratings and narrative. The AOR may not sign the report. Examples of AORs include technical experts (i.e., engineering, logistics), Defense Contract Management Agency program integrators, quality and other team members. An AOR must be a government employee.
D. Enter Name of Contractor Representative: This individual, the Contractor’s Program Manager equivalent, will comment on the Government Assessing Official’s assessment. The contractor representative can input comments for the contracts listed above and view the completed report(s).
E. Enter Name of Reviewing Official: A Reviewing Official, generally a level above the Assessing Official, provides the check-and-balance whenever the Government Assessing Official and the Contractor Representative disagree on the assessment. The Reviewing Official can input comments for the contracts listed above. The Reviewing Official must be a U.S. Army employee in the Assessing Official's chain of command.
1. Individual Submitting This Request for Access:
Name: Title: Phone: Date: