Figure 7-1. Contracting Process
Post-Award Orientation (Kick-Off)
Conducting the Post-Award Orientation
Topics for Discussion at the Post-Award Meeting
Contractor/System Compliance
Contractor Accountability through SPOT
Performance Monitoring
Contract Modifications
Reasons for Contract Modifications
Types of Contract Modifications
Contract Options
Contract Changes
Constructive Changes
Unauthorized Commitments
Ratification of Unauthorized Commitments
Ratification Process
Technical Evaluation
Cost/Price Evaluation
Completion/Payment
Acceptance
Documenting Acceptance
Wide Area Workflow
Nonconformance
Remedies for Nonconformance
Acceptance of Nonconforming Supplies or Services
Invoice and Payment
Contents of a Valid Invoice
Voucher and Invoice Review
Overtime
Interest Penalties
Warranties
Implied Warranties
Express Warranties
Past Performance
Contract Closeout
DOs and DON’Ts: Contract Administration
Chapter 7. Key Points
Contract Administration
Contracting is usually carried out in three stages–contract planning (Pre-Award and Solicitation), contract formation (Evaluation and Award), and contract management (Contract Administration). Figure 7-1 shows the major phases of the entire contracting process. The COR or the COR nominee may become involved in all stages of this process. For example, even before the Contracting Officer prepares the letter of COR appointment/designation, a nominee may be asked by their management to provide technical expertise to the pre-award/solicitation and the evaluation/award phases of the process. (Appendix B contains further discussion of a COR nominee’s involvement in these two phases.) The third phase, contract administration, begins the official duties of a COR and is the focus of this chapter.
Figure 7-1. Contracting Process
Contract administration comprises the activities performed by Government officials after a contract is awarded. It encompasses all dealings between the Government and the contractor, from the award of the contract until the work is completed and accepted by the Government, payment is made, any disputes are resolved, and the contract is closed out.
The focus of contract administration is on obtaining supplies and services of the required quality, on time and within the expected cost. Although the contract’s legal requirements take precedence, the skill and judgment of the Contracting Officer and COR often are required to protect the Government’s interests during the contract administration process.
