201.602-2 Responsibilities.
(S-90) Policy.
(1) The Contracting Officer's Representative (COR) is an authorized representative of the DISA contracting officer who assists with the technical monitoring and/or administration of a contract. The COR is the technical/administrative liaison between the contractor and the contracting officer.
(2) A Task Monitor (TM) is essentially the same as the COR but-
(i) is designated in addition to or instead of a COR, when the contracting officer determines necessary,
(ii) performs technical/administrative duties at the task order level under a task order contract, and
(iii) serves as the technical/administrative liaison between the contractor and the contracting officer or between the contractor, the COR (if one is assigned), and the contracting officer.
(3) CORs and TMs are the only approved functional titles for individuals performing the designated duties and responsibilities under this subpart in support of DISA contract management. Regardless of previous titles used, if an individual isperforming the functions of a COR or TM in support of a DISA contract, their appropriate functional title is DISA COR or TM (primary or alternate). Contracting officers shall only use these titles (COR or TM) in their designation letters. While titles such as "Contracting Officer's Technical Representative (COTR)," "Technical Task Monitor (TTM)", "Functional Area Advisor (FAA)", "Functional Area Evaluator (FAE)" or "Government Monitor" may be used elsewhere in government contract management operations, these titles are not acceptable and shall not be used in any DISA designations.
(4) A Technical Representative (TR) is distinctly different from a COR or TM. A TR is not authorized to perform contract administration functions and is generally located at a contractor's facility to provide program technical oversight. The acquisition manager (see DARS Part 7 for definition) appoints the TR. See DFARS 242.74 for TR procedures.
(S-91) Qualifications. All prospective DISA and non-DISA CORs and TMs shall be identified in writing along with their appropriate training, qualifications, experience and other considerations in a COR or TM Nomination letter prepared by the requirements office and forwarded to the appropriate DISA contracting officer. All CORs and TMs shall possess the training and technical skills required to monitor and administer the specific, assigned duties.
(S-92) Training. DISA CORs and TMs are responsible for taking all training indicated in their respective Individual Development Plans (IDP), COR or TM nomination and designation letters. All training, whether designated as required, optional, alternative, or supplemental, must be identified to the DISA contracting officer and approved by the supervisor before inclusion in an IDP. The DISA contracting officer will review all completed initial training identified in the COR or TM Nomination letter and provide the individual with a written notice of acceptability in the form of an electronic mail (E-mail) message. Individual's are advised to keep the notice of acceptability as part of their COR or TM files.
All candidate and active CORs and TMs shall refer to the approved DISA COR and TM Career Management Program Guide (CMP) available at https://cmis.disa.mil/lib/files/site/cmpguide-1.pdf in conjunction with development of their IDPs. Supervisors of personnel nominated for or designated as DISA CORs and TMs will ensure discussion and support of mandatory, optional, alternative, and supplemental initial and annual refresher training requirements with applicable personnel and the appropriate DISA contracting officer as part of the annual performance plan review and Individual Development Plan (IDP) preparation and approval. Before designation and subsequently as required, the contracting officer must receive and review copies of all certifications of all completed training. No individual should assume or commence COR or TM functional responsibilities in support of any DISA contract unless they have completed the required training, provided the required certifications, and received and acknowledged in writing their COR or TM designation letter from the DISA contracting officer.
The following DISA mandatory, alternative or optional initial and annual refresher COR and TM training requirements incorporate greater flexibility for satisfactory completion and certified qualification by DISA personnel. Prospective and active DISA and non-DISA CORs and TMs shall discuss the need for, suitability of, and acceptability of taking any required, alternative, optional or supplemental initial or annual refresher training course with the term "COTR" or "Contracting Officer's Technical Representative" in the title with the DISA contracting officer and their supervisor on a case-by-case basis. In such cases, personnel shall obtain a written statement of acceptability or suitability from the DISA contracting officer BEFORE submitting their IDP for supervisory approval or taking any such course for COR or TM qualification or certification.
(1) Initial Training. BEFORE taking DISA COR or TM initial or refresher training, individuals should read and acquaint themselves with this DARS subpart, the DISA COR/TM Acquisition Deskbook, and the information available on COR and TM training. This information is accessed through the DISA PLD homepage "Acquisition, Policy and Guidance" link at http://www.ditco.disa.mil/hq/aqinfo.asp.
(i) Mandatory DISA Ethics Training. CORs and TMs are acquisition officials who require ethics training. Upon nomination, CORs and TMs are required to take the web-based DISA Annual Ethics Training course, and provide training completion certification to their supervisor and the appropriate DISA contracting officer. This course is required annually thereafter. DISA COR and TM supervisors shall ensure that the OGE Form 450, Executive Branch Confidential Financial Disclosure Report forms are filled out annually, as appropriate, and sent to the Office of General Counsel (GC). The DISA Ethics Training is available online by clicking on the link at http://www.disa.mil/gc/initial_ethics.html. [NOTE: Non-DISA CORs and TMs are encouraged to complete annual DISA Ethics training as well, or seek a written statement of acceptability or suitability of substitute DoD or other Ethics training from the applicable DISA contracting officer.]
(ii) Mandatory DoD Wide Area Workflow (WAWF) Training. The DoD has mandated the implementation of electronic receiving, acceptance, invoice processing, and payment of contractor provided services and supplies. CORs and TMs play a significant contract administration role as receivers and acceptors, and must complete the mandated DoD WAWF training. DoD WAWF training is available online at www.wawftraining.com. Personnel may register in the DISA Online Training System (DOTS) at the following address to attend classroom WAWF training: https://cmis.disa.mil/training/dots3/main.cfm. For more information, contact the DISA WAWF Deployment Manager in PLD.
(iii) Mandatory COR or TM Functional Responsibilities Overview Training. Candidate CORs and TMs must complete at least 24 hours of mandatory COR functional responsibilities overview training before they can be designated. This mandatory functional overview training may be obtained from a variety of sources as a single course or a combination of courses totaling at least 24 credit hours or continuous learning points (CLPs). One source for this type of training is the Defense Acquisition University (DAU) offering courses such as the "COR Overview" course, or "COR With a Mission Focus" course available through the Acquisition Training Application System (ACQTAS) at https://www.atrrs.army.mil/channels/acqtas/main.asp. The DAU "COR Overview" course completion results in four CLPs. This course must be taken in combination with other training, such as a contracting overview course, for a total of 24 credits of COR or TM functional responsibilities overview training. Other courses may be considered, with a written statement of acceptability by the DISA contracting officer. Individuals should refer to the COR and TM MDP at https://cmis.disa.mil/lib/files/site/cmpguide-1.pdf for additional suggested courses and related information.
(2) Annual Refresher Training. All CORs and TMs must complete appropriate annual refresher training to familiarize themselves with developments or changes in acquisition regulations, standards of ethical conduct, and best practices for effective contract management. DISA and non-DISA CORs and TMs supporting DISA contracts should discuss the suitability and acceptability of taking any training course with the term "COTR" in its title with their DISA contracting officer and supervisor on a case-by-case basis. DISA and non-DISA CORs and TMs should get a written statement of acceptability or suitability from the DISA contracting officer BEFORE including such courses in their IDP for supervisory approval or taking any such course for COR or TM refresher qualification or certification. For DISA CORs and TMs, mandatory annual refresher training consists of the following:
(i) Mandatory DISA Ethics Training. The DISA Ethics Training is available at https://cmis.disa.mil/training/onlinetraining/. Supervisors of COR and TM personnel shall ensure that appropriate OGE Form 450, Executive Branch Confidential Financial Disclosure Report forms are filled out annually, as appropriate, reviewed by the supervisor for conflicts of interest, and sent to the Office of General Counsel (GC). [NOTE: Non-DISA CORs and TMs are encouraged to complete annual DISA Ethics training as well, or seek a written statement of acceptability or suitability of substitute DoD or other Ethics training from the applicable DISA contracting officer.]
(ii) Mandatory DISA COR/TM Training Day Training. All DISA CORs and TMs supporting DISA contracts must provide validated and documented attendance or video teleconference (VTC) participation and training completion certification for at least one, six-hour DISA COR/TM Training Day each year for a subtotal of six CLPs. The COR/TM Training Days are offered quarterly. CORs/TMs shall register in DOTS (https://cmis.disa.mil/training/dots3/main.cfm) for physical attendance or VTC participation in DISA COR/TM Training Days.
(iii) Mandatory COR/TM Functional or Contract Related Training. All DISA and CORs and TMs shall complete at least six additional hours of COR/TM functional or contract related training. Such training may be accomplished by a single course, or combination of courses, or symposium or conference attendance totaling at least an additional six hours. Individuals should refer to the COR and TM CMP at https://cmis.disa.mil/lib/files/site/cmpguide-1.pdf for suggested courses and related information. Examples include attendance at or VTC participation in an additional DISA COR/TM Training Day (six CLPs); three, two-hour DISA Acquisition Excellence Workshops (AEWs, at two CLPs each), enhanced DOD WAWF training, or other contract related courses, training, symposia, or conferences totaling at least an additional six hours.
(3) Optional, Supplemental or Alternative Training.
(i) Optional, Supplemental or Alternative training requests may be necessitated by an individual's physical, geographical, or learning style challenges, access issues, non-DISA COR or TM parent organization training requirements, or program or project unique requirements. Such requirements and requests must be identified, discussed, and addressed on a case-by-case basis, deemed suitable or acceptable in writing by the appropriate DISA contracting officer, as appropriate, included in the DISA individual's IDP, and approved by that individual's supervisor.
(ii) Once approved, the circumstances, course identification, and approval for optional, supplemental or alternative training requests must be documented in writing by the appropriate approving contracting officer, and copies of that documentation must be kept as part of the individual's COR or TM files, the contract files, and the individual's COR or TM training and performance records.
(iii) Under no circumstances should individuals complete COR or TM optional, supplemental or alternative training without the prior review and written statement of acceptability or suitability by the DISA contracting officer, inclusion of such training in their IDP (for DISA personnel), and approval of their IDP by the DISA supervisor.
(iv) Refer to the DISA COR and TM CMP for additional guidance.
(4) CORs, TMs and the Defense Acquisition Workforce Improvement Act (DAWIA). CORs and TMs are comprised of personnel from varying technical backgrounds and disciplines. Some CORs and TMs are personnel assigned to designated Defense Acquisition Workforce Improvement Act (DAWIA) critical acquisition positions within or outside of DISA. COR and TM training, qualification, certification, and designation requirements for supporting DISA contracts are separate from and currently do not involve DAWIA education and certification requirements. COR and TM training requirements may be used to satisfy DAWIA mandated continuous learning credit requirements. For more information on DAWIA certification, training, and continuous learning requirements, individuals may contact the DISA Acquisition Career Management Program (ACMP) Manager in the Manpower, Personnel, and Security Directorate for specific policy and information.
(5) Non-DISA COR and TM Training. Non-DISA candidates or active CORs and TMs are encouraged to take the same initial and annual refresher training as their DISA counterparts, but may substitute other COR or ethics training if deemed acceptable by the cognizant DISA contracting officer. Before designation of candidate COR or TM personnel from non-DISA sources, the contracting officer must obtain and review the certification of all COR or TM personnel for non-DISA courses, the contracting officer must obtain and review certifications of all COR/TM training. Such training must be reviewed on a case-by-case basis, by the cognizant contracting officer, the DISA Contracting Officer will provide the candidate a written notification of any unacceptable training.
(S-93) Nomination.
(1) A DISA or non-DISA requirements office shall nominate individuals as candidate CORs and TMs, as appropriate. [NOTE: Alternate CORs (ACORs) and Alternate TMs (ATMs) are generally discouraged, but if nominated, must meet all of the requirements of this DARS subpart (e.g., meet the same training requirements BEFORE designation).] Supervisors are also encouraged to identify highly motivated individuals, with strong standards of ethical conduct, and a willingness to accept responsibility as potential COR and TM candidates. Nomination of military personnel as DISA CORs and TMs is permitted. If a military member is to be considered as a DISA COR or TM, they are subject to the same qualification, training, certification, designation, and performance documentation requirements as their civilian counterparts, using appropriate military documentation formats for training records and performance review. Supervisors of military personnel designated as CORs or TMs should review the DISA mandatory civilian performance standard and follow similar criteria for evaluating military personnel COR and TM performance regarding DISA contract administration and management.
(2) A requirements office shall provide the DISA contracting officer the COR, ACOR, TM, or ATM nomination as soon as possible, but not later than thirty (30) days prior to the contract or task order award.
(3) Requirements offices shall not send written nominations unless the nominee is qualified (or will be qualified prior to appointment) in accordance with this DARS subpart. The written nomination shall identify a primary COR or TM or an Alternate COR or TM, and outline the nominee's technical qualifications, experience, and completed training information or state that the nomination is subject to the completion of training identified in the nomination letter.
(4) Requirements offices should contact the applicable DISA contracting officer to obtain a copy of the approved sample COR or TM nomination letter format, a copy of the mandatory DISA COR and TM performance standard, and a copy of the current DISA COR/TM CMP (https://cmis.disa.mil/lib/files/site/cmpguide-1.pdf).
(S-94) Designation.
(1) The contracting officer shall designate a COR or TM in writing upon appropriate review of the written nomination from the requirements (i.e., customer) office, and the completion and satisfactory review and acceptance of all required initial training and certification requirements. The authority to designate CORs or TMs shall not be further delegated.
(2) Before designation, the contracting officer shall check the nomination to ensure that the COR/TM meets the requirements of this subpart. If anticipating a COR designation, the request for proposal, solicitation and contract shall include the clause required by DFARS 201.602-70. If anticipating TM designation, the request for proposal for each individual task order must include a statement similar to the COR clause required by DFARS.
(3) The contracting officer's COR or TM designation letter must identify the information required in DFARS 201.602-2(2)(v) and establish a feedback procedure for maintaining awareness of significant events concerning contract performance.
(4) Normally, only one COR is needed to monitor or administer a contract and/or one TM to monitor a task order.
(5) DISA contracting officers shall use the most current, approved DISA sample COR or TM nomination or designation letters in effect and modify as appropriate. Contracting officers may need to conduct periodic reviews and issue new or updated COR or TM designation letters to keep designations current with FAR, DFARS, or DARS policy changes.
(6) Upon designation, the contracting officer shall provide the original designation letter to the COR or TM and send copies to the following:
(i) Contractor
(ii) Contract Administration Office
(iii) the COR's or TM's Supervisor
(7) Designation letters must include an acknowledgement page with signature blocks for the COR or TM and for the COR's or TM's supervisor, as well as unique identification codes per instructions in the acknowledgement format.
(i) The COR or TM signature acknowledges full understanding of the designated duties, responsibilities, and limitations, to include completion of all training requirements and maintain successful performance. If anything regarding the assigned duties and responsibilities is unclear at the time of designation or thereafter, it is the COR's or TM's responsibility to seek clarification from the contracting officer. Further, the COR or TM acknowledges that they are a key partner, along with their supervisor, and the contracting officer in improving the quality of DISA contract administration and management through better qualified CORs and TMs and successful COR and TM performance. The COR or TM shall not sign the designation letter or assume their contract support functional responsibilities until they have completed all of the f the required initial training under this subpart. In the event of a reissued or updated designation letter, the COR or TM shall not sign the designation letter until they have satisfactorily completed and documented the required annual refresher training.
(ii) The supervisor's signature acknowledges full understanding, support for, and approval of the named individual's COR or TM duties, responsibilities, and limitations. For DISA CORs or TMs, the supervisor's signature also indicates their agreement to address COR and TM duties and responsibilities in job descriptions, and ensure that the DISA mandatory COR and TM critical element and performance standard is included in the individual's Performance Work Plan, in accordance with DARS 1.602-2-90(f)(l), and Chapter 430 of the DISA Instruction 220-15-55, DISA Civilian Personnel Management Manual revision of October 2004 for civilian personnel, and as appropriately documented for military personnel, following the guidance of the civilian personnel performance standard. The mandatory critical element #10 Performance Standard for DISA CORs and TMs is:
Critical element #10 - COR/TM. Contracting Officer's Representative (COR) or Task Monitor (TM) Assignment (Mandatory for CORs or TMs) Demonstrates an appropriate understanding of Federal Government and DoD contracting and procurement policies, practices, and processes. Consistently complies with the duties, responsibilities, and limitations outlined in the COR or TM designation letter. Performs effective and proactive technical monitoring and administrative oversight of contractor's work and the quality of deliverables, cost, and schedule. Keeps the contracting officer informed of progress and problems. Meets the DARS Subpart 1.6 training requirements.
(iii) The COR or TM and supervisor's signatures on the designation letter also acknowledges that they, along with requirements offices, contracting officers, and agency manpower, personnel and security management personnel are part of a strategic partnership to improve DISA COR and TM qualifications and successful contract management performance outcomes.
(iv) Once the COR or TM and their supervisor acknowledge (sign) the designation letter, the COR or TM returns the acknowledgement page to the contracting officer. The COR or TM places the original designation letter with the signed and dated acknowledgements in the COR or TM files, provides a copy to their supervisor, and retains a copy for their personal files. The contracting officer shall ensure that a copy of all COR and TM designation letters are included in the DISA contract file.
(S-95) COR or TM Duties, Performance Review, and Removal. [NOTE: Also applies to non-DISA CORs and TMs, as deemed appropriate by the contracting officer.]
(1) To ensure accountability and promote effective COR and TM qualifications, certifications, and successful performance outcomes, DISA COR and TM supervisors shall adequately address COR and TM duties in position descriptions.
(2) Supervisors of DISA COR and TM personnel shall apply Critical Element #10 and the mandatory COR and TM Performance Standard on the DISA Performance Work Plan and Appraisal (DISA Form 208) relating to the specific duties and responsibilities of their COR and TM assigned personnel. During the mid-year review and the annual performance evaluation of personnel assigned COR and TM responsibilities, supervisors shall obtain performance review input from the appropriate DISA contracting officer.
(3) The contracting officer shall check the administration and performance of the COR or TM on a continual basis. Negative results shall be documented in the contract file and a copy sent to the COR's or TM's supervisor. If the contracting officer determines that a COR or TM is not performing in a satisfactory manner regarding contract administration, contract management or task order management, the contracting officer may remove the COR or TM, revoke their designation in writing, and request that the requirements office nominate a suitable replacement COR or TM.
(4) Only Government employees may be designated and carry out COR or TM duties. A non-Government employee shall not perform duties designated for COR or TM performance nor shall any non-Government employee help in the execution of COR or TM duties.
(5) If designated DISA or non-DISA CORs or TMs leave DISA or change positions and no longer perform the designated duties as detailed in their designation letters, the individual COR or TM and the requirements office shall notify the contracting officer to arrange for an appropriately designated replacement. Notification must be far enough in advance to allow time for-
(i) contracting officers to check qualifications, experience and ensure the certified completion of required training, and written designation of a new COR or TM (at least 30 days, possibly 60 days to complete required training), and
(ii) a transition period, if needed. [CAUTION: Lack of COR or TM assistance without replacement may have a negative impact on contract management performance.]
(6) CORs and TMs are required to keep well-documented contract and task files relating to actions taken in accordance with their designated duties (DFARS 201.602-2). Upon contract completion, CORs and TMs will contact the contracting officer and obtain directions to provide the COR's or TM's contract file, or provide a signed statement annotating that all authorized supplies and/or services were inspected and accepted, and the contract file is complete. If the contracting officer only needs the completion notice, the COR or TM will destroy or otherwise appropriately dispose of the COR or TM file according to the contracting officer's instructions (See DFARS 204.805 for requirements for disposing of contact records that may contain nonpublic agency information and/or contract are proprietary information).
(7) Upon receipt of the COR or TM completion statement, contracting officers shall incorporate the completion statement into the official contract file.
(S-96) Limitation of COR/TM Authority. COR and TM duties are set forth in their designation letters. CORs and TMs do not have contracting officer authority. In addition to the limitations stated in DFARS 201.602-2, the COR or TM shall not-
(1) Act, or fail to act, in any manner that the contractor may construe as an attempt to change the contract terms;
(2) Discuss pending solicitations or other contracts, or make commitments or promises to the contractor relating to award of a contractual action;
(3) Give contractors oral or written direction outside of the COR or TM scope of authority;
(4) Interfere with the contractor's personnel practices or dealings with organized labor; or
(5) Further delegate any authority vested in COR or TM.
(S-97) DITCO HCOs are responsible for developing and keeping a current database of COR and TM information.
(1) All DISA HCOs shall ensure that all DISA contracting officers
(i) ensure that all DISA (and non-DISA) CORs and TMs are designated in writing only after completion and certification of all required initial training;
(ii) complete appropriate training and enter required data for all COR and TM designated personnel in the Procurement Desktop-Defense (PD2) system per the PD2 Data Entry Guide developed by DITCO Scott personnel (or Standard Procurement System (SPS) or other appropriate follow-on system); and
(iii) comply with all HCA required quarterly (or otherwise periodically required) COR and TM data reporting requirements.
(2) At the minimum, the database shall include:
(i) Name and DISA office code of COR or TM (or agency for Non-DISA CORs and TMs);
(ii) Date of designation;
(iii) Dates of initial and refresher training;
(iv) Contract number(s) for contract(s) monitored; and
(v) Task order number(s). [Only required for task order(s) monitored by TMs.]
(3) Consequences. If COR and TM data entry and reporting requirements are not met, deficiencies will be reported to the contracting officer's supervisor and could result in a performance review, counseling, and other corrective measures and remedies.