|
Supplying Principles and Practices > USPS Supplying Practices Process Step 3: Select Suppliers > Appoint Contracting Officer's Representatives (CORs)
Appoint Contracting Officer's Representatives
(CORs)
Contracting Officer's Representatives (CORs) represent the Contracting
Officer in dealings with a supplier. A COR is delegated responsibilities and
duties and is authorized to take action regarding the administration of the
actual awarded contract, in accordance with Clause 6-1: Contracting
Officer's Representative. COR duties and responsibilities are delineated in
the Contracting Officer's Representative Letter of Appointment. It is the
responsibility of the Contracting Officer to determine whether and when to
appoint a COR regarding the planned administration of a contract.
In accordance with Clause 6-1: Contracting Officer's Representative, the
Contracting Officer will appoint a COR, responsible for the day-to-day
administration of the contract, who will serve as the Postal Service's point of
contact with the Supplier on all routine matters. A copy of the notice of
appointment defining the COR's authority will be furnished to the Supplier
upon award of the contract.
The COR will:
• Act as a liaison between the Contracting Officer and the selected
Supplier
• Oversee the receipt and/or return of products and services
• Oversee quality inspections
• Perform additional responsibilities as determined by the
Contracting Officer
The COR will not:
• Perform any function not specifically delegated by the Contracting
Officer
• Appoint other CORs without prior written approval of the
Contracting Officer
The Supplier is responsible for the supervision, technical competency, and
discipline of its personnel. When necessary, the Supplier may be assisted in
understanding Postal Service-unique processes and procedures.
Except when required by the terms of the contract, members of the
Purchase/SCM Team may not direct the Supplier's management activities or
intervene to supervise, train, or discipline Supplier personnel. The Postal
Service Purchase/SCM Team may change as each Process Step leads to the
next, but the Contracting Officer remains business leader throughout the life
cycle of the project and externally represents the Purchase/SCM Team in
administrative dealings with the selected Supplier.
Appointing a COR involves the following steps, to be performed by the
Contracting Officer:
• Evaluate background and training
• Formally designate COR
The potential COR must have the proper training and certifications required.
Training and certifications are available through the Contracting Officer's
Representative Program. All CORs must be familiar with Standards of Ethical
Conduct for Employees of the Executive Branch.
Certain contracts require full-time CORs. It is essential to verify that the COR
is able to devote time to necessary contract management duties, in addition
to the individual's regular Postal Service employment obligations. The
Contracting Officer will evaluate the scheduling capabilities of the nominee,
evaluate his or her training and certification history, and determine his or her
eligibility.
The Contracting Officer will prepare a detailed Contracting Officer's
Representative Letter of Appointment that contains, at minimum, the
following key information for each appointee:
• Contract identification
• Roles and responsibilities
• Record-keeping duties
• Delegated contract management duties
The appointment is made official when the letter of appointment is signed by
the Contracting Officer and countersigned by the COR, ensuring full
understanding and acceptance of the position.
Suppliers are responsible for notifying the Contracting Officer when they
believe that the COR is not acting within the meaning of established
responsibilities, duties, and limitations.
Appointments remain in effect until:
• Contract is completed or Contracting Officer revokes the
appointment
• COR resigns from the Postal Service
• COR is reassigned to a new position
Clause 6-1: Contracting Officer's Representative
Standards of Conduct for Employees of the Executive Branch, 5 CFR
Part 2635
|
