3-5 Appoint Contracting Officer’s Representatives

Contracting Officer’s Representatives (CORs) represent the contracting officer in designated contract administration processes and directs supplier performance within the scope of the contract. COR authority is limited, and CORs have no contracting authority to modify price, schedule, or place of performance under the agreement. A COR is designated to perform specific responsibilities and duties on behalf of the Postal Service, and is authorized to take action regarding the administration of designated contract matters to which they are appointed. They carry out their duties in accordance with Clause 6-1: Contracting Officer’s Representative. COR duties and responsibilities are delineated in the COR Letter of Appointment provided by the contracting officer.

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 Contracting Officer’s Representative (COR) Letter of Appointment defining the COR’s authority will be furnished to the supplier upon award of the contract. The COR provides technical expertise to ensure that requirements of the contract are fulfilled. These responsibilities may include but are not limited to the following:

• Act as a liaison between the contracting officer and the selected supplier.
• Oversee the receipt and/or return of goods and services.
• Provide for inspection and acceptance of delivered goods or services.
• Provide for the review and certification of submitted invoices for payment.
• Oversee quality inspections.
• Perform additional responsibilities as determined by the contracting officer.

The COR may not perform or do the following:

• Perform any function not specifically designated by the contracting officer.
• Assign any responsibility or appoint other CORs without prior written approval of the contracting officer.
• Affect changes to the contract that involve price, schedule, period of performance, or quality of the goods and services contracted.

The supplier is responsible for the supervision, technical competency, and discipline of its personnel. When necessary, the supplier may be assisted by the COR in understanding Postal Service 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 the business leader throughout the life cycle of the contract and externally represents the purchase/SCM team in contractual dealings with the selected supplier.