(a) Scope. Contracting officers may designate technically qualified personnel as their authorized representatives to assist in the administration of contracts. This section establishes Department policy and procedures on the training and appointment of CORs. This section is mandatory for domestic contracting activities and recommended for overseas contracting activities.
(b) Policy. It is Department policy that only Department of State employees who have completed adequate training and have the necessary experience and judgment shall be appointed as CORs. This policy shall be reinforced by contracting officers and administered jointly by A/OPE and FSI. Required training shall be funded by the COR's office.
(c) Required training. (1) Formal training. Department employees shall complete 40 hours of FSI-approved COR training course(s) prior to appointment as a COR. Approved courses include:
PA-174, COR Training (Pre-Award) (24 hours);
PA-175, COR Training (Post-Award) (16 hours);
PA-173, COR Update Training (8 hours); and,
PA-130, How to be a COR (distance learning course).
If FSI training courses are unavailable, individuals may obtain training from other Government or commercial sources; however, the course(s) shall be 40 hours in length and cover at least the basic duties, as applicable to the type(s) of contracts for which the employee will serve as COR. Every five (5) years thereafter, the COR shall complete an additional FSI-approved course or other 40-hour course in order to maintain a current base of knowledge.
(2) Refresher training. Each COR shall complete an 8-hour refresher course in the intervening period; this course shall be offered by FSI.
(3) Effect of training. Completion of required training and possession of relevant qualifications and/or experience do not guarantee that a particular employee will be appointed as a COR. The appointment of a COR is a matter solely within the discretion of the contracting officer.
(4) Additional training requirements. Requirements offices may impose additional training requirements on their staff. For example, OBO requires an additional 40 hours of commercial training in specific areas, as well as 24 hours of refresher training every three years.
(d) Training sources. FSI is the preferred source of COR training, and inquiries regarding COR training shall be directed to FSI; however, funding may not be available for a sufficient number of courses, so CORs may have to obtain training from a commercial source or other Federal agencies. A list of such sources can be found on the A/OPE Internet Home Page at http://www.statebuy.gov/training.htm
(e) Grandfather procedure. Department employees who are already serving as CORs need not complete the required training if, in the judgment of the contracting officer, their performance as a COR is acceptable. If the contracting officer considers a current COR's performance to be in need of improvement, the COR may be required to complete the required training within one year as a condition of continuing to serve as a COR. Department employees may substitute one or more years of experience for the initial training requirement if approved by the contracting officer based on the adequacy of the experience.
(f) Appointment process. The COR appointment process shall be as follows, unless an alternative process is developed by the contracting activity and approved by the Procurement Executive:
(1) Nomination. The COR shall be named in the procurement request submitted to initiate the procurement action and shall be accompanied by a nomination using the format as indicated in paragraph (h).
(2) Appointment memorandum. CORs shall be appointed using Form DS-1924, Certificate of Appointment . The COR shall display this certificate in his/her office or have it available to show visitors. In addition, the contracting officer shall prepare an accompanying delegation memorandum with the certificate to outline the scope of the COR's authority, including duties, responsibilities, and prohibitions. If the COR is replaced during the term of the contract, the contracting officer shall prepare an appointment memorandum for the replacement COR and ensure that the contractor receives a copy. Complete COR duties and responsibilities are detailed in 6 FAH-2, Contracting Officer's Representative Handbook.
(3) Appointment ceremony. For the initial appointment of a COR, the contracting officer should convene a post-award orientation conference attended by the COR, the contractor, and the contracting officer, as prescribed in FAR Subpart 42.5. At the conference, the contracting officer should provide the COR with the signed Form DS-1924 and delegation memorandum. This memorandum should be signed as acknowledged by the COR and countersigned by the contractor to commemorate the mutual understanding of the COR's authority. A copy of both the appointment memorandum and the appointment certificate shall be maintained in the official contract file.
(4) Replacement or revocation. If a COR must be replaced, the requirements office shall submit a request for approval of COR replacement. Any COR appointment may be revoked by the contracting officer for failure to adhere to the conditions of the COR's appointment. Such revocation shall be in writing, documenting the basis for the action being taken, with a copy sent to one level above the COR and a copy kept in the official contract file.
(g) Alternative procedures. Contracting activities requiring alternative procedures (e.g., allowing personal services contractors to serve as CORs) to implement an effective COR program shall submit a description of their proposed alternative to A/OPE for review and approval.
(h) Sample formats. Sample COR nomination, appointment, and replacement formats may be found on the A/OPE Intranet web site at http://www.aope.a.state.gov.
