To provide the Acquisition and Grants Office (AGO) Acquisition workforce and its clients a comprehensive set of standardized procedures and uniform electronic tools (e-tools) for use in satisfying over 70 distinct contract administration activities as prescribed in the Federal Acquisition Regulation (FAR) Part 42
AGO Contract Administration Overview
The ProTech Contracting Officer (CO), within the AGO Strategic Sourcing Acquisition Division (SSAD), has overall responsibility for administration
of ProTech. The CO, without right of delegation, is the only person authorized to make or approve any changes in any of the requirements of the ProTech basic contracts; and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the CO
. In the event the contractor makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.
The Contracting Officer’s Representative (COR), within the AGO, is responsible for the receipt and acceptance of the contract-level deliverables and reports and past performance reporting for the ProTech contracts. The COR supports the PM and the CO in the general management of the program and provides technical acquisition support to the TO CORs.
The Task Order CO (TO CO) and Task Order COR (TO COR) will be responsible for the task order activities involving initiating, awarding, administering, and closing out task orders. They will track and guide task order performance over the life of the task order. The ProTech Program Support Team will assist all clients in their task order activities as well as log and maintain records of all task orders.
Where To start:
TO Post-Award Conference
A post-award conference includes Government and Contractor personnel and is held as soon as possible (typically within 30 days) after contract award to foster clear and mutual understanding of all TO requirements and to identify and resolve potential problems. A record of participants/attendees should also be included in the TO file.
Monitoring Contractor Performance
The TO COR acts as the technical liaison between the TO CO and the Contractor regarding the requirement(s) under the TO, and is essential in communicating potential problems to the TO CO for mitigation and immediate diffusion before a situation becomes problematic. The TO COR will rely on a wide range of strategies to ensure surveillance and oversight of:
- Services performed.
- Overall administration of the contract.
- Receipt and acceptance of contract deliverables.
- Verifying the accuracy of contract invoices.
THE TO COR SHALL NOT:
- Make any agreement with the Contractor requiring the obligation of funds (sign contracts, delivery/task orders, purchase orders, or
- Modify a contract or order, or in any way obligate payment of funds by the Government); encourage the Contractor by words, actions, or a failure to act to undertake new work or an extension of existing work beyond the contract period;
- Interfere with the Contractor's performance by "supervising" Contractor employees or otherwise directing their work efforts;
- Authorize a Contractor to obtain property for use under a contract;
- Allow government property accountable under one contract to be used in the performance of another contract;
- Issue instructions to the Contractor to start or stop work;
- Order or accept goods or services not expressly required by the contract;
- Discuss acquisition plans or provide any advance information that might give one Contractor an advantage over another Contractor in forthcoming procurements; or
- Re-delegate TO COR authority or responsibilities.
Task Order Modifications
The TO COR will review proposed modifications against the scope of work and availability of funds. Assess proposed modifications for technical content; and advise the TO CO in determining whether to modify the TO and implement the modification.
- Options – Before an Option can be exercised, the TO CO shall make a written determination that exercise of the Option is the most advantageous method of fulfilling its needs, price and other factors considered per FAR17.207(c)(3).
Receiving, Inspection and Acceptance
The TO CO and TO COR are responsible for inspection and acceptance of task order services provided. If services are rejected, this must be documented in writing to the contractor, with recitation of the requirement and factual statements of how the contractor failed to meet these requirements.
Invoice and Payment Processing
Contractors shall follow the detailed invoicing and billing instructions contained in the individual ProTech TO.
Automated Systems and/or Supporting Tools:
A list of e-tools is provided to facilitate the efficient and effective accomplishment of required contract administration activities.
The links provide the regulations, guidance and the automated systems to be used in administering ProTech TOs.
- The electronic tools are to be implemented in conjunction with the following existing automated systems: C-Suite (AGO’s automated procurement system); CPARS (Contractor Performance Assessment Reporting System administered by the Department of Defense); eSRS (the Government-wide Electronic Subcontracting Reporting System); FFMS (Federal Financial Management System); and the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Use of these automated systems is mandatory throughout AGO.
- Contracting Officers and contract specialists are encouraged to collaborate with their program clients, especially the COR, in the use, exchange, and periodic updates to the electronic tools for a particular TO. They should also become familiar with the extent tool capabilities can be modified to suit a particular TO, and promote their use.