Contract Monitoring, Inspection, and Acceptance

Chapter 5 covered the tasks and events involved in planning for contract administration. This chapter deals with the COR's primary duties actually performed during the contract administration phase, which relate to the monitoring of contract performance and inspection and acceptance. These duties are the "heart and soul" of the COR's job. All other functions that the COR performs lead up to his or her monitoring, inspection, and acceptance duties, which are the most important duties he or she performs. The COR's responsibilities culminate in the final acceptance (or rejection) of the contractor's work.

Another very important duty of the COR, documenting past performance information, is covered again in this chapter. The COR may also be assigned responsibility for the direct administration of government property, if applicable to the contract. However, a property administrator may be assigned to the contract, in which case the COR would still have overall monitoring responsibilities relating to government property.

Finally, as the primary monitor of contract performance, the COR may find it necessary to report fraud or other suspicious conduct during contract performance. This chapter also provides guidance for the COR in this area.


CORs must know how to monitor contract performance. The COR's monitoring responsibilities, in part, consist of documenting a contractor's performance and preparing a technical analysis of the contractor's performance. Monitoring is successful if:

All potential problems with performance and delivery requirements are reported to the CO

Any noncompliance with other terms and conditions of the contract is identified and reported to the CO

Sufficient documentation of a contractor's performance exists to support payments under the contract

Technical analysis is sufficient to support the CO's negotiations and final decisions.

What tasks must the COR perform to successfully perform monitoring actions as authorized by the CO?

The COR must:

1. Respond to requests from contractors

2. Monitor contract performance

3. Resolve constructive changes.

Responding to Requests from Contractors

What is the COR's role with regard to contractor requests during performance of the contract?

There are times when the COR is responsible for reviewing and approving reports, test results, or production schedules; making decisions; or taking other actions at the request of the contractor during the performance of a contract. A COR can best handle contractor requests by performing the following three actions:

1. Identifying all contractual terms allowing for contractor requests

2. Determining the contractor's obligations in accordance with specific contract terms

3. Providing a timely response to the contractor's request.

1. Identifying all contractual terms allowing for contractor requests

The terms laid out in the contract provide guidance for the COR's response to a contractor request. The contract may address such issues as:

A contractor's right to request government action

The government's responsibilities when a contractor makes a request

The impact from not complying with a request (e.g., the government's liability for late delivery or other non-conforming performance issues).

2. Determining the contractor's obligation

Contract terms generally specify whether the contractor is required to:

Submit requests in writing

Respond within a pre-established timeframe

Notify government personnel, other than the COR, when a request for a particular action is required

Stop work in a given situation.

3. Providing a timely response to the contractor's request

Depending on the contractual requirement regarding responses to contractor requests, the COR must either:

Respond to the request within the timeframe set by the contract term


Forward any request outside the scope of delegated authority to the CO in sufficient time to permit a timely response.

When no timeframe for responding to requests is identified, the COR will need to provide a response to the contractor that is reasonable and does not delay the contractor from performing under the contract. An untimely response to a request may have major consequences: The contractor may legitimately point to the government's inability to act on its request as the reason for not meeting a delivery or performance schedule.

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