Who should keep the minutes? To whom should they be distributed?

Minutes can be written by anyone attending a meeting. Minutes of meetings should be provided to all attendees and to the CO for inclusion in the contract administration file.

Why is correspondence a good method of documentation?

Corresponding with the contractor and other government officials involved in the contract is a good way to document contract performance because it provides a written record of the contract status. Correspondence, along with other forms of contract-related documentation, serves to further ensure satisfactory contract completion because it explains what is going on with the contract at a given time. Written correspondence between the government and the contractor also ensures that both parties have a common understanding of all aspects of contract performance.

Contractors use correspondence as a way to notify the government of issues they wish to be addressed by the government. Regardless of the author, correspondence is prepared for the purpose of:

Notifying others of a problem

Providing routine status updates

Notifying the government that delivery was made

Responding to a request

Transmitting a document

Providing general guidance and other information.

A copy of all correspondence should be provided to the CO for inclusion in the contract administration file.

What is a technical analysis?

A technical analysis is a report prepared by the COR that focuses on the technical aspects of the contractor's response to a government request. The CO uses the technical analysis to make decisions to change the contract. The technical analysis is critical to the CO's work, as it may provide a basis for contract modifications, the contractor's entitlement to payment (as in the case of a dispute pertaining to the scope of work originally required by the contract),[1] and future work with a particular contractor.

What should the technical analysis include? Who should receive copies of the technical analysis?

The format for the technical analysis will be based on the purpose of the analysis and should include:

Date of the analysis

Contract number

Purpose of the technical analysis

Actions taken (e.g., discussions with the contractor)

Results (e.g., the contractor's response to discussions with the COR)

Recommendations for future action.

The CO should be provided copies of the analysis and should determine who else will receive a copy.

What is the overall role of the COR in monitoring the contract?

Having determined which functions need to be monitored, selected the monitoring techniques to be used, and determined how to document monitoring actions, the COR should have formulated an overall plan to monitor

the contract. Using this monitoring plan, the COR will be able to ensure that the contract is progressing as required in terms of performance, schedule, and cost requirements. The COR's documentation of monitoring actions should provide a complete picture of the contract progress, and reports provided as a result of this documentation will aid immensely in ensuring successful completion of the contract.

Resolving Constructive Changes

  • [1] Disputes often arise as to whether a work requirement was included or not in the original scope of the contract. These disputes usually result from a difference of interpretation by the parties. The decision as to which interpretation is correct will determine whether the work was already paid for in the original contract price or must be paid for separately by one of the parties. The technical analysis by the COR provides the CO with the information to make this determination and thus decide who pays, the government or the contractor. Of course, if the contractor is not satisfied, the CO's final decision could be appealed in accordance with the disputes process.
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