What information should a technical evaluation report include?

The technical evaluation report should document:

The reason for the change

Whether the proposed change is within the scope of the contract

Whether the proposed change is already covered by the technical requirements of the contract

The impact of the proposed change on cost (price), delivery, and performance.

What steps should the COR take in preparing the technical evaluation report?

The COR will need to perform the following steps:

1. Gather information regarding a proposed change.

2. Perform a technical analysis and prepare supporting documentation.

3. Notify the CO of the pending change.

1. Gathering information regarding the change

The COR should obtain the necessary documentation from the contractor. This documentation may include:

A description of the change

Chronology of events, such as

- Who initiated the changethe contractor or the government?

- Has the technical necessity for the change been established? By whom, and when?

- The current contract performance status pending the change (i.e., is performance ongoing, or is it being held up pending resolution and implementation of the change?)

The actual events documented would be dependent on the particular circumstances surrounding the change and its technical significance for contract requirements.

A justification for the change

Pricing information (i.e., how much will the change cost?)

The COR should also obtain input from the requiring activity and other support personnel. Their input may include:

A statement of facts concerning the technical necessity of the change and any associated cost increases or extension of the delivery schedule

Documentation of correspondence with the contractor

Reactions to the request

Information on the impact of the change request on the mission of the requiring activity.

2. Performing a technical analysis and preparing supporting documentation

The COR should assist the CO in determining the impact a change will have on the price or cost, delivery, or performance of the contract. The documentation should address:

Background information and the reason for the change

Whether the proposed change is already covered by the technical requirements of the contract

Whether the change is within the scope of the contract

Impact of the change on the requirement in terms of quality, quantity, or delivery

Impact of the change on cost or price

Consequences if the change is not made

Available alternatives

Recommended solutions.

Any attachments (e.g., engineering- or quality-related studies or analyses supporting the technical analysis) should also be included in the documentation.

3. Notifying the CO of the pending change

The COR should give the CO notification of a pending change within a time frame that does not:

Jeopardize the government's mission

Delay the contractor from performing the contract.

The notification should be made in accordance with the specific agency's procedures; at a minimum, notification should include:

Relevant memorandums to the file, letters, or other documents. These documents will be used to request, explain, and justify the contract modification request

Work statement changes that specify deliverables and their due dates

A purchase request attached with the appropriate signatures, if the change requires additional funds.

Why is it important to consider the scope of the contract?

The CO must consider whether any change, initiated by either the government or the contractor, is within the scope of the contract. Adding work under an existing contract permits the government to avoid the costs associated with issuing a new procurement. There are definite limits, however, on adding work based on the determination of what is within the scope of the current contract. If the work is determined to be within the scope of the contract, it can be added, but if it is determined not to fall within the scope of the contract, it cannot be added.

In some cases, it will be fairly obvious that the proposed change is not within the scope of the contract. Changes obviously not within the scope of the contract include those that propose to increase the quantity of items being procured under the contract. In other cases, the determination of whether additional work is or is not within the scope of the contract can be very difficult to make, and sometimes the CO must use his or her judgment, relying on the COR's technical input. Contract scope issues are the source of many disputes between the government and contractors. The COR's technical expertise is needed to provide the CO with the best possible insight regarding the technical aspects of the change and how making, or not making, the change will affect the contract work. The following questions are provided to help the COR accomplish this objective.

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