FAR 1.604—Contracting Officer’s Representative (COR).
Plain-English Summary
FAR 1.604 explains the role of the contracting officer’s representative (COR) in contract oversight and the recordkeeping that must support that role. It covers three main subjects: the COR’s function as a technical monitor or administrator of a contract, the requirement for the COR to maintain a file for each assigned contract, and the minimum contents of that file. Those required file contents include the contracting officer’s designation letter and any documents defining the COR’s duties and responsibilities, a copy of any contract administration functions that have been delegated to a contract administration office but cannot be delegated to the COR, and documentation of the COR’s actions taken under the delegation of authority. In practice, this section is about making the COR’s authority clear, limiting that authority to what has actually been delegated, and creating a record that supports accountability and oversight. It matters because CORs often interact with contractors on day-to-day performance issues, but they do not replace the contracting officer and cannot act beyond their written authority. The file requirement also helps protect the government and the contractor by showing who was authorized to do what, when, and under what limits.
Key Rules
COR Supports, Not Replaces
A COR assists with technical monitoring or administration of a contract. The COR is a support role tied to the contracting officer’s delegation, not an independent contracting authority.
Maintain a Contract File
The COR must maintain a file for each assigned contract. This file is required to document the COR’s role and actions for that specific contract.
Keep Designation Documents
The file must include the contracting officer’s letter of designation and any other documents that describe the COR’s duties and responsibilities. These documents define the scope of the COR’s authority.
Record Nondelegable Functions
The file must include a copy of contract administration functions delegated to a contract administration office that may not be delegated to the COR. This helps ensure the COR does not perform functions reserved elsewhere.
Document COR Actions
The file must contain documentation of COR actions taken under the delegation of authority. This creates an audit trail showing what the COR did and whether those actions stayed within the assigned limits.
Responsibilities
Contracting Officer
Designate the COR in writing and define the COR’s duties and responsibilities. The contracting officer must also ensure the COR’s authority is limited to the delegation and that nondelegable administration functions are not improperly assigned to the COR.
Contracting Officer’s Representative (COR)
Assist with technical monitoring or administration only within the scope of the written delegation. The COR must maintain a file for each assigned contract and include the required designation documents, nondelegable function references, and documentation of actions taken.
Contract Administration Office
Perform any contract administration functions delegated to it and identify functions that may not be delegated to the COR. Its delegated responsibilities must be documented in the COR file when relevant.
Agency
Establish procedures and training so CORs understand their limits, maintain proper files, and document actions consistently. The agency should support oversight and compliance with delegation requirements.
Practical Implications
COR files are a key compliance and audit record, so missing designation letters or missing action logs can create problems during reviews, disputes, or investigations.
A common pitfall is a COR acting outside the written delegation, especially by giving directions that affect contract terms, cost, schedule, or scope without contracting officer approval.
The file should be kept current, not assembled after the fact; contemporaneous documentation is much more credible and useful than reconstructed records.
Contractors should verify that instructions from a COR are within the COR’s authority and should elevate questionable directions to the contracting officer.
Contracting officers should make delegations clear and specific, because vague COR letters can lead to unauthorized commitments or confusion over who may approve what.
Official Regulatory Text
A contracting officer’s representative (COR) assists in the technical monitoring or administration of a contract (see 1.602-2 (d)). The COR shall maintain a file for each assigned contract. The file must include, at a minimum– (a) A copy of the contracting officer’s letter of designation and other documents describing the COR’s duties and responsibilities; (b) A copy of the contract administration functions delegated to a contract administration office which may not be delegated to the COR (see 1.602-2 (d)(4)); and (c) Documentation of COR actions taken in accordance with the delegation of authority.