Understanding the Authority of COs Versus CORs

Dana Delano, Maine APEX Procurement Counselor Serving Aroostook County

A recent conversation with a local federal government contractor brought to my attention the confusion on the typical ‘line of command’ when it comes to the authority of Contracting Officers versus the Contracting Officer Representative. Any misstep by either of these positions or you, the contractor, can lead to devastating results. Let’s take a look at each position’s roles and authority during a contract’s performance.

The Contracting Officer (CO) is the official ‘face’ of the Government to the contractor. The Contracting Officer is the U.S. Government's authorized agent for dealing with contractors and has sole authority to negotiate, award, administer, modify, or terminate contracts and make related determinations and findings on behalf of the U.S. Government. The CO has the authority to direct a contractor to take an action not in a contract that will cause the Government to incur additional costs.

Most Contracting Officers are not technical experts; therefore, they depend on others to be their ‘eyes and ears’ out in the field. The Contracting Officer Representative (COR) keeps COs informed so that COs can make informed decisions concerning contract performance and authorizations. As the CO's representative, they ensure proper implementation of requirements, monitor the technical efforts being performed under the contract, and are responsible for the day-to-day administration of a contract, ensuring performance issues are verified and documented. Contractors should be aware of the fact that, at times, the CO and the COR work in different physical locations, for which both parties must communicate effectively.

A contractor will communicate most often with the COR, who is representing the CO’s and the Governments interest. However, and this is important to know and understand, the COR is NOT authorized to make changes to a contract or give permission to anything outside the agreed upon contract terms and conditions or Scope of Work. Unless changes or modifications to the contract are put in writing by the Contracting Officer, it is not an authorized change and can create misunderstandings and potential hardships for the contractor.

If you have questions concerning government contracting, contact your APEX Counselor; it is what we do.

Tap into Maine’s Small Business Resource Network and Move Your Business Ahead!!

Christopher Paradis, Maine APEX Accelerator Counselor Serving Oxford, Franklin, and Androscoggin Counties

Did you know Maine has a wealth of no cost or low-cost small business resources to help assist and counsel your business on a wide range of subjects. Taking advantage of these resources offered by a number of organizations can help put your business on a stronger footing and pathway to success, sustainability, and profitability when pursuing commercial customers and potential future government marketplace contracting opportunities.

Whether you’re a start-up company or have been in business for a number of years, the three well-known organizations listed below, in addition to Maine APEX Accelerator’s government contracting resources, are a great place to start to find invaluable business advising and assistance. Via one-on-one counseling, covering such topics as business plan development, financial management, marketing and sales, e-commerce, customer service, personnel management, strategic planning, and information technology, to name a few.

The Maine Small Business Development Center (Maine SBDC) should be one of your first stops. SBDC is a partnership program with the State of Maine, the U.S. Small Business Administration, and the University of Southern Maine. SBDC provides businesses with assistance to start and/or expand their business. The partnership offers a statewide network of business counselors providing one-on-one counseling to existing businesses and entrepreneurs on a range of topics and even offers an interactive on-line business start-up course. To learn more about SBDC and their available resources, visit www.mainesbdc.org.

SCORE is a nonprofit organization providing educational workshops to help small businesses get started, grow, operate effectively, and promote greater job creation in local communities. Its network of entrepreneurs, business lenders, and executives who volunteer as mentors provide invaluable no cost assistance and expertise to entrepreneurs and business owners. You can access Maine’s network of mentors by going to http://scoremaine.org to find the office nearest you.

The Women’s Business Centers hosted by Coastal Enterprises, Inc. provide business training, coaching, mentoring, and other assistance with a focus on women owned businesses, particularly those who may be socially and economically disadvantaged. To discover out how the Women’s Business Centers could assist your business visit: www.wbdc.org.

Maine APEX Accelerator is a program of Eastern Maine Development Corporation and provides a wide range of resources to help Maine’s small business explore and pursue government contracting opportunities at the municipal, state, or federal level. This includes one-on-one counseling, federal and state procurement registration support, finding potential opportunities through its Bid Match Program, and application assistance for SBA’s socioeconomic certifications to name a few. Visit https://www.maineapex.com to learn more on how they can help better position your company to pursue government marketplace opportunities.

As a new or seasoned small business owner, you should always be striving to work smarter, not just harder and reaching out to one or more of these organizations to learn more about their invaluable resources, knowledge, and expertise available to you is the first step. I am confident that by taking the second step to take advantage of these resources; your business will be stronger and better positioned for long-term success, sustainability, and most importantly profitability when pursuing commercial customers as well as potential government marketplace opportunities. So, what are you waiting for? Contact them today!