D.C. Mun. Regs. r. 50-5042

Current through Register Vol. 71, No. 24, June 14, 2024

Rule 50-5042 - CONTRACT ADMINISTRATION

5042.1

The Contracting Officer shall designate a Contract Administrator whose primary duty will be to monitor the contractor's performance to ensure that all of the technical requirements under the contract are met by the delivery date or within the period of performance, and at the price or within the estimated cost stipulated in the contract.

5042.2

The Contracting Officer may delegate the following duties to the Contract Administrator (CA):

(a) Ensuring that the contractor complies with all of the requirements of the statement of work, specifications, or performance work statement, and when requested by the contractor, provide technical direction to the contractor. The technical assistance must be within the scope of the contract (e.g., interpreting specifications, statement of work, performance work statement, etc.). The CA shall notify the Contracting Officer immediately when a difference of opinion between the CA and the contractor occurs;

(b) Inspecting, and accepting or rejecting, all deliverables under the contract;

(c) Ensuring that the contractor personnel qualifications are of the same caliber that was originally proposed by the contractor to OAG. The CA may not approve the substitution key personnel without the Contracting Officer's approval;

(d) Reviewing the contractor's invoices, vouchers, timesheets, travel claims etc., for reasonableness and applicability to the contract, and promptly approving all proper invoices for payment to ensure compliance with the Quick Payment Act. The CA must ensure that the invoice is consistent with the terms of the contract.

(f) Providing the Contracting Officer with a written analysis and rationale for any changes to the contract requested by the contractor and evaluation of any additional costs or cost savings associated with the change;

(g) Recognizing and reporting to the Contracting Officer any changes required to the contract (e.g., items or work no longer required, changes in the specifications, etc.);

(h) When applicable, making site visits to the contractor's location to:

(1) evaluate the contractor's performance;

(2) evaluate any changes in the technical performance affecting personnel, the schedule, deliverables, and price or costs;

(3) inspect and monitor the use of DC Government property, if applicable; and

(4) ensure that contractor employees being charged to the contract are actually performing the work under the contract;

(i) Fully informing the Contracting Officer of any technical and contractual difficulties that are encountered throughout the duration of the contract;

(j) Evaluating proposals for and participate in negotiation of Change Orders, Contract Modifications, and Contract Claims at the request of the Contracting Officer;

(k) Maintaining independent status of the contractor in the interest of procurement integrity as well as sound contract management. Proper care should be taken to avoid improper business practices and personal conflicts of interest consistent with Chapter 18 of the District's Personnel Manual;

(l) Maintaining an organized contract administration file to record all contractor and DC Government actions pertaining to the contract; and

(m) When requested by the Contracting Officer, completing an evaluation form to document contractor performance.

5042.3

The CA cannot authorize the contractor to stop work, and the CA is not authorized to delete, change, waive, or negotiate any of the technical requirements or other terms and conditions of the contract. Should any change to the contract become necessary, it must be made by a contract modification issued by the Contracting Officer.

D.C. Mun. Regs. r. 50-5042

Final Rulemaking published at 65 DCR 4406 (4/20/2018); amended by Final Rulemaking published at 68 DCR 11740 (11/5/2021)