The contracting officer’s technical representative (COTR) and agreement officer’s technical representative (AOTR) each have key oversight responsibilities for directing and administering contracts and grants. USAID’s procedures for designating a COTR and AOTR outline those responsibilities.
For example, the COTR serves as the technical liaison between the contracting officer and the contractor because of the COTR’s unique responsibility to monitor the contractor’s performance in achieving the contract’s purpose. The AOTR is responsible for providing technical and administrative oversight to the implementer.
With respect to contracts especially, COTRs’ failure to carry out their duties and responsibilities effectively will impede the successor COTR’s ability to manage the contract and possibly jeopardize the program for which it was awarded.
- Update Performance Management Plan.
- Strengthen internal controls so that technical officers implement their delegated duties in accordance with USAID policy.
Mandatory reference for ADS 302-Procedures for Designating the COTR for Contracts and Task Orders, and an additional help for ADS 303- Agreement Officer’s Technical Representative (AOTR) Designation – Cooperative Agreement Administration.
Source: AUDIT REPORT NO. 1-523-11-001-P JANUARY 12, 2011
The recommendations are derived from audit reports of the Office of the Inspector General. The source refers to the audit report, which is available on this site as part of the Audit Database Project: an educational tool for compliance with USAID regulations. Please see the disclaimer of this site before using recommendations.
- Strengthen Program Oversight - ADS 302
- Implementer Performed Unauthorized Program Activities - ADS 18.104.22.168
- Ensure That Funding Requests Are Appropriate - ADS 602.3.2
- Strengthen Oversight of Renovation Activities - FAR Part 36, “Construction and Architect-Engineer Contracts” - GAO/AIMD-00-21.3.1 (11/99), page 20
- Mission Did Not Complete Contractor Performance Review - USAID Acquisition Regulation 742.15 (also known as 48 CFR 742.1502) - FAR 42.1502
- Contracting Officials Did Not Document Contract Files or Communicate Adequately - 22 CFR 226 - FAR 4.801 (b)
- Fixed-Amount Reimbursement Agreements Reduce Risk - ADS Supplemental 317
- Contract Not Adequately Reviewed by Contract Review Board - (ADS) 302.3.1.2 - Contract Review Board Guidelines
- Questionable Spending Occurred - Federal Acquisition Regulations 52.216-7 and 52.216-8 USAID Acquisition Regulation 752.7003 FAR Subpart 31.2-Contracts with Commercial Organizations
- Contracting Mechanism Used for Program is not Appropriate - Federal Acquisition Regulation 16.505(a)(2) - supplemental policy to ADS 302, Indefinite Quantity Contract (IQC): Task Order Work Statement Development Checklist - Competition in Contracting Act
- Subcontracts Lacked Supporting Documentation and Were Susceptible to Fraud - (FAR) 31.201-2(d)
- Voluntary Population Planning Language Was Not Included in Subcontracts - USAID Acquisition Regulation (AIDAR) 752.7101, Voluntary Population Planning Activities
- Appropriate Records Were Not Retained - Federal Acquisition Regulation (FAR) 52.215-2, Audit and Records – Negotiation
- Source Origin Requirements Were Not Met - ADS 310, Source, Origin, and Nationality of Commodities - the Foreign Assistance Act Section 604 - ADS 310.5.5
- Approval for Subawards Was Not Obtained - 22 CFR Part 226, Administration of Assistance Awards to U.S. Non-Governmental Organizations, Section 226.25(c)(8)