Section 8-B3058. CONTRACT ADMINISTRATION

 

3058.1The CCO may delegate contract administration functions to a Contracting Officer’s Technical Representetive (COTR) who shall be appointed for each contract.  The COTR shall be responsible for ensuring that materials, goods, and services are delivered to the University in accordance with specifications contained in the contract.

 

3058.2The CCO may delegate the following functions to the COTR:

 

(a) Determining the allowability, suspension or disapproval of costs;

 

(b) Approving or disapproving of contractor invoices;

 

(c) Reviewing and approving or disapproving the contractor’s requests for payments under progress payments or performance-based payment structures;

 

(d) Allowing or disapproving University property administration;

 

(e) Monitoring contractor performance to ensure the submission of deliverables;

 

(f) Preparing evaluations of contractor performance;

 

(g) Any other function relating to contract administration not expressly reserved by these rules to the President or President’s designee.

 

3058.3The CCO may issue a stop-work order at any time to suspend work pending a decision by the President or President’s designee of the University.

 

3058.4Stop-work orders shall include the following:

 

(a) A description of the work to be suspended:

 

(b)  Guidance to the contractor on any action taken to be taken on

       any subcontracts; and

 

(c)   Any other suggestions to the contractor to minimize costs.

 

3058.5As soon as feasible after a stop-work order is issued, but before its expiration, the CCO shall take appropriate action to do one of the following:

 

(a)   Terminate the contract;

 

(b)   Cancel the stop-work order; or

 

(c)   Extend the period of the stop-work order, if necessary.

 

3058.6The CCO shall include clauses in solicitations and contracts for Suspension of Work, Stop-Work Orders and University Delay of Work.   

 

3058.7At reasonable times and places, the University or its designated agent may audit the books and records of any contractor, subcontractor, prospective contractor, or prospective subcontractor which is related to any contract with the University when the University has reason to believe one of the following circumstances may exist:

 

(a) A question as to the adequacy of accounting policies or cost systems;

 

(b) A substantial change in the methods or levels of operation;

 

(c) Previous unfavorable experience indicating doubtful reliability of estimating, accounting or procurement methods;

 

(d) A lack of cost experience due to the procurement of a new supply or service; or

 

(e) Other evidence that an audit is in the University’s best interests as determined by the CCO.

 

3058.8Books or records shall be maintained by a contractor or subcontractor for a period of three (3) years from the date of final payment. 

 

3058.9When the CCO requires an audit of a University contractor, the University may procure the services of an independent certified public accountant (CPA) firm to perform the audit or audit review.  The audit or audit review shall be conducted in accordance with generally accepted accounting principles, and shall include any tests necessary to render a CPA firm’s opinion on the fairness of the contractor’s financial presentation.

 

authority

D.C. Official Code § 38-1202.01 (2001 ed.)

source

Final Rulemaking published at 57 DCR 2630 (Mar. 2010).