Overview
This section prescribes the administrative procedures for organizing, conducting, and documenting postaward conferences to ensure a mutual understanding of all contract requirements and roles.
Key Rules
- Administrative Responsibility: The Contracting Officer (CO) is responsible for scheduling, preparing the agenda, notifying participants, and conducting a preliminary internal meeting with Government personnel.
- Authority and Scope: The chairperson must emphasize that the conference is not intended to change the contract; any changes that do occur must be formalized through a written contract modification.
- Documentation of Commitments: Any directions or commitments made by the CO within their authority must be put in writing and signed, regardless of whether they change the contract terms.
- Restriction on Unauthorized Personnel: Participants who lack the authority to bind the Government are strictly prohibited from taking actions that alter the contract.
- Mandatory Reporting: The chairperson must prepare and sign a summary report covering all discussion items, controversial matters, assigned action items, and deadlines, then distribute it to all relevant parties.
Practical Implications
- Risk Mitigation: These procedures protect both the Government and the contractor by ensuring that verbal discussions do not lead to "constructive changes" or unauthorized performance outside the contract scope.
- Operational Clarity: The requirement for a preliminary Government-only meeting ensures the agency presents a unified front and resolves internal disagreements before meeting with the contractor.