42.401
Contract correspondence
Proper routing and documentation of contract correspondence ensures transparency and accountability in contract administration.
Overview
FAR 42.401 establishes procedures for handling contract-related correspondence between contracting officers, contract administration offices (CAOs), and contractors. The regulation ensures that all parties are properly informed and that records are maintained for contract administration activities. It emphasizes routing correspondence through the appropriate channels and maintaining transparency between the contracting office and the CAO.
Key Rules
- Routing Correspondence
- Contracting officers should send correspondence related to contract administration through the cognizant CAO to the contractor, with a copy for the CAO’s file.
- Direct Correspondence in Urgent Situations
- If urgent, correspondence may be sent directly to the contractor, but a copy must be sent to the CAO at the same time.
- CAO to Contracting Office Communication
- The CAO must send the contracting office copies of relevant correspondence exchanged with the contractor.
Responsibilities
- Contracting Officers: Route correspondence through the CAO and ensure copies are filed appropriately; send copies to the CAO if direct communication is necessary.
- Contractors: Receive correspondence as routed; no direct compliance obligations under this section, but should be aware of the process.
- Agencies/CAOs: Maintain files of correspondence and ensure the contracting office is kept informed of communications with the contractor.
Practical Implications
- This section ensures a clear audit trail and accountability in contract administration communications.
- It helps prevent miscommunication and ensures all relevant parties are informed.
- Common pitfalls include failing to copy the CAO or contracting office, which can lead to compliance issues or lack of documentation.