Visits to contractors’ facilities
Advance coordination with the CAO is required for all government visits to contractor facilities to prevent duplicative oversight and ensure efficient contract administration.
Overview
FAR 42.402 outlines the procedures and requirements for government personnel planning to visit contractor facilities in connection with government contracts. The regulation aims to prevent duplicative reviews, audits, and investigations by ensuring coordination with the cognizant Contract Administration Office (CAO). It mandates advance notification to the CAO with specific details about the visit, including visitor information, purpose, and contract details. If the visit involves reviewing or obtaining contract administration information, the CAO must determine if the information is already available within the government to avoid unnecessary visits. Any agreements or outcomes from the visit that may impact the CAO must be communicated to them.
Key Rules
- Advance Notification to CAO
- Government personnel must notify the CAO in advance of any planned visit, providing detailed information about the visitors, purpose, and contract involved.
- Avoidance of Duplicative Efforts
- The CAO will assess if the requested information has already been reviewed or is available, and may discourage unnecessary visits.
- Reporting Visit Outcomes
- Visitors must inform the CAO of any agreements or results from the visit that could affect the CAO’s responsibilities.
Responsibilities
- Contracting Officers: Ensure all required information is provided to the CAO before visits and coordinate with the CAO regarding the necessity of the visit.
- Contractors: Cooperate with government visitors and the CAO during facility visits.
- Agencies: Oversee compliance with notification and coordination requirements to prevent redundant oversight activities.
Practical Implications
- This section exists to streamline contract administration and reduce redundant oversight, saving time and resources for both the government and contractors.
- Failure to coordinate with the CAO can result in duplicative audits or investigations, increased administrative burden, and potential compliance issues.
- Proper communication and documentation are essential to ensure efficient and effective contract oversight.