Chapter 2: Requirements and Performance Accountabi

A.    Certification

1. General. HHS’ FAC-COR program will include: (1) competency-based core training to achieve certification; (2) experience requirements for Level II and III certifications; and (3) continuous learning to maintain certification.  Obtaining a FAC-COR certification makes an individual eligible for appointment as a COR, which must be made in writing by the Contracting Officer, but does not mandate an individual’s appointment as a COR.  The Contracting Officer will make this determination in accordance with requirements of the contract. 
2. COR Responsibilities.  CORs are integral and valued members of the HHS acquisition workforce because they help to monitor and manage contracts.  Further, these individuals provide the expertise necessary to convey the Government’s requirements, oversee the performance of the contractor, and ensure that deliverables meet the contractual requirements.  Appendix A – HHS’ COR Responsibilities – provides an overview of the aspects of contracting and the important role that HHS’ CORs play in successful contracting.
3. Certification Levels. Table 1 – FAC-COR Experience and Training Requirements – summarize the experience and training requirements for each of the three certification levels – Level I (Entry/Apprentice), Level II (Mid-level/Journeyman), and Level III (Senior/Expert).  A discussion of required experience, contract type and complexity knowledge, minimum core training, and recertification requirements are described below.  Each FAC-COR certification level is independent of the others – i.e., applicants for the Senior/Expert level need not have been certified at the Mid-level/Journeyman or Entry/Apprentice levels.  A combination of required experience, training, and/or professional certifications is necessary for FAC-COR certification. 

Table 1 – FAC-COR Experience and Training Requirements

4. Certification Requirements.

• Any individual appointed to serve as a COR must have a FAC-COR certification³.
• Certification is obtained through competency-based and assignment-specific training.  Ongoing continuous learning is then required to maintain active certification. 
• HCA’s or their designees (typically Acquisition Career Managers) have been delegated the authority to establish, manage, and monitor their respective StaffDiv/OPDIV FAC-COR programs.  In performing these functions, HCA’s should work closely with StaffDiv/OPDIV managers who have general responsibilities for training, competencies, and performance management.
• For initial FAC-COR certifications, applicants are required to complete coursework that includes the key competencies stated in Appendix B (FAI’s Key Competencies for CORs) of this Handbook.  FAC-COR certifications are valid for two years from the date that such coursework was completed⁴. 
• HHS recognizes and accepts FAC-COR certifications issued by other Federal agencies or any HCA or designee.
• Individuals who have served in a COR capacity at another agency, and participated in another federal agency’s COR training previous to the FAC-COR program may seek recognition for fulfillment of the FAC-COR requirements and demonstrate their proficiency by completing the FAC-COR Certification through Fulfillment Form (see Appendix H) and submitting the information to their HCA or designee.
• Individuals who hold a Federal Acquisition Certification in Contracting (FAC-C) or Project/Program Management (FAC-P/PM) Level I or Level II are considered to have met the FAC-COR requirements for FAC-COR Level II.  Individuals who hold a FAC-C and/or FAC-P/PM Level III are considered to have met the FAC-COR Level III requirements⁵.  However, they must still submit the necessary documents to obtain certification.
• CORs are also subject to any specialized mandatory training requirements specified in interim HHSAR guidance, the official HHSAR, and HHS’ Affirmative Procurement Plan. 

5. COR Appointment Procedures. 

• The Contracting Officer will decide whether a COR is necessary to support a specific contract, and will advise the program office of this decision as early into the acquisition process as practical.  If an individual is performing pre-award tasks, such as requirements determination, quality assurance plans, and proposal evaluation, it is highly recommended that he/she be issued a COR appointment memorandum at that time that addresses both pre-award and post-award responsibilities.  This ensures that the COR is familiar with the requirements of the contract.
• Conditions favoring the need for a COR include, but are not limited to: cost-type contracts; service contracts; high visibility or otherwise sensitive contracts; large, complex, or high-risk awards; awards subject to testing requirements; performance-based acquisitions; etc.  COR appointments are required for all A&E services, construction contracts, and contracts performed outside the United States.  Appointment of a COR is generally not necessary when oversight duties are limited to verifying the quantity and quality of delivered items.  A Contracting Officer will appoint an individual to be a COR based on his/her determination regarding the technical, professional, and administrative qualifications of the individual.  Contracting Officers may require a COR to complete additional training if deemed necessary for the successful administration of a contract. 
• Operating and Staff Divisions will delegate COR authority in accordance with Departmental policy.  It is acceptable for offices to appoint alternate CORs in the event the primary COR is unavailable.  Before a Contracting Officer appoints a COR, he/she must be assured that the COR is free of conflicts of interest and has the technical capability to perform the required administrative and oversight functions for the particular acquisition.
• The Contracting Officer will define the appointment duration in the written delegation of authority and has the right to revoke the delegation in writing.  The COR does not have the authority to re-delegate his or her COR appointment.  Appendix E – FAC-COR Appointment Letter – provides a template for written appointments and can be tailored as needed.  The Contracting Officer’s authority to bind the government may not be delegated to a COR.
• A copy of the CORs appointment letter and certification must be a part of the contract file.

6. Continuous Learning Requirements. FAC-COR certification is valid for 2 years. To maintain FAC-COR certification, CORs are required to earn continuous learning points (CLPs) of skills currency training every 2 years. The 2-year CLP period begins on the date an individual is certified or recertified. CORs are responsible for tracking and maintaining their training records⁶, monitoring and managing their acquisition training needs, and notifying their immediate supervisors of ongoing training requirements for maintenance of their certifications. The StaffDiv/OPDIV ACM must monitor the continuous learning requirements to ensure certifications remain active. If the required CLPs are not earned within each 2-year period, a FAC-COR certification will lapse. Lapsed certifications may be reinstated when the applicable Level number of CLPs has been accumulated. Continuous learning activities must be related to acquisition management, contracting, or project/program management and include, but are not limited to the following:
   1. Training activities, such as teaching, self-destructed study, and mentoring;
   2. Courses completed to achieve certification at the next higher level;
   3. Professional activities, such as attending/speaking/presenting at professional seminars/symposia/conferences, publishing papers, and attending workshops;
   4. Educational activities, such as formal training and formal academic programs; and
   5. Experience, such as developmental or rotational assignments.

   Additional information about continuous learning is available in Appendix D – Federal Acquisition Certification – Contracting Officer’s Representatives – Guidance on Meeting Requirements for Continuous Learning Points.

 B.    Performance Accountability

Sound contract management depends on the effective execution of COR responsibilities.  CORs protect the Department’s interests by ensuring that: the government receives services and items that meet contract requirements for quality and quantity, contractor performance is timely, and payments to contractors are appropriate.  At least one critical element in his/her performance standard must be specific to contract management or the COR duties described in the Contracting Officer’s memorandum of appointment.

Footnotes

3 CORs must receive appropriate training on accessing their StaffDiv/OPDIVs invoice processing system (e.g., UFMS/iProcurement) to learn about receiving, acceptance, and invoice approval functions. Generally, since purchase card transactions are limited to routine supplies and services, cardholders should not need to delegate technical responsibilities to a COR.

4 Within reason, the HCA (or designee) may use discretion in determining suitable timeframes for accepting training and determining certification expiration dates.

5 HHS shall follow any determinations made by FAI/OFPP as to which certifications by organizations outside the federal government are eligible for full or partial consideration under the FAC-COR.  A copy of the certification must accompany the application.

6 FAI’s Federal Acquisition Institute Training Application System (FAITAS) is the central acquisition workforce information system for all civilian agencies and supports the FAC-COR program.

Links to the FAC-COR Handbook:

• FAC-COR Handbook (PDF-53 pages)
  • Executive Summary of the FAC-COR Handbook
  • Chapter 1: Implementation of HHS’ FAC-COR Program
  • Chapter 2: Requirements and Performance Accountability
  • Chapter 3: Application and Certification Procedures
  • Chapter 4: Certification Management
    • Appendix A: HHS’ COR Responsibilities
    • Appendix B: FAI’s Key Competencies for CORs
    • Appendix C: FAC-COR Curriculum Guidance
    • Appendix D: FAC-COR Guidance on Meeting Requirements for Continuous Learning Points
    • Appendix E: FAC-COR Appointment Letter Template
    • Appendix F: FAC-COR Certification Action and Training Request Form
    • Appendix G: FAC-COR Functional Experience Transcript Form
    • Appendix H: FAC-COR Certification through Fulfillment Form
    • Appendix I: FAC-COR Certification Waiver Request Form