COTR - Appointment and Certification Procedures

The Contracting Officer’s Technical Representative is a critical position in the management of Federal contracts. The Office of Federal Procurement Policy has set forth guidelines and policy for all Federal Agencies and the Department of Defense.

Overview of COTR Guidance and Training

Civilian Agency COTRs (outside DOI)

COTRs must be FAC-COTR certified and the certification must come from your funding agency. The AQD Contracting Officer will appoint you as COTR after verifying your FAC-COTR certification.

DoD COTRs

DoD has opted out of the FAC-COTR requirement. Therefore, you as a DoD representative, seeking COTR appointment, do not need to be FAC-COTR certified. Certification will be made through our own AQD internal process. Please contact us.

DOI COTRs (NBC or Office of the Secretary)

NBC's Bureau Procurement Chief will issue all certifications through the Acquisition and Property Management Office (PAM). Please click on the following PDF to find the requirements for the application package for COTR Certification. After the Bureau Chief receives a complete application, your certification will be issued for NBC/OS COTR candidates.

DOI COTRs (outside of NBC or OS)

Please contact your Bureau Procurement Chief who will be your certification official. Once the completed paperwork is sent to the AQD Contracting Officer, your COTR certificate will be issued.

Training Requirements

For FAC-COTR certification, individuals must initially complete a minimum of 40 hours of COTR training not more than two years prior to certification. The Department of Interior, Acquisition Services Directorate can no longer certify training for COTRs. As directed by the Office of Federal Procurement Policy, individual agencies have the responsibility of FAC-COTR certification for their own employees.

COTR Appointment

COTR candidates will be appointed to a specific contract/order at the discretion of the AQD Contracting Officer. Appointments will not be made until candidates comply with FAC-COTR certification training requirements and send a copy of their agency issued FAC-COTR Certificate. The Contracting Officer will issue an appointment letter to document the candidate’s FAC-COTR designation.

Certification Expiration:

FAC-COTR Certificates expire two years after course completion. To be recertified, forty hours of refresher training must be completed and the FAC-COTR certificate submitted to AQD. It is imperative that sufficient time is provided to avoid any lapse in certification. Please note the following:

  • AQD may elect to terminate a COTR appointment if, during the performance period of a contract, the COTR’s certification expires.

  • AQD will terminate an appointment if the COTR’s performance does not adequately protect the government’s best interests.

  • The AQD Contracting Officer has the authority to revoke the COTR appointment at any time.

COTR - Client Agency Roles and Responsibilities

Contracting Officer's Technical Representatives (COTRs) have an important role in the administration and technical oversight of the Acquisition Services Directorate (AQD) contracts. The Office of Management and Budget has developed a Government-wide standard for certifying Contracting Officer’s Technical Representatives (FAC-COTR) and AQD . COTR candidates are required to meet specific training requirements to become the certified. Only certified COTRs are eligible to perform associated duties in support of our contracts. To meet this regulatory requirement, and in support of our procurement partnership, your agency must:


  • Recommend a Federal employee from your agency to be the COTR.

  • Obtain FAC-COTR certification from your agency FAC-COTR Program Coordinator. The AQD Contracting Officer will appoint the individual once FAC-COTR certification is verified. Please ask for a sample appointment letter that defines the COTR’s responsibilities.

  • Include the certified COTR’s and designated alternate’s name, address, voice/fax number and e-mail address on the POC information template and funding document.

  • Maintain COTR certification by completing required training and providing AQD with a FAC-COTR Certificate.

  • Immediately recommend a replacement FAC-COTR certified COTR as necessary (as a result of retirement, transfer, loss of certification, appointment termination).

  • Ensure the appointed COTR provides prompt invoice approvals. AQD requires to distribute invoices and receive approval through our electronic invoicing system, GovPay. For invoice disputes, immediate reporting is required by e-mailing us. Please note that the Prompt Payment Act statue requires Federal agencies to pay invoices in a timely manner. Interest penalties caused by COTR delay are paid with client agency funding.

  • Notify AQD when the primary COTR will be absent for more than 30 days and require the designated alternate COTR approve invoices when the primary COTR is temporarily out of the office. The AQD Contracting Officer may replace the appointed COTR at their discretion.


Merit Systems Protection Board

To obtain a copy of the report (87-page pdf, 1.94 mb), Contracting Officer Representatives Managing the Government's Technical Experts to Achieve Positive Contract Outcomes, call 202.653.6772, ext. 1350.

Write to:

Merit Systems Protection Board
Office of Policy and Evaluation
1615 M Street, NW
Washington, DC 20419

The report may be downloaded from the Studies page of the Board's website.


Please e-mail us for any additional information you may need.