6309.11, 50
Page 1 of 4
FOREST SERVICE HANDBOOK
FREMONT-WINEMA NATIONAL FORESTS
LAKEVIEW AND KLAMATH FALLS OREGON
FSH 6309.11 – CONTRACT ADMINISTRATION HANDBOOK
CHAPTER: 50 – RECORDS AND REPORTS
Supplement No.: 6309.11-2003-2
Effective Date: March 14, 2003
Duration: Effective until superseded or removed
Approved: JANE L. COTTRELL
Deputy Forest Supervisor
Date Approved: 03/14/2003
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Post by document name. Remove entire document and replace with this supplement. Retain this
transmittal as the first page of this document.
New Document(s):
Fremont-Winema Supplement 2003-2, 51.4
4 Pages
Superseded Document(s): by
Issuance Number and
Effective Date
Winema Supplement 99-1, 2/1/99
4 Pages
Digest:
Re-issues supplement for the combined forests, with format change only.
FREMONT-WINEMA SUPPLEMENT 6309.11-2003-2
EFFECTIVE DATE: 03/14/2003
DURATION: This supplement is effective until superseded or removed.
6309.11, 50
Page 2 of 4
FSH 6309.11 – CONTRACT ADMINISTRATION HANDBOOK
CHAPTER 50 – RECORDS AND REPORTS
51.4 – FORMS DISTRIBUTION SUMMARY.
Exhibit – 01 illustrates the distribution of forms used by the Fremont-Winema Forests in contract
administration by the Contracting Officer’s Representative (COR) and Inspector(s).
FREMONT-WINEMA SUPPLEMENT 6309.11-2003-2
EFFECTIVE DATE: 03/14/2003
DURATION: This supplement is effective until superseded or removed.
6309.11, 50
Page 3 of 4
FSH 6309.11 – CONTRACT ADMINISTRATION HANDBOOK
CHAPTER 50 – RECORDS AND REPORTS
51.4 – Exhibit 01
TITLE & FORM NO.
FS-6300-6
Designation of COR
WHEN
At time of
Award
WHO
CO
FS-6300-8
Notice to Proceed
As Needed
CO/
COR
Suspend and Resume
Work Order
FS-6300-12
Work Order
COR
As Needed
Notice of
Non-compliance
FS-6300-15
Certificate of Final
Inspection
FS-6300-16
Contract Release
Closing Letter
FS-6300-20
Daily Diary
FS-6300-30
Contract payment
estimate and invoice
TITLE & FORM NO.
Winema 6300-31
Delivery Order
COR
DISTRIBUTION
Original: COR
Copies: CO, B&F,
Contractor, Inspector
Original: Contractor
Copies: CO, COR,
B&F
Same
Original: Contractor
Copies: CO, COR
REMARKS
Issued and signed by CO.
NTP signed by CO or COR and
distributed at pre-work.
S&RWO issued and signed by
COR prior to signature by
Contractor.
Issued and signed by COR.
Obtain Contractor signature prior
to distribution if possible.
COR
Upon
completion
of contract
Upon
completion
of contract
Upon
completion
of contract
CO
Completed
daily when
visiting project.
In accordance
with Contract
payment
Provisions
COR
INSP
WHEN
As Needed
WHO
CO
CO
CO
CO
Original: CO
Copies: Contractor,
B&F, COR
Original: CO
Copies: Contractor,
B&F, COR
Original: Contractor
Copies: B&F, COR,
CO, Surety
Original: CO
Copies: COR,
Inspector
Original: B&F
Copies: CO, COR,
Contractor
DISTRIBUTION
Original: CO
Copies: Contractor,
COR, B&F
Issued and signed by COR or
Inspector.
Initiated and signed by COR.
Original sent to CO for
distribution
Initiated by COR. Signed by
Contractor. Original sent to CO
for copy & distribution.
Issued and distributed by CO
with Cert of Final Inspection,
Contract Release, and
processed final payment.
Usually only on IFB or contracts
with bonds.
Each completed copy must be
signed.
Prepared and signed by COR.
COR forwards to Contractor for
signature unless Contractor
waives. All payments sent to CO
before processing by B&F.
Payments are date stamped and
original given to B&F. After B&F
processes payment, 3 or more
copies are given to Contracting
for distribution. Final payment
must be approved and signed by
CO.
REMARKS
Prepared and signed by COR.
COR forwards to Contractor for
signature.
FREMONT-WINEMA SUPPLEMENT 6309.11-2003-2
EFFECTIVE DATE: 03/14/2003
DURATION: This supplement is effective until superseded or removed.
6309.11, 50
Page 4 of 4
FSH 6309.11 – CONTRACT ADMINISTRATION HANDBOOK
CHAPTER 50 – RECORDS AND REPORTS
R6-6320-18
Proposed Progress
Schedule
As determined
by CO.
CO
Original: CO
Copies: Contractor,
COR
R6-6320-32
Designation of
Inspector
SF-30
Amendment of
Soliciatation
As Needed
COR
As Needed
CO
Original: Inspector
Copies: CO,
Contractor
Original: CO
Copies: Contractor,
COR, B&F
Modification of
Contract
As Needed
CO
Same
Prework Conference
Guide
At prework
conference
CO
Administrative CO
Designation
As Needed
CO
Notice of Assignment
As Needed
CO
Original: CO
Copies: Contractor,
COR
Original: Admin. CO
Copies: CO, COR,
Contractor
Original: CO
Copies: Bank, B&F,
Contractor, COR,
Surety
NOA for Purchase
Orders
As Needed
NFC
Certified Payroll
As Needed
CO
All orginal copies go
to NFC. They
distribute and will
send us a file copy.
Original: CO
Copies: COR
Prepared by Contractor.
Reviewed and signed by COR
and forwarded to CO for
distribution.
Issued and signed by COR.
Signed by CO and Contractor.
Distributed at time of award by
CO.
Signed by CO and Contractor.
Justification may be signed by
COR, Program Manager, Fiscal.
Prepared by person presiding
over the prework meeting. CO
will distribute, usually at prework.
Prepared and distributed by CO.
Original and all copies must have
CO's original signature.
Mail all original copies to:
NFC
Certification & Disbursement
Section
P.O. Box 60963
New Orleans, LA 70160-0963
Goes to COR for review and
approval. Then to CO for filing.
B&F - copies are only given to B&F when they are making the payments.
SBA 8(a) - CO will distribute all documents to SBA for 8(a) Contracts. In general, all documents that are
sent to
Contractor will also be sent to SBA. Do not send Daily Diaries, CO will determine which, if any,
are to be sent.