What should a CO do if decisions made with a contractor are not documented?

In contracting, documentation is crucial for ensuring clarity and accountability in agreements and changes made during the contract lifecycle. If decisions made with a contractor are not documented, the best course of action is to communicate clearly to both parties that no changes should be made without proper documentation. This approach reinforces the importance of maintaining a formal record of changes, which is essential for legal protection, dispute resolution, and for maintaining the integrity of the contractual relationship.

By effectively communicating this expectation, the contracting officer establishes a framework for decision-making going forward. This also helps prevent misunderstandings or disagreements about what changes have been agreed upon, ensuring that both the contractor and the contracting officer are aligned on expectations and obligations. It promotes a disciplined approach to contract management, which is vital for successful project outcomes.

The other choices do not support this essential aspect of contract management. Terminating the contract could be an extreme response and might not be warranted if the relationship can be preserved through better documentation practices. Continuing as usual when documentation is lacking ignores a significant risk. Allowing contractors to make changes at their discretion potentially opens the door to misunderstandings and liability issues, making it an unsound practice in contract management.