What should a contracting officer document when unable to resolve a contract negotiation?

When a contracting officer is unable to resolve a contract negotiation, documenting a formal referral to a higher authority is crucial. This process typically indicates that the officer has exhausted all means of reaching an agreement at their level and requires intervention from an individual or body that can make decisions at a higher organizational level.

Documenting this referral serves multiple purposes. It provides a clear record of the negotiation process and the efforts made to arrive at a resolution. It also establishes a chain of responsibility and accountability, ensuring that all stakeholders are aware of the situation and the steps being taken to address it. Such documentation is essential for maintaining transparency and can be important for future audit or compliance reviews.

While other forms of documentation, like conference notes or communications with stakeholders, could be beneficial in providing context, they do not specifically address the critical nature of unresolved negotiations that necessitate referral to someone with more authority to resolve the issue. Similarly, internal assessments of negotiation strategy, while valuable for learning and future negotiations, do not capture the immediate need for action that a formal referral represents.