Post-Award Orientation

A post-award orientation is a meeting or written communication conducted by the government shortly after contract award to ensure that both the contracting officer and the contractor have a mutual understanding of all contract terms, technical requirements, reporting obligations, and administrative procedures before performance begins.

What is a Post-Award Orientation?

FAR 42.503 authorizes contracting officers to conduct post-award conferences (also called kickoff meetings or post-award orientations) when they determine that one is necessary to achieve contract objectives. While not mandatory for all contracts, post-award orientations are considered best practice for complex or high-value awards, for first-time government contractors, and for contracts with extensive reporting, security, or administrative requirements.

The orientation typically covers: the contract's statement of work or performance work statement; key personnel requirements and points of contact on both sides; deliverable schedules and acceptance criteria; invoice submission procedures and payment timelines; reporting requirements (including frequency, format, and recipients); security and access requirements; subcontracting plan obligations; government-furnished property to be provided; and the roles of the contracting officer, COR, and ACO.

Post-award orientations may be conducted in person, by video conference, or, for simpler contracts, through a written communication confirming key requirements. The contracting officer prepares a written summary of the orientation and distributes it to all attendees, creating a documented record of what was communicated and agreed upon.

Why Post-Award Orientations matter for government contractors

The post-award orientation is the contractor's best opportunity to resolve ambiguities before they become performance problems. Questions raised and answered at the orientation create a shared understanding that prevents disputes and misalignments that are costly to correct mid-performance. Contractors should come to the orientation with a prepared list of questions covering every area where the contract language or transition requirements are unclear.

Example

A cybersecurity firm wins a DHS contract for continuous monitoring services. Within two weeks of award, the ACO schedules a post-award orientation with the firm's program manager, the COR, and the government's information systems security officer. The meeting covers reporting template requirements, the process for access credentialing, deliverable formats, the government's preferred communication channels, and the procedure for escalating security incidents. The firm's program manager identifies three ambiguities in the performance work statement that are resolved during the meeting and documented in the orientation summary.

Frequently Asked Questions

Is a post-award orientation required for all contracts?

No. FAR 42.503 leaves the decision to the contracting officer based on the complexity, value, and risk of the specific contract. Post-award orientations are most common for complex services, first-time contractors, contracts with unusual security or reporting requirements, and high-dollar awards.

Who should attend the post-award orientation from the contractor's side?

The contractor should send everyone who will be directly responsible for contract performance: the program manager, technical leads, key personnel named in the contract, the contracts administrator, and any relevant subcontractor representatives. Sending people who can actually answer technical questions and make commitments is more valuable than sending senior executives who are not directly involved in performance.

What should a contractor bring to the post-award orientation?

Contractors should bring: a prepared list of questions about contract requirements; a proposed project schedule or work plan for review; any draft templates for required deliverables; a proposed communication plan; and a list of required government access credentials, system accounts, or approvals needed to begin work.

Is the post-award orientation summary binding?

The summary documents what was communicated at the orientation but does not modify the contract. If the orientation reveals that contract requirements need to be changed to reflect what was discussed, a formal bilateral contract modification is required. The summary itself is a record of understanding, not a contract amendment.