In assessing a large claim based on a constructive change to a contract, what should you do if the Group Commander meets with the contractor without authorized personnel?

The correct approach in this scenario involves notifying the relevant authorities and recommending that proper representation be present. This option aligns with the need to maintain compliance with contracting regulations and policies, which require that all discussions and negotiations regarding contract changes involve authorized personnel.

When a Group Commander meets with a contractor without the presence of authorized representatives, there is a risk of discussing contractual matters that could affect the integrity of the procurement process and potentially lead to misunderstandings or unapproved commitments. By notifying relevant authorities, you ensure that the proper chain of command is followed, and that any decisions made are supported by authorized personnel who can provide guidance and oversight. This action protects both the interests of the government and the contractor, ensuring that all discussions are conducted transparently and in accordance with established protocols.

Maintaining proper representation during such meetings is critical in upholding accountability and ensuring that any claims or changes discussed are documented and processed through the appropriate channels. This approach contributes to a fair and equitable contracting process, safeguarding against potential issues that may arise from unofficial discussions.