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CON 3910 FLASHCARDS (PUBLIC) > Communication Documentation > Flashcards

Communication Documentation Flashcards

1
Q

What is an organizational conflict of interest as defined by FAR subpart 9.5?

A

A situation where a contractor is in a position that gives them an unfair advantage or biases their performance in making recommendations to the Government.

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2
Q

What does the FAR state regarding the Federal Acquisition System?

A

It will satisfy the customer in terms of cost, quality, and timeliness, minimize administrative operating costs, conduct business with integrity, fairness, and openness, and fulfill public policy objectives.

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3
Q

What is a personal conflict of interest according to FAR subpart 3.11?

A

A situation where a contractor employee has an interest that could impair their ability to act impartially and in the best interest of the Government when performing under a contract.

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4
Q

What is one way to overcome personal bias in Defense contracting?

A

Ground each decision in the FAR 1.102 statement of guiding principles for the Federal Acquisition System.

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5
Q

Which FAR part provides guidance on managing organizational conflicts of interest during the early planning stages of a contract?

A

FAR part 9

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6
Q

What should contracting professionals exercise when dealing with contractors?

A

Contracting professionals should exercise discretion, use sound business judgment, and comply with applicable laws and regulations, especially in complex or ambiguous situations where judgment is critical.

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7
Q

What does FAR 1.102-2(c)(2) emphasize regarding risk management in contracting?

A

FAR 1.102-2(c)(2) emphasizes that the contracting system must focus on risk management rather than risk avoidance, as attempting to eliminate all risk is prohibitive in cost to the taxpayer.

Examples include using performance-based contracting and sharing risks with contractors.

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8
Q

How can clear communication among the acquisition team impact contract success?

A

Maintaining a constant flow of clear communication among the acquisition team can help address and resolve small issues before they become major problems that could endanger the success of the acquisition.

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9
Q

What does FAR 1.102-4(e) state regarding the role of contracting officers?

A

FAR 1.102-4(e) states that contracting officers should take the lead in encouraging business process innovations and ensuring that business decisions are sound.

Examples include adopting new technologies or streamlining procurement processes.

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10
Q

What should contracting professionals do to maximize successful contract results?

A

Contracting professionals should do everything in their power to ensure the contracts they write are successfully executed, both leading up to contract award and throughout contract performance.

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11
Q

What does FAR 1.102-2(c) emphasize regarding the procurement process?

A

It emphasizes that the business of acquisition should be conducted with openness.

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12
Q

According to FAR 1.102-2(c)(1), what qualities must the actions of each team member reflect?

A

The actions of each team member must reflect integrity, fairness, and openness.

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13
Q

What are the primary areas of influence for contracting professionals’ communications?

A

Cost, quality, and timeliness of products and services.

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14
Q

What is required of all members of the acquisition team in terms of planning?

A

To employ planning as an integral part of the overall process of acquiring products or services.

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15
Q

What does FAR 2.101(a) state about the meaning of words or terms defined in the regulation?

A

A word or a term, defined in this section, has the same meaning throughout this regulation (FAR), unless otherwise specified.

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16
Q

What must the Federal Acquisition System take into account throughout the process?

A

The perspective of the user of the product or service, including timeliness, quality, and cost.

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17
Q

What is the policy of the Federal Acquisition System regarding competition?

A

To promote competition in the acquisition process.

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18
Q

How should planning be applied according to the Federal Acquisition System?

A

The application of its discipline should be commensurate with the size and nature of a given task.

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19
Q

Who are considered the principal customers for the products or services provided by the Federal Acquisition System?

A

The users and line managers, acting on behalf of the American taxpayer.

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20
Q

What criteria does the Government use when selecting contractors?

A

Contractors who have a track record of successful past performance or who demonstrate a current superior ability to perform.

21
Q

What must a contracting officer do before commencing negotiations for a sole source contract according to FAR 6.303-1(a)?

A

The contracting officer must justify the use of such actions in writing, certify the accuracy and completeness of the justification, and obtain the approval required by FAR 6.304.

22
Q

What does FAR 1.701 define as ‘Determination and Findings’ in contracting?

A

Determination and Findings means a special form of written approval by an authorized official that is required by statute or regulation as a prerequisite to taking certain contract actions.

23
Q

What are some examples of deviations in the acquisition process?

A

Examples include the omission of required solicitation provisions or contract clauses, using modified language not authorized by the FAR, or issuing policies not incorporated into agency acquisition regulations.

24
Q

What should be documented during negotiations according to the guidelines?

A

Documentation should include the purpose of the negotiation, a description of the acquisition, identifying numbers, names and positions of representatives, and the current status of contractor systems that were considered.

25
Q

What is the definition of ‘Deviation’ according to FAR 1.401?

A

A deviation means any issuance or use of a policy, procedure, solicitation provision, contract clause, method, or practice of conducting acquisition actions that is inconsistent with the FAR, among other criteria.

26
Q

What should be included in the summary of a contractor’s proposal when determining a fair and reasonable price?

A

A summary of the contractor’s proposal, field pricing assistance recommendations, the Government’s negotiation objective, and the negotiated position.

27
Q

What should be documented if certified cost or pricing data were not required in a price negotiation exceeding the threshold?

A

The exception used and the basis for it.

28
Q

What should be included in the summary when the determination of a fair and reasonable price is based on price analysis?

A

The source and type of data used to support the determination.

29
Q

What must a contracting officer do if certified cost or pricing data were required?

A

They must rely on the certified cost or pricing data submitted, recognize any inaccuracies, and document the actions taken as a result.

30
Q

What should the summary address when the determination of a fair and reasonable price is based on cost analysis?

A

Each major cost element.

31
Q

What document should be created to document a business decision regarding the use of a specific contract type?

A

A Determination and Findings.

32
Q

What must a contracting officer complete prior to negotiating a sole source contract?

A

A contracting officer must complete a Determinations and Findings Sole Source Proclamation Limit Competition Memorandum Justification and Approval.

33
Q

What is the function of SF 44?

A

SF 44 is used for simplified acquisitions at or below the micro-purchase threshold, except for purchases under unusual and compelling urgency or in support of contingency operations.

34
Q

What is the purpose of SF 26?

A

SF 26 is used to award negotiated contracts in which signatures of both parties on a single document is appropriate.

35
Q

What type of contracts can SF 33 be used to award?

A

SF 33 may be used to award either negotiated contracts or contracts utilizing sealed bidding.

36
Q

When is SF 30 used?

A

SF 30 is used to amend any solicitation or modify any contract.

37
Q

What is the purpose of DD 1155?

A

DD 1155 is used as an order for supplies or services.

38
Q

What does DD 254 provide guidance for?

A

DD 254 provides security classification guidance to U.S. contractors and subcontractors requiring access to information classified as ‘Confidential’, ‘Secret’, or ‘Top Secret’.

39
Q

What is the purpose of SF 1409?

A

SF 1409 is prescribed for use in recording bids.

40
Q

What is the requirement for using SF 1449?

A

SF 1449 is required for solicitations for commercial items if the acquisition will exceed the simplified acquisition threshold and is encouraged for commercial acquisitions not exceeding that threshold.

41
Q

When is SF 1442 used?

A

SF 1442 is used for soliciting offers and awarding contracts expected to exceed the simplified acquisition threshold for construction, alteration, or repair, or for dismantling, demolition, or removal of improvements.

42
Q

What does FAR 4.502 state regarding communication with industry?

A

FAR 4.502 states that Contracting Officers shall use electronic commerce whenever practicable or cost-effective.

43
Q

What is the purpose of DD 1547?

A

DD 1547 is used to facilitate a structured approach to profit/fee analysis.

44
Q

What is the function of DD 1861?

A

DD 1861 is used to estimate the facilities capital cost of money and capital employed, used in conjunction with the CASB-CMF and cost of money factors.

45
Q

Is postaward orientation a substitute for the contractor fully understanding the work requirements at the time offers are submitted?

A

No, it is not a substitute.

46
Q

How should proposed contract actions expected to exceed $15,000 but not exceed $25,000 be disseminated?

A

They should be displayed in a public place.

47
Q

What standard is required for transactions relating to the expenditure of public funds?

A

The highest degree of public trust and an impeccable standard of conduct.

48
Q

What is the purpose of postaward orientation according to FAR 42.501(a)?

A

To aid both Government and contractor personnel in achieving a clear and mutual understanding of all contract requirements and to identify and resolve potential problems.

49
Q

What is the requirement for disseminating information on proposed contract actions expected to exceed $25,000?

A

Contracting officers must disseminate information by synopsizing in the Government-wide Point of Entry (GPE).

CON 3910 FLASHCARDS (PUBLIC) (14 decks)

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