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CON 3910 FLASHCARDS (PUBLIC) > Select Source > Flashcards

Select Source Flashcards

1
Q

What is the Best Value Continuum in the context of negotiated acquisitions?

A

The Best Value Continuum allows an agency to obtain best value by using any one or a combination of source selection approaches, where the importance of cost or price may vary based on the type of acquisition.

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2
Q

What factors increase the importance of technical or past performance considerations in source selection?

A

The less definitive the requirement, the more development work required, or the greater the performance risk, the more technical or past performance considerations may play a dominant role in source selection.

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3
Q

What is the purpose of the trade-off process in source selection?

A

The trade-off process is appropriate when it may be in the best interest of the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror.

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4
Q

When does cost or price play a dominant role in source selection?

A

Cost or price plays a dominant role in source selection when the requirement is clearly definable and the risk of unsuccessful contract performance is minimal.

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5
Q

In the Lowest Price Technically Acceptable (LPTA) process, how should the solicitation address the importance of cost or price compared to other evaluation factors?

A

The solicitation shall state whether all evaluation factors other than cost or price, when combined, are significantly more important than, approximately equal to, or significantly less important than cost or price.

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6
Q

When is the lowest price technically acceptable source selection process appropriate?

A

The lowest price technically acceptable source selection process is appropriate when best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

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7
Q

Are tradeoffs permitted in the evaluation process for proposals under the Lowest Price Technically Acceptable (LPTA) process?

A

Tradeoffs are not permitted; proposals are evaluated for acceptability but not ranked using the non-cost/price factors.

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8
Q

What does the tradeoff process allow in the context of the Lowest Price Technically Acceptable (LPTA) process?

A

The tradeoff process permits tradeoffs among cost or price and non-cost factors and allows the Government to accept other than the lowest priced proposal.

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9
Q

What kind of exchanges may occur during the evaluation process according to FAR 15.306?

A

Exchanges such as clarifications, communications, and discussions may occur during the evaluation process.

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10
Q

How should solicitations specify the basis for award in the Lowest Price Technically Acceptable (LPTA) process?

A

Solicitations shall specify that award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors.

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11
Q

What must be documented when tradeoffs are made in the Lowest Price Technically Acceptable (LPTA) process?

A

The rationale for tradeoffs must be documented in the file in accordance with FAR 15.406.

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12
Q

What must be clearly stated in the solicitation regarding evaluation factors and their relative importance?

A

All evaluation factors and significant subfactors that will affect contract award and their relative importance shall be clearly stated in the solicitation.

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13
Q

What are the minimum requirements for using the LPTA source selection process according to DFARS 215.101-2-70?

A

The minimum requirements include: 1) Minimum requirements must be clearly described in terms of performance objectives, measures, and standards; 2) No or minimal value will be realized from proposals exceeding minimum requirements; 3) Proposed technical approaches require minimal subjective judgment; 4) High confidence that reviewing technical proposals will not identify beneficial characteristics; 5) No or minimal additional innovation or technological advantage from a different process; 6) Goods to be procured are predominantly expendable, nontechnical, or have a short life expectancy.

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14
Q

What is the Value Adjusted Total Evaluated Price (VATEP) in the context of DoD source selections?

A

VATEP is an optional approach for DoD source selections that determines a total evaluated price for each offeror, allowing the Source Selection Authority (SSA) to assess if a higher rated technical offer justifies the additional cost to the Government.

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15
Q

How does VATEP assist offerors in the source selection process?

A

VATEP provides offerors with information to determine if the additional cost of offering better performance will improve their position in the source selection by quantifying the value placed on better performance in the RFP.

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16
Q

What documentation is required from the contracting officer when using the lowest price technically acceptable source selection process?

A

The contracting officer must document the contract file describing the circumstances justifying the use of the lowest price technically acceptable source selection process.

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17
Q

What must the contract file contain regarding the lowest price in a source selection?

A

The contract file must contain a determination that the lowest price reflects full life-cycle costs of the product(s) or service(s) being acquired.

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18
Q

What question does the requiring office answer when using VATEP?

A

The requiring office answers the question: What is the Government willing to pay for higher quality performance between threshold (minimum) and objective (maximum) criteria?

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19
Q

What is the purpose of a Request for Proposal (RFP) in negotiated acquisitions?

A

The purpose of an RFP is to communicate Government requirements to prospective contractors and to solicit proposals.

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20
Q

What must RFPs for competitive acquisitions describe at a minimum?

A

RFPs for competitive acquisitions must describe the Government’s requirement and the anticipated terms and conditions that will apply to the contract.

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21
Q

What is the purpose of the Uniform Contract Format according to FAR 15.204?

A

The Uniform Contract Format facilitates preparation of the solicitation and contract as well as reference to, and use of, those documents by offerors, contractors, and contract administrators.

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22
Q

What types of contracts are exempt from using the Uniform Contract Format?

A

Contracts exempt from using the Uniform Contract Format include construction and architect-engineer contracts, subsistence contracts, supplies or services contracts requiring special formats, letter requests for proposals, and contracts exempted by the agency head or designee.

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23
Q

How are representations and certifications incorporated into the contract?

A

Representations and certifications are incorporated by reference in the contract by using FAR 52.204-19.

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24
Q

Which parts must be included in solicitations using the Uniform Contract Format?

A

Solicitations using the Uniform Contract Format shall include Parts I, II, III, and IV.

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25
What must be done upon receipt of proposals and information in response to a Request For Information (RFI)?
Proposals and information must be marked with the date and time of receipt and transmitted to the designated officials.
26
What should a contracting officer do if a portion of a proposal is unreadable?
The contracting officer must immediately notify the offeror and permit the offeror to resubmit the unreadable portion of the proposal.
27
How should proposals be protected during the source selection process?
Proposals shall be safeguarded from unauthorized disclosure throughout the source selection process.
28
What is required for the resubmission of unreadable proposal portions?
The method and time for resubmission shall be prescribed by the contracting officer after consultation with the offeror, and documented in the file.
29
Under what conditions will a late proposal be considered according to FAR 15.208?
A late proposal will be considered if it is received before award is made, the contracting officer determines that accepting it would not unduly delay the acquisition, or if it is a late modification that makes terms more favorable to the Government.
30
What evidence is acceptable to establish that a proposal was received at the Government installation prior to the time set for receipt?
Acceptable evidence includes proof that it was received at the Government installation designated for receipt of proposals and was under the Government’s control prior to the time set for receipt of proposals.
31
What are offerors responsible for regarding proposals and modifications according to FAR 15.208?
Offerors are responsible for submitting proposals, and any revisions and modifications, so as to reach the Government office designated in the solicitation by the time specified in the solicitation.
32
What is the default time for receipt of proposals if no time is specified in the solicitation?
4:30 p.m., local time, for the designated Government office on the date that proposals are due.
33
What is the purpose of considering a resubmission as if it were received at the date and time of the original unreadable submission?
To determine timeliness under FAR 15.208(a), provided the offeror complies with the time and format requirements for resubmission prescribed by the contracting officer.
34
Can proposals be withdrawn before award, and if so, how?
Yes, proposals may be withdrawn by written notice at any time before award. Oral proposals in response to oral solicitations may be withdrawn orally.
35
What should the contracting officer do if a proposal is received late?
The contracting officer must promptly notify any offeror if its proposal, modification, or revision was received late, and must inform the offeror whether its proposal will be considered.
36
What must the contracting officer do when an oral withdrawal of a proposal is made?
The contracting officer must document the contract file when oral withdrawals are made.
37
What are Requests for Proposals (RFPs) used to accomplish?
RFPs are used to collect market research, identify interested parties, solicit proposals, and locate commercial items.
38
What happens to late proposals and modifications that are not considered?
Late proposals and modifications that are not considered must be held unopened, unless opened for identification, until after award and then retained with other unsuccessful proposals.
39
What types of evidence are acceptable to establish the time of receipt at the Government installation?
Acceptable evidence includes the time/date stamp of the installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.
40
Who accomplishes source selection?
Source selection is accomplished by a team that is tailored to the specific acquisition.
41
What is the objective of source selection according to FAR 15.302?
The objective of source selection is to select the proposal that represents the best value.
42
What is the purpose of the Source Select Advisory Council (SSAC)?
The SSAC supports the SSA by providing a written comparative analysis of offers and recommendations, ensuring the accuracy, consistency, and supportability of the evaluation findings.
43
Who is designated as the source selection authority unless another individual is appointed?
The Procurement Contracting Officer (PCO) is designated as the source selection authority unless the agency head appoints another individual.
44
What must the Procurement Contracting Officer (PCO) ensure during the evaluation process?
The PCO must ensure the evaluation is conducted against the evaluation criteria and that the contract is awarded according to the solicitation’s terms and conditions based on the SSA award decision.
45
What is the role of the Source Select Authority (SSA) in the source selection process?
The SSA makes the best value decision and selects the contractor to be awarded a contract based on the evaluation criteria and factors in the solicitation.
46
What is the responsibility of the SSEB Chairperson?
The SSEB Chairperson is responsible for the overall management of the SSEB.
47
What is the composition of the Source Selection Evaluation Board (SSEB)?
The SSEB is comprised of a Chairperson and Evaluators, also known as SSEB members, who are organized into functional teams corresponding to specific evaluation criteria.
48
What is required before conducting discussions with offerors?
Before conducting discussions, the competitive range must be determined, and the basis for excluding any offeror from the competitive range must be documented and submitted to the SSA for review and approval.
49
What is the purpose of conducting debriefings?
Debriefings are conducted to provide feedback to unsuccessful offerors in accordance with the DoD Source Selection Procedures and FAR regulations.
50
What should contracting officers do for acquisitions valued at $100 million or more?
Contracting officers should conduct discussions for acquisitions valued at $100 million or more, although discussions are highly encouraged even if not explicitly stated in the solicitation.
51
Who generally generates the acquisition requirement in the source selection process?
The Requirements Owner (RO) is generally the generator of the acquisition requirement based on the need to satisfy a capability or performance gap.
52
Who is responsible for making the best value decision in the source selection process?
The PCO and SSA are responsible for making the best value decision.
53
What is the role of Government advisors in the source selection process?
Government advisors assist the SSA, SSAC, and SSEB by providing expertise within specific functional areas.
54
Can nongovernment personnel be used as advisors in the source selection process?
Yes, the SSA may authorize the use of nongovernment personnel as advisors.
55
What is the key leadership role of the Program Manager (PM) in the source selection process?
The PM provides key leadership for acquisitions where a PM is assigned.
56
What role does Legal Counsel play in the source selection process?
Legal Counsel reviews documentation for legal sufficiency and provides legal advice throughout the source selection process.
57
Who serves as the primary business advisor for a source selection?
Source Selection Authority (SSA)
58
What criteria are proposals evaluated against during the initial evaluation?
Proposals are evaluated against the evaluation criteria as stated in the solicitation.
59
What is the first step in the proposal evaluation process after proposals are received?
The first step is to determine whether or not to award without discussions.
60
What happens if the Government decides not to award without discussions?
If not awarding without discussions, the Government makes a competitive range determination and notifies all offerors not included in the competitive range.
61
What is the purpose of clarifications in the proposal evaluation process?
Clarifications are limited exchanges between the Government and offerors to clarify certain aspects of proposals or resolve minor errors when award without discussions is contemplated.
62
What must the contracting officer indicate to each offeror still being considered for award during discussions?
The contracting officer must indicate deficiencies, significant weaknesses, and adverse past performance information to which the offeror has not yet had an opportunity to respond.
63
What is the process that follows the establishment of the competitive range in a competitive acquisition?
After the establishment of the competitive range, discussions are conducted, and final proposal revisions (FPRs) are requested from all offerors in the competitive range.
64
What are negotiations in the context of government contracting?
Negotiations are exchanges, in either a competitive or sole source environment, between the Government and offerors, undertaken with the intent of allowing the offeror to revise its proposal.
65
What is the primary objective of discussions conducted by the contracting officer with each offeror within the competitive range?
The primary objective of discussions is to maximize the Government’s ability to obtain best value, based on the requirement and the evaluation factors set forth in the solicitation.
66
Are contracting officers required to discuss every area where a proposal could be improved?
No, the contracting officer is not required to discuss every area where the proposal could be improved; the scope and extent of discussions are a matter of contracting officer judgment.
67
What are the two key purposes of evaluation factors in source selection according to FAR 15.304?
The two key purposes are to represent the key areas of importance for the source selection decision and to support meaningful comparison and discrimination between competing proposals.
68
Who has the discretion to determine the evaluation factors and their relative importance in an acquisition?
Agency acquisition officials have the broad discretion to determine the evaluation factors and significant subfactors that apply to an acquisition and their relative importance.
69
When is past performance evaluated in source selections?
Past performance is evaluated in all source selections for negotiated competitive acquisitions expected to exceed the simplified acquisition threshold.
70
What non-cost evaluation factors may be considered in source selection?
Non-cost evaluation factors may include past performance, compliance with solicitation requirements, technical excellence, management capability, personnel qualifications, and prior experience.
71
What does FAR 15.209(a) prescribe regarding solicitation amendments?
FAR 15.209(a) prescribes the provision 52.215-1, which states that if a solicitation is amended, all terms and conditions that are not amended remain unchanged, and offerors must acknowledge receipt of any amendment by the specified date and time.
72
What must be evaluated in every source selection according to FAR 15.304?
Price or cost to the Government must be evaluated in every source selection.
73
What is the threshold for evaluating past performance in systems and operations support acquisitions?
Past performance shall be evaluated for systems and operations support acquisitions expected to exceed $5,000,000.
74
What does .209(a) prescribe regarding solicitation amendments?
.209(a) prescribes the provision 52.215-1, which states that if a solicitation is amended, all terms and conditions that are not amended remain unchanged, and offerors must acknowledge receipt of any amendment by the specified date and time.
75
When is a cost analysis required in price evaluation?
A cost analysis may be appropriate to establish reasonableness of the otherwise successful offeror's price in limited situations.
76
What is the purpose of proposal evaluation according to FAR 15.305?
Proposal evaluation is an assessment of the proposal and the offeror’s ability to perform the prospective contract successfully.
77
What factors are considered in past performance evaluation?
The currency and relevance of the information, source of the information, context of the data, and general trends in contractor’s performance shall be considered.
78
What must be included in evaluations when contracting on a cost-reimbursement basis?
Evaluations shall include a cost realism analysis to determine what the Government should realistically expect to pay for the proposed effort.
79
What must the contracting officer establish for final proposal revisions?
A common cut-off date for receipt of final proposal revisions.
80
What happens if an offeror's proposal is eliminated from the competitive range?
No further revisions to that offeror’s proposal shall be accepted or considered.
81
What is required in the assessment of each offeror's proposal according to the evaluation factors?
An assessment of each offeror’s ability to accomplish the technical requirements and a summary, matrix, or quantitative ranking of each technical proposal.
82
What types of acquisitions are exempt from the requirements at section 215.371-2?
Acquisitions at or below the simplified acquisition threshold, certain contingency operations, small business set-asides, and specific science and technology acquisitions.
83
What happens if only one offer is received when competitive procedures were used?
The contracting officer shall follow the procedures at PGI 215.371-2.
84
What is the minimum additional period for receipt of proposals when resoliciting?
At least 30 days.
85
What must the SSDD include regarding the SSA's decision?
The SSDD must include the rationale for any business judgments and tradeoffs made or relied on by the SSA.
86
Who must review the SSDD to ensure it captures the SSA's judgment?
The SSDD must be reviewed by the PCO and Legal Counsel.
87
What are the two evaluation factors that must be evaluated in every source selection?
Past performance and small business.
88
What are discussions in a competitive acquisition?
Discussions are negotiations that take place after the establishment of the competitive range in a competitive acquisition.
89
What is the primary purpose of performing cost or price analysis in negotiations?
To develop a negotiation position that allows the contracting officer and the offeror to reach an agreement on a fair and reasonable price.
90
What should be considered together with the negotiation of a contract type and price?
The issues of risk and uncertainty to the contractor and the Government.
91
What is the contracting officer's primary concern during price negotiations?
The overall price the Government will actually pay.
92
Why should the contracting officer not agree on profit or fee without concurrent agreement on cost?
Because profit or fee is only one of several interrelated variables that affect the overall negotiation.
93
What does a fair and reasonable price not require during negotiations?
Agreement on every element of cost or that the agreed price be within the contracting officer’s initial negotiation position.
94
What factors should the contracting officer consider when establishing prenegotiation objectives?
The contracting officer should consider field pricing assistance, audit reports, technical analysis, fact-finding results, independent Government cost estimates, and price histories.
95
How should the scope and depth of the analysis for prenegotiation objectives be determined?
The scope and depth of the analysis should be directly related to the dollar value, importance, and complexity of the pricing action.
96
What is included in the documentation of the negotiated agreement?
The documentation includes the principal elements of the negotiated agreement, such as a price negotiation memorandum (PNM).
97
What are prenegotiation objectives and why are they important in the negotiation process?
Prenegotiation objectives establish the Government’s initial negotiation position and assist in determining a fair and reasonable price based on the analysis of the offeror’s proposal and other pertinent information.
98
What must the contracting officer document before negotiating any pricing action?
The contracting officer must document the pertinent issues to be negotiated, the cost objectives, and a profit or fee objective.
99
What should be noted if certified cost or pricing data were not required during price negotiations?
The exception used and the basis for it should be noted if certified cost or pricing data were not required in the case of any price negotiation exceeding the certified cost or pricing data threshold.
100
Who should be identified in the negotiation process?
The name, position, and organization of each person representing the contractor and the Government should be identified.
101
Can offerors eliminated from the competitive range submit further proposal revisions?
No, once they are out of the competition, they no longer have an opportunity to participate any further in the competition at hand.
102
What must the contracting officer do when an offeror's proposal is excluded from the competitive range?
The contracting officer shall notify offerors promptly in writing, stating the basis for the determination and that a proposal revision will not be considered.
103
What is the timeframe for providing written notification to unsuccessful offerors after contract award?
Within 3 days after the date of contract award.
104
What confidential information is prohibited from being disclosed to other offerors?
An offeror’s cost breakdown, profit, overhead rates, trade secrets, manufacturing processes and techniques, or other confidential business information.
105
What is the time frame for an offeror to request a preaward debriefing after receiving notice of exclusion from the competition?
An offeror may request a preaward debriefing by submitting a written request to the contracting officer within 3 days after receipt of the notice of exclusion from the competition.
106
What information must be included in a preaward debriefing?
Preaward debriefings shall include the agency’s evaluation of significant elements in the offeror’s proposal, a summary of the rationale for eliminating the offeror from the competition, and reasonable responses to relevant questions about the source selection procedures.
107
Under what circumstances may a contracting officer refuse a request for a debriefing?
A contracting officer may refuse the request for a debriefing if, for compelling reasons, it is not in the best interests of the Government to conduct a debriefing at that time.
108
What happens if an offeror does not submit a timely request for a debriefing?
If the offeror does not submit a timely request, the offeror need not be given either a preaward or a postaward debriefing.
109
How many debriefings is an offeror entitled to for each proposal?
Offerors are entitled to no more than one debriefing for each proposal.
110
When should the debriefing occur after an offeror's written request?
The debriefing should occur within 5 days after receipt of the written request, to the maximum extent practicable.
111
What happens if an offeror fails to submit a timely request for a debriefing after being notified of exclusion from the competition?
An offeror that fails to submit a timely request is not entitled to a debriefing.
112
What is the time frame for an offeror to request a debriefing after receiving notification of contract award?
An offeror must submit a written request for a debriefing within 3 days after receiving notification of contract award.
113
In what formats can debriefings be conducted?
Debriefings may be conducted orally, in writing, or by any other method acceptable to the contracting officer.
114
Can a debriefing include point-by-point comparisons of an offeror’s proposal with those of other offerors?
No, the debriefing shall not include point-by-point comparisons of the debriefed offeror’s proposal with those of other offerors.
115
What type of questions should be reasonably responded to during a debriefing?
Reasonable responses should be provided to relevant questions about whether source selection procedures contained in the solicitation, applicable regulations, and other applicable authorities were followed.

CON 3910 FLASHCARDS (PUBLIC) (14 decks)

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