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CON 3910 FLASHCARDS (PUBLIC) > Skills and Roles in Contract Administration > Flashcards

Skills and Roles in Contract Administration Flashcards

1
Q

What is the focus of the Pre-award Phase in the contracting process?

A

The Pre-award Phase involves all the work performed by both the buyer and seller in communicating the buyer’s requirements and providing a solution to those requirements.

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2
Q

What is the role of the buyer in the Pre-award Phase?

A

The role of the buyer in the Pre-award Phase is to communicate their requirements to the seller.

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3
Q

Why is it important to understand the regulatory environment in contracting?

A

Understanding the regulatory environment is important to legally implement an effective solution and manage risk while satisfying contract requirements and obligations.

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4
Q

Who are the key stakeholders involved in the Pre-award Phase?

A

The key stakeholders involved in the Pre-award Phase are the buyer (Government or prime contractor) and the seller (contractor or subcontractor).

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5
Q

What is the primary goal of developing and executing business strategies in contracting?

A

The primary goal is to guide the customer and other stakeholders through the contract life cycle phases effectively.

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6
Q

What are the three phases of the Contract Life Cycle?

A

The three phases of the Contract Life Cycle are Pre-award, Award, and Post-award.

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7
Q

What is a key activity performed by sellers during the Pre-award Phase?

A

A key activity performed by sellers during the Pre-award Phase is providing a solution to the buyer’s requirements.

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8
Q

What are the two primary activities of the pre-award phase in contracting?

A

The two primary activities of the pre-award phase are developing the solicitation and conducting market research.

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9
Q

What are the key concepts from FAR parts 7 and 11 regarding acquisition planning and agency needs?

A

FAR part 7 emphasizes the importance of acquisition planning to ensure that the government meets its needs in the most effective, economical, and timely manner. FAR part 11 focuses on describing agency needs to ensure that specifications are clear and promote full and open competition.

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10
Q

What is the importance of market research in the pre-award phase?

A

Market research is essential to identify potential suppliers, evaluate the achievability of requirements, and is a continuous process throughout all phases of the contract life cycle.

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11
Q

What role does the contracts manager play before finalizing the solicitation?

A

The contracts manager participates in choosing a contract type and contracting method, determining applicable regulations, and building an evaluation strategy for offers.

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12
Q

What is required before issuing a solicitation?

A

The buying activity must determine the need and means of publicizing the solicitation to ensure offerors are aware of the potential business opportunity.

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13
Q

What must buying activities analyze when planning a solicitation?

A

Buying activities must analyze risks, which includes make or buy decisions, supply or services determination, and understanding customer needs and schedules.

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14
Q

What are the main points from FAR parts 12, 13, 14, and 15 regarding contracting methods?

A

FAR part 12 focuses on commercial item acquisition, part 13 covers simplified acquisition procedures, part 14 deals with sealed bidding, and part 15 outlines negotiated procurement procedures.

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15
Q

How do offerors ensure they provide a superior solution for the buyer?

A

Offerors often communicate with the buying activity to understand the buyer’s requirements better and tailor their offer accordingly.

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16
Q

What is the value added by the offer development process?

A

The value added is that it allows the seller to provide a comprehensive solution that enhances their competitive position in the marketplace.

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17
Q

How do offerors build their offers in relation to government regulations?

A

While offerors are aware of the laws and regulations the Government buyer must follow, they build their offers based on their own business strategy and operating procedures.

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18
Q

What must offerors consider when developing their offer?

A

Offerors must consider their overall sales plan, risk strategy, and the need for assistance from partners, subcontractors, or vendors in contract performance.

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19
Q

What is the primary purpose of developing an offer in response to a solicitation?

A

The primary purpose is to submit an offer that aligns with the offeror’s overall sales plan and risk strategy while providing a comprehensive solution to the buyer’s requirements.

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20
Q

What happens if there is a disagreement during the Award Life Cycle Phase?

A

There is a structured process for a seller to protest an action by the buyer, and resolution may involve appeal of decisions to higher levels.

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21
Q

What are the key concepts from FAR 15.404 regarding proposal analysis?

A

FAR 15.404 provides guidance on cost and price analysis techniques, ensuring that prices are fair and reasonable, and outlines the process for evaluating and negotiating proposals.

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22
Q

Which FAR subpart discusses the protest processes?

A

FAR subpart 33.1 discusses the protest processes.

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23
Q

What is the second phase of the contract life cycle?

A

The second phase of the contract life cycle is Award.

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24
Q

What can the buying activity do to plan for negotiations?

A

The buying activity may ask for clarification from offerors and then develop negotiation objectives.

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25
Q

What must the buying activity analyze when it receives offers?

A

The buying activity must analyze proposals in terms of risk, review for price reasonableness, and document the results of the analysis.

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26
Q

What is the main activity involved in the Award phase?

A

The main activity involved in the Award phase is forming the contract.

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27
Q

What is required for effective contract administration during the post-award phase?

A

Effective contract administration requires continuous documentation, good communication, funds management, and assessing seller performance.

28
Q

What regulatory parts outline the activities and responsibilities during the post-award phase?

A

FAR part 42, Contract Administration and Audit Services, and corresponding DFARS passages outline the activities and responsibilities during the post-award phase.

29
Q

What are the two primary activities involved in the post-award phase?

A

The two primary activities involved in the post-award phase are performing the contract and monitoring risk and compliance with contractual terms and technical requirements.

30
Q

What is the main focus of the post-award phase in the contract life cycle?

A

The main focus of the post-award phase is the work performed by both the buyer and seller during contract performance, including changes to the contract, contract close-out, and possible contract termination.

31
Q

What is the significance of a conference after contract award in the post-award phase?

A

A conference immediately after contract award is significant as it marks the beginning of contract administration and sets the stage for effective communication and management throughout the contract life.

32
Q

Which FAR part discusses contract modifications?

A

FAR part 43 covers contract modifications.

33
Q

Which FAR part provides guidance for quality assurance in contract performance?

A

FAR part 46 provides guidance for quality assurance.

34
Q

Who is responsible for the quality of contract performance?

A

The seller is responsible for the quality of contract performance, but the buyer must provide proper oversight.

35
Q

What is the process of contract closeout?

A

Contract closeout is the process of verifying all contract requirements are satisfied, settling unresolved matters, and reconciling the contract for final payment.

36
Q

What does FAR 4.804 cover?

A

FAR 4.804 covers the closeout of Government contract files, ensuring that all administrative actions are complete, disputes are resolved, and final payments are made.

37
Q

What is the focus of quality during post-award contract administration?

A

The focus of quality includes schedule, cost, and successful delivery of services or items.

38
Q

What does the Government view as the supply chain in contract performance?

A

The supply chain is viewed as the network of subcontractors, vendors, and other service/item providers to the seller or prime contractor.

39
Q

What is the domain in the Award phase that produces the contract?

A

The domain in the Award phase that produces the contract is known as Form Contract.

40
Q

What does the Post-Award phase involve?

A

The Post-Award phase involves contract management functions known as contract administration and contract closeout.

41
Q

What are some of the buyer’s job tasks in the Award phase?

A

Buyer’s job tasks include evaluating offers, conducting negotiations, selecting the source, awarding the contract(s), debriefing offerors, and addressing mistakes in offers and seller challenges.

42
Q

What are the main activities involved in the Pre-Award process for the buyer?

A

The main activities include assisting in defining the requirement, developing a comprehensive plan, researching the marketplace, developing contracting strategies, preparing solicitations, and requesting offers.

43
Q

What is the primary focus of the seller during the Pre-Award process?

A

The primary focus of the seller is to develop and execute a strategy for obtaining the award of a contract, including pre-sales activities and responding to the solicitation.

44
Q

What is the first phase of the contract life cycle?

A

The first phase of the contract life cycle is the Pre-Award phase.

45
Q

What are the primary job tasks of the seller in contract administration?

A

Contract performance, invoicing, engaging in subcontracting activities, managing contract changes, and bringing the contract to a successful conclusion.

46
Q

What are the primary job tasks of the buyer in contract administration?

A

Addressing issues during contract performance, executing contract modifications, monitoring compliance with contract terms, making payments, and closing out the contract.

47
Q

What strategic view should one understand regarding the contract life cycle?

A

The typical life cycle of a contract, along with the tactical details covered in other parts of the prep course.

48
Q

During the post-award phase while the contract is being performed, who has responsibility for quality?

A

The Seller

49
Q

What is the definition of Acquisition according to FAR 2.101?

A

Acquisition means the acquiring by contract with appropriated funds of supplies or services by and for the use of the Federal Government through purchase or lease.

50
Q

What does the Acquisition process include?

A

The Acquisition process includes establishing agency needs, describing requirements, soliciting and selecting sources, awarding contracts, contract financing, contract performance, and contract administration.

51
Q

What role does the Contracting Officer (KO) play in the contracting lifecycle?

A

The Contracting Officer plays a vital role throughout the contracting lifecycle, with responsibilities that change and evolve from phase to phase.

52
Q

Who are the members of the Acquisition Team as defined by FAR 1.102-3?

A

The Acquisition Team consists of all participants in Government acquisition, including representatives of the technical, supply, and procurement communities, as well as the customers they serve and the contractors providing products and services.

53
Q

What are examples of selection criteria for contracting officers mentioned in FAR 1.603-2?

A

Examples include experience in Government contracting, education in related fields, knowledge of acquisition policies, specialized knowledge in contracting, and completion of acquisition training courses. Appointing officials must also consider the complexity and dollar value of acquisitions, as well as the candidate’s business acumen, judgment, character, and reputation.

54
Q

According to DFARS 201.603-2, what are the qualifications required to serve as a contracting officer for amounts above the simplified acquisition threshold?

A

Qualifications include completing all required contracting courses, having at least 2 years of experience in a contracting position, and receiving a baccalaureate degree from an accredited institution.

55
Q

What is the maximum extent of authority that a contracting officer must have according to FAR 1.102-4(a)?

A

The contracting officer must have the authority to determine the application of rules, regulations, and policies on a specific contract to the maximum extent practicable and consistent with law.

56
Q

What does FAR 1.102-4(a) state about the authority of Government members of the Acquisition Team?

A

Government members must be empowered to make acquisition decisions within their areas of responsibility, including selection, negotiation, and administration of contracts consistent with the Guiding Principles.

57
Q

What additional requirements may contracting officers need to meet based on contract specifics?

A

Contracting officers may need to meet additional requirements based on the dollar value and complexity of the contracts awarded or administered, as established by the Secretary of Defense.

58
Q

Where can exceptions and amplifications to contracting officer qualifications be found?

A

Exceptions and amplifications to the qualifications for contracting officer appointments can be found in DFARS 201.603-2(2), which outlines specific scenarios where standard qualifications may be adjusted based on agency needs or mission requirements.

59
Q

What latitude should contracting officers have in their responsibilities?

A

Contracting officers should be allowed wide latitude to exercise business judgment in order to perform their responsibilities effectively.

60
Q

What are the primary responsibilities of contracting officers according to FAR 1.602-2?

A

Contracting officers are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States in its contractual relationships.

61
Q

What types of communications must contracting officers ensure are impartial and fair?

A

All types of communications, written and verbal.

62
Q

What must contracting officers ensure regarding funding for each contract action?

A

Contracting officers must ensure sufficient funds are available for obligation for each contract action.

63
Q

Which FAR regulation states that contracting officers must ensure sufficient funds are available?

A

FAR 1.602-2(a)

64
Q

What does FAR 1.602-2(b) require from contracting officers in their dealings with contractors?

A

FAR 1.602-2(b) requires contracting officers to ensure that contractors receive impartial, fair, and equitable treatment in all their dealings.

65
Q

What should contracting officers do when they need expertise in specific fields?

A

Contracting officers shall request and consider the advice of specialists in audit, law, engineering, information security, transportation, and other fields, as appropriate.

66
Q

According to FAR 1.602-2(d), what is required for the designation of a Contracting Officer Representative (COR)?

A

Contracting officers shall designate CORs in writing and furnish copies to the contractor and the contract administration office.

CON 3910 FLASHCARDS (PUBLIC) (14 decks)

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