Term
| Most important document. It provides the required authorizations and necessary administrative details so that you and the contracting officer can prepare and issue a solicitation and a contract document. |
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Definition
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Term
|
Definition
| Purchase description; statement of work (SOW) or performance work statement (PWS); or specification. |
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Term
| Defines the performance requirements for products and services to be delivered or accomplished. |
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Definition
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Term
| Identifies funding, too, by typically combining the government requirements documents with the Independent Government Estimate (IGE). |
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Definition
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Term
| A document that describes the customer's requirement. |
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Definition
|
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Term
| Types of Purchase Requests that contracting office can receive the PR. |
|
Definition
1. Automatically
2. Manually |
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Term
| Automated PRs are received in contracting via an electronic interface with other data systems (name 3): |
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Definition
1. Supply Squadron (SBSS)
2. Civil Engineering (WARRS/WIMS)
3. Medical Squadron (MEDLOG) |
|
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Term
| Do you change data received from automated customers? |
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Definition
| DO NOT change any data received without coordination with your customer. |
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Term
| Manual PR requirements are submitted on what? |
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Definition
|
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Term
| 2 ways to submit an AF Form 9 |
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Definition
1. Hard copy (using the actual AF Form 9)
2. Soft copy (electronically by Automated Business Service System (ABSS)) |
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Term
| Coordination of any changes to PR are documented in this format. |
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Definition
| Memorandum For Record (MFR) |
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Term
| Time it takes from receipt of a PR to the actual award of a contract. |
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Definition
| Procurement Action Lead Time (PALT) |
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Term
| Used by flight chiefs to support management decisions such as performance ratings, improving the buying processes and making adjustments. |
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Definition
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|
Term
Elements of the PR (17 elements)
PPRICCNCD |
|
Definition
1. Purchase Request Number
2. Priority
3. Requesting Office
4. Issuing Office
5. Contract Line Item Number (CLIN)
6. Contract Type
7. National Stock Number (NSN)
8. CLIN Type
9. Description
10. Quantity, Unite Price and Unit of Issue
11. Delivery Date or Period of Performance
12. Ship to Address
13. Codes
14. Funding Information
15. MILSTRIP
16. FOB
17. Recommended Sources |
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Term
| 12-position alphanumeric code |
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Definition
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Term
|
Definition
Customer's Business Partner Number (BPN). Delivery address.
School: F (1,3,5,Q or U) 3LVL |
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Term
|
Definition
|
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Term
|
Definition
| Requisition serial number |
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Term
| 2 Priorities used on PR's |
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Definition
1. Basic Code
2. Defense Priorities and Allocations System (DPAS) Rating |
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Term
| Two-digit number, 0-15, assigned in the automated systems to inform the buyer how often follow-up is requested by the customer. |
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Definition
|
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Term
| Priority code for MANUALLY submitted PR's (ABSS or hard copy) |
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Definition
| NO priority code required |
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Term
| Established to assure the timely availability of industrial resources meet national defense requirements and provide a framework for rapidly expanding industrial resources in a national emergency. |
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Definition
| Defense Priorities and Allocations System (DPAS) |
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Term
| Who establishes DPAS priorities? |
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Definition
|
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Term
| The President establishes DPAS priorities through what agency? |
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Definition
| Federal Emergency Management Agency (FEMA) |
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Term
| Customer's address. Includes point of contact when you have questions or concerns about the PR. |
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Definition
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Term
Address of the contracting office.
School: 37 CONS address, if no address is currently present. |
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Definition
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Term
| Series of numbers usually starting with 0001 and incrementing for each different item. Automatically generated in ABSS and carried forward in SPS. |
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Definition
Contract Line Item Number (CLIN)
School: Use standard numbering system |
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Term
| Contract type used in school. |
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Definition
|
|
Term
| Not required for manual (ABSS) PR's. Only used with automated PR's and PD2. |
|
Definition
| National Stock Number (NSN) |
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Term
|
Definition
1. Priced (funding associated with it)
2. Informational (does not have funding)
School: All CLINS are priced |
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Term
| Depending on the requirement, can be as simple as a word and part number to a multi-page document such as a SOW or Specification. |
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Definition
|
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Term
| Serve the purpose of describing what the government needs to procure. Written to maximize competition and not restrict it. |
|
Definition
|
|
Term
FAR 11.002(a)(2)(i): State requirements with respect to an acquisition of supplies and services in terms of:
Fat
People
Eat |
|
Definition
1. Functions to be performed
2. Performance required
3. Essential physical characteristics |
|
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Term
| Ensures that HAZMAT users obtain the material required to perform their Air Force missions. |
|
Definition
| Air Force HAZMAT Pharmacy Program (HPP) |
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Term
| Form that the customer must ensure is accomplished IAW AFI 32-7086, if not approved by the HAZMAT Pharmacy |
|
Definition
| AF Form 3952, Chemical/Hazardous Material Request Authorization |
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Term
| Who must the customer consult with if they have a need for Information Technology (IT) type items and who would help to define and obtain a technical solution? |
|
Definition
| Communications and Information Systems Officer (CSO) |
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Term
| IT Technical Solution documented on this form but referred to as this. |
|
Definition
1. Air Force Form 3215, IT/NSS Requirements Document
2. AF Form 3215, C4 Systems Requirements Document (CSRD) |
|
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Term
| AF uses 2 systems to acquire IT products/services |
|
Definition
|
|
Term
|
Definition
1. Command
2. Control
3. Communication
4. Computer |
|
|
Term
| With the implementation of this program, it is important that codes be completed to ensure all PD2 interfaces and clause selection work correctly. |
|
Definition
|
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Term
|
Definition
1. Federal Stock Class (FSC)
2. North American Industry Classification System (NAICS)
3. Program Code (PROG)
4. Signal Code |
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Term
| 4-position code that provides a brief description for federally assigned stock groups. Additional information on www.dior.whs.mil |
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Definition
Federal Stock Class (FSC)
FSC and NAICS code must be compatible. |
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Term
| 6-position code that best describes the principal nature of the product or service being acquired and identifies the standard, established by the SBA, which determines if the contactor can be considered a small or large business. |
|
Definition
| North American Industry Classification System (NAICS) |
|
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Term
| 3-position code that identifies a grouping of supplies, construction, or other services used to support contract reporting. Referred to as the DoD Claimant Program Number. |
|
Definition
|
|
Term
| A 1 letter code that identifies the ship-to address and billing instructions. Used with automated systems. List found in AFCEP, Chapter 1, SPS User Guidance. |
|
Definition
Signal Code
"A" is the most commonly used code.
Signal code required for ALL actions. |
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Term
| Military Standard Requisitioning and Issue Procedure |
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Definition
MILSTRIP
Same as the PR number for the first clin, to include an additional two digits at the end. |
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Term
| Used to designate a physical point to determine the responsibility and basis for payment of freight charges and, unless otherwise agreed, the point at which "title" for supplies passes to the buyer |
|
Definition
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Term
| 3 types of Requirements Documents |
|
Definition
1. Statement of Work (SOW)
2. Performance Work Statement (PWS)
3. Statement of Objectives (SOO) |
|
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Term
| Describes in great detail the exact requirements for performance. It permits the least innovation by contractors to meet the requirement. |
|
Definition
|
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Term
| Describes a performance outcome rather than how to achieve the outcome. The outcome is stated in parameters. |
|
Definition
| Performance Work Statement (PWS) |
|
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Term
| States the performance objectives in very broad terms. Gives contractors the greatest opportunity to use innovation to meet the Government's objectives. The contractor will define the 'best commercial practice' to accomplish this objective. |
|
Definition
| Statement of Objectives (SOO) |
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Term
| When preparing requirements documents, agencies shall, to the maximum extent practicable (list 4 things): |
|
Definition
1. Describe the work in terms of "what" is to be the required output rather than "how" the work is to be accomplished
2. Enable assessment of work performance against measurable performance standards
3. Rely on the use of measurable performance standards and financial incentives in a competitive environment
4. Avoid combining requirements into a single acquisition that is too broad to manage effectively |
|
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Term
| What type of acquisitions shall be all performance based? |
|
Definition
|
|
Term
| Services acquisitions with an annual contract value above $150,000 (SAT) shall be: |
|
Definition
Performance-based
AFI 63-124, Performance-Based Services Acquisitions (PBSA) |
|
|
Term
| Is there a standard form or format for a SOW? |
|
Definition
|
|
Term
| Contents of a SOW (8 common elements) |
|
Definition
1. Background
2. Objectives
3. Tasks or Requirements
4. Delivery Schedule
5. Government Furnished Property and Services
6. Security requirements
7. Place of Performance
8. Period of Performance |
|
|
Term
| Evaluating the SOW (4 guidelines) |
|
Definition
1. Use clear, consistent terms
2. Ensure proper use of mandatory language
3. Avoid certain words and phrases
4. Ensure that inherently governmental functions are not assigned to a contractor (FAR 7.5) |
|
|
Term
| A description of the technical requirements for a material, product, or service, to include construction, which includes the criteria for determining whether the requirement was met. |
|
Definition
Specification
In operational contracting, most often used with certain construction projects. |
|
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Term
| According to FAR 36.202, specifications shall conform to the requirements in what FAR part? |
|
Definition
| FAR Part 11, Describing Agency Needs |
|
|
Term
| When "brand name or equal" descriptions are necessary, specifications must clearly identify and describe what 3 characteristics? |
|
Definition
1. Physical
2. Functional
3. Performance |
|
|
Term
| Specifications used in Construction requirements usually follow what format? |
|
Definition
| Construction Specifications Institute (CSI) |
|
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Term
| CSI format is similar to this system that organizes the information in project manuals into numbered sections. |
|
Definition
|
|
Term
| CSI divided into three parts to assist in organizing the text consistently with each section |
|
Definition
Part 1 - General
Part 2 - Products
Part 3 - Execution |
|
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Term
| When preparing or reviewin specifications, consider their impact on 3 things: |
|
Definition
1. Competition
2. Responsibility for performance
3. Cost or price |
|
|
Term
| Specs should stat the ______ needs. |
|
Definition
|
|
Term
| Term stating unnecessary requirements. |
|
Definition
|
|
Term
| What must brand name or equal purchase descriptions include, in addition to brand name: |
|
Definition
| General description of those SALIENT PHYSICAL, FUNCTIONAL, or PERFORMANCE characteristics |
|
|
Term
| FAR 11.107 - Solicitation Provision states: Insert the provision at _____ when brand name or equal purchase descriptions are included in a solicitation. |
|
Definition
| 52.211-6, Brand Name or Equal |
|
|
Term
| Types of justification depends on the dollar amount of the requirement. |
|
Definition
1. Acquisitions exceeding the SAT shall be justified and approved (J&A) IAW FAR 6.303 and 6.304
2. Acquisitions not exceeding the SAT, IAW AFI 64-102, acquisition packages must have supporting documentation for brand name
3. "Brand Name Justification Letter" (signed by commander) |
|
|
Term
| A contract for the purchase of supplies or services that is entered into, or proposed to be entered into by an agency, after soliciting and negotiating with only one source. |
|
Definition
|
|
Term
| Evaluating Sole Source Justifications not exceeding the SAT |
|
Definition
|
|
Term
| AFFARS Informational Guidance (IG) 5313.106-1(b)(3) |
|
Definition
| Requiring activity should provide an adequate justification for a single (sole) source acquisition |
|
|
Term
| Adequate justification for a single (sole) source acquisition includes: |
|
Definition
1. Brief, non-technical description
2. Clear, concise statement of the facts
3. Statement that the proposed sole source is the only known source that can satisfy the government's requirement
4. Statement of actions to be taken to preclude the necessity for future sole source acquisitions of the same supplies/services |
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Term
| Difference between brand name item description and a sole source requirement |
|
Definition
| More than one vendor may be able to provide the particular brand named item. |
|
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Term
| Events that may need documentation in the form of an MFR include: |
|
Definition
1. Changes to the purchase request
2. Changes to the quotes from vendors
3. Notations that individuals were contacted and for what purpose and documentation for follow up. |
|
|
Term
| Documnt essentially for supporting any modifications to the contract. |
|
Definition
| Memorandum For Record (MFR) |
|
|
Term
| Memorandum For Record (MFR) Essential Items (as a minimum) |
|
Definition
1. PR or PIIN
2. Date of the conversation or incident
3. Names of all that are involved
4. Phone number of the individual/organization
5. Information/purpose of the conversation
6. Date/time for receipt of requested information (if applicable)
7. Buyer-signature block
8. Buyer-signature |
|
|
Term
| Format from this hand out to complete a MFR. |
|
Definition
| Air Force Hand Out 33-337, Tongue & Quill |
|
|
Term
| What FAR Part prescribes policies and procedures for publicizing contract opportunities? |
|
Definition
|
|
Term
| FAR Part 5 policy states that "Contracting Officers must publicize contract actions in order to:" |
|
Definition
1. Increase competition
2. Broaden industry participation
3. Assist small business and other concerns |
|
|
Term
| CO must synopsize, post a synopsis, through the GPE for acquisitions of supplies and services, including construction for each proposed: |
|
Definition
1. Contract action exceeding $25,000
2. Modification (for additional supplies or services) that exceeds $25,000 (or)
3. Contract action in any amount advantageous to the Government |
|
|
Term
| "Condensed statement or outline" of the government's requirement and is issued at least 15 days prior to actual solicitation, unless, the requirement is a commercial item. |
|
Definition
|
|
Term
| Primary purpose of synopsis (2) |
|
Definition
1. Improve small business access to acquisition information
2. Enhance competition by identifying contracting and subcontracting opportunities |
|
|
Term
| CO need NOT submit a synopsis when one of the following 4 EXCEPTIONS exist: |
|
Definition
1. Unusual and compelling circumstances
2. Authorized and required to be made through another government agency (Section 8(a) or JWOD)'
3. Order placed under FAR Subpart 16.5
4. Amount NTE the SAT and made through a means that provide access to the notice through the GPE |
|
|
Term
| What must the CO do for acquisitions of supplies or services, including construction, expected to exceed $15,000 but not expected to exceed $25,000? |
|
Definition
1. Ensure an unclassified notice of the solicitation (or)
2. Copy of solicitation displayed in a public place (or)
3. Any appropriate electronic means |
|
|
Term
| How long must a notice be posted? |
|
Definition
| 10 days or until after quotations have been opened, whichever is later |
|
|
Term
| CO need not comply with display requirement when: |
|
Definition
1. Exemptions at FAR 5.202(a)(1)(4) through (a)(9), or (a)(11) apply
2. When oral or Federal Acquisition Computer Network (FACNET) solicitations are used
3. When providing access to a notice of proposed contract action and solicitation through the GPE and notice permits the public to respond to the solicitation electronically |
|
|
Term
Elements for Preparing a Synopsis
ACCTRPSD |
|
Definition
1. Action code
2. Classification code
3. Contracting Office Address
4. Title
5. Response Date
6. Point of contact
7. Solicitation/Reference Number
8. Description |
|
|
Term
| When a contract specialist or buyer contacts a vendor/supplier directly to obtain quotes |
|
Definition
|
|
Term
| Oral solicitations can take place via: |
|
Definition
1. Phone conversation
2. E-mail |
|
|
Term
| The contracting officer SHALL solicit quotations orally to the maximum extent practicable if: |
|
Definition
1. Does not exceed the SAT
2. More efficient than electronic commerce alternatives (and)
3. Notice is not required under FAR 5.101 |
|
|
Term
| Oral solicitation may not be practicable for contract actions exceeding _____ unless covered by an exception in 5.202. |
|
Definition
|
|
Term
| Oral solicitations most appropriate for use when the estimated amount is less than ______ except for construction. |
|
Definition
|
|
Term
| Oral solicitations cannot be used when the requirement is for construction over ______ |
|
Definition
|
|
Term
| Major Steps for Oral Solicitations (4 steps) |
|
Definition
(Given a PR and related documents):
1. Research and call firms
2. Describe requirement to vendors
3. Discuss quantity, delivery and terms and conditions
4. Document file with vendor's price and terms and conditions |
|
|
Term
| When conducting oral solicitations, buyer should request, as a minimum (7 things): |
|
Definition
1. Can vendor provide the item or service and what is the price?
2. Vendor's delivery schedule
3. Type of shipping
4. Vendor provide any discount payment terms/prompt payment discounts
5. Vendor have a GSA/VA/Existing contract to order from
6. Vendor CCR registered and considered small business
7. Main point of contact |
|
|
Term
|
Definition
1. Quotation is not an offer - cannot be accepted by government to form a contract
2. Issuance by government of an order in response to a supplier's quotation does not establish a contract
3. Order is an offer by the government to the supplier to buy
4. Contract established when offer is accepted |
|
|
Term
| Written solicitation method for SAP |
|
Definition
|
|
Term
| FAR 13.106-1(d) states: Written solicitations are used when obtaining oral or electronic quotes are uneconomical or impracticable, the CO should issue paper solicitations for contract actions likely to exceed _____ |
|
Definition
|
|
Term
| Construction requirements over _____ shall be written. |
|
Definition
|
|
Term
| Term referring to the use of the Federal Acquisition Computer Network (FACNET) process and "paper" solicitations doesn't necessarily mean an actual physical piece of paper |
|
Definition
|
|
Term
| Contains a complete list, either by reference or in full text, of the required provisions and clauses applicable to the respective acquisition |
|
Definition
|
|
Term
| Aid the vendors in developing their quotes and building their offer |
|
Definition
|
|
Term
| Forms for RFQ's (3 types) |
|
Definition
1. Standard Form 18, Request for Quotes
2. Standard Form 1449, Solicitation/Contract /Order for Commercial Items
3. Standard Form 1442, Solicitation, Offer, and Award (Construction, Alteration, or Repair) |
|
|
Term
| For use in obtaining price, delivery and related information from suppliers as specified in FAR 13.307(b) or other agency forms, automated formats, may also be used. |
|
Definition
Standard Form 18, Request for Quotes
(Not mandatory for use but available if SF 1449 or SF 1442 not appropriate) |
|
|
Term
| Used is a paper solicitation is being issued for commercial items. |
|
Definition
Standard Form 1449
(Not mandatory but encouraged)
(Not used when soliciting for construction acquisitions) |
|
|
Term
| Shall be used to solicit and submit offers, and award construction and dismantling, demolition, or removal of improvements contracts expected to exceed the SAT, and may be used for contracts at or below the SAT. |
|
Definition
|
|
Term
|
Definition
|
|
Term
| Two most commonly used forms for requirements not expected to exceed the SAT |
|
Definition
|
|
Term
| Used in negotiated acquisitions to communicate Government requirements to prospective contractors and to solicit proposals. |
|
Definition
|
|
Term
| RFP for competitive acquisitions shall, at a minimum, describe the: |
|
Definition
1. Government's requirement
2. Anticipated terms and conditions that will apply to the contract
3. Information required to be in the offeror's proposal
4. Factors and significant subfactors that will be used to evaluate the proposal and their relative importance |
|
|
Term
| Used to issue RFP's and to receive proposals, modifications, and revisions. |
|
Definition
|
|
Term
|
Definition
1. Standard Form 1449, Solicitation/Contract/Order for Commercial Items
2. Standard Form 1442, Solicitation, Offer, and Award (Construction, Alteration, or Repair)
3. Standard Form 33, Solicitation, Offer, and Award and Optional Form 308, Solicitation and Offer -- Negotiated acquisition |
|
|
Term
| May be used at the discretion of the CO to issue RFP's? |
|
Definition
|
|
Term
| Solicitations using the ____ shall include Parts I, II, III and IV. |
|
Definition
| Uniform Contract Format (UCF) |
|
|
Term
Uniform Contract Format
Part I - The Schedule |
|
Definition
A - Solicitation/contract form
B - Supplies or services and prices
C - Description/Specifications
D - Packaging and Marking
E - Inspection and acceptance
F - Deliveries or performance
G - Contract Administration data
H - Special Contract Requirements |
|
|
Term
Uniform Contract Format
Part II - Contract Clauses |
|
Definition
|
|
Term
UCF
Part III - List of Documents, Exhibits, and Other Attachments |
|
Definition
| J - List of documents, exhibits, and other attachments |
|
|
Term
UCF
Part IV - Representations and instructions |
|
Definition
K - Representations, certifications, and other statements of contractors
L - Instructions, conditions, and notices to vendors
M - Evaluation factors for award |
|
|
Term
| Preferred when fulfilling agency's needs |
|
Definition
| Acquisitions of commercial items |
|
|
Term
| CO's shall use the policies for the acquisition of commercial items prescribed in FAR Part 12 in conjunction with: |
|
Definition
|
|
Term
| FAR Part that takes precedence for the acquisition of commercial items |
|
Definition
|
|
Term
| FAR Part 12 DO NOT APPLY to the acquisition of commercial items: |
|
Definition
1. At or below the micro-purchase threshold
2. Standard Form 44
3. Imprest Fund
4. Governmentwide commercial purchase card
5. Directly from another Federal agency |
|
|
Term
| For acquisitions exceeding the SAT but not exceeding $6,500,000 ($12,000,000 for acquisitions described in FAR 13.500(e)), including options, we should use the procedures authorized in FAR subpart 13.5 |
|
Definition
|
|
Term
| Authority to issue solicitations under the test program expires on: |
|
Definition
|
|
Term
| Procedure that combines the synopsis and the issuance of the solicitation into a single document (24,000 textual characters and approximately 7 single-spaced pages) |
|
Definition
| Streamlined solicitation or Combined Synopsis/Solicitation |
|
|
Term
| What FAR Part is used when using the procedures for a streamlined solicitation or a combined synopsis/solicitation |
|
Definition
|
|
Term
| CO may allow fewer than ____ days response time for the acquisition of commercial items. |
|
Definition
|
|
Term
| A change to the solicitation prior to contract award and is accomplished using the Standard Form 30 - Amendment of Solicitation/Modification |
|
Definition
|
|
Term
| Government may initiate changes (amendments) to the solicitation: |
|
Definition
1. Funding or mission changes that affect overall need
2. Changes in quantity
3. Changes to specifications or the performance work statement
4. Changes to the delivery schedule |
|
|
Term
| Prospective/Actual sources may initiate changes (amendments) to solicitations such as: |
|
Definition
1. Insufficient time allowed for preparation and submission of bids/proposals/quotes
2. Incomplete, accurate, or missing terms, conditions
3. Vague or ambiguous terms and conditions that are being misinterpreted
4. Erroneous release of data to some, but not all
5. Requirements that are inferior to currently available alternatives
6. Terms and conditions that are unnecessarily restrictive |
|
|
Term
| What is used when time is of the essence? |
|
Definition
|
|
Term
| Minimum information included in each amendment |
|
Definition
1. Name and address of issuing activity
2. Solicitation number and date
3. Amendment number and date
4. Number of pages
5. Description of the changes
6. Government point of contact and phone number (and electronic or facsimile address, if appropriate)
7. Revision to solicitation closing date, if applicable |
|
|
Term
| If you have issued an RFQ, you may, by written notice: |
|
Definition
1. Withdraw
2. Amend (or)
3. Cancel |
|
|
Term
| The term Electronic Posting System is also known as: |
|
Definition
| Federal Business Opportunities (FedBizOpps)/(FBO) used as the Governmentwide point of entry (GPE) |
|
|
Term
| A governmentwide internet-based system for the announcing of government acquisitions |
|
Definition
| Electronic Posting System or FedBizOpps or FBO |
|
|
Term
| FedBizOpps five broad categories |
|
Definition
1. Video demonstrations
2. Quicklinks
3. Announcements
4. Pending Actions
5. Statistics |
|
|
Term
| FedBizOpps session time limitation |
|
Definition
|
|
Term
| FedBizOpps uses six templates to create data exchanges |
|
Definition
1. Presolicitation notice
2. Combined synopsis/solicitation
3. Sources sought
4. Sale of Surplusy Property
5. Special Notice
6. Foreign Government Standard |
|
|
Term
| The prospective offeror is CAPABLE of providing the supplies or services in accordance with the requirements in the solicitation |
|
Definition
|
|
Term
| You can only award to whom? |
|
Definition
|
|
Term
| What must the CO do to prove that the prospective offeror is responsible before making the award? |
|
Definition
| Make an affirmative determination |
|
|
Term
| According to FAR 9.104-1, a prospective contractor must meet the following general standards of responsibility to be determined responsible: |
|
Definition
1. Adequate financial resources or ability to obtain them
2. Be able to comply with the required or proposed delivery or performance schedule
3. Have a satisfactory performance record
4. Satisfactory record of integrity and business ethics
5. Have the necessary organization, experience, accounting, and operational controls, and technical skills, or the ability to obtain them
6. Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them
7. Be otherwise qualified and eligible to receive an award |
|
|
Term
| When evaluating contractors, we must ensure they responded to the solicitation responsibly, meaning: |
|
Definition
| They conformed to the requirements of the solicitation. |
|
|
Term
| Term to mean, did the contractor's response follow the terms and conditions of the solicitation |
|
Definition
|
|
Term
| What constitutes an AFFIRMATIVE DETERMINATION that the prospective contractor is responsible with respect to that contract |
|
Definition
| The Contracting Officer's signature on an award |
|
|
Term
| Program that allows a small business to appeal a contracting officer's determination that it is unable to fulfill the requirements of a specific Government contract on which it is the apparent awardee |
|
Definition
| The SBA's Certificate of Competency (CoC) |
|
|
Term
| An action taken by an official to exclude a contractor from Government contracting and Government-approved subcontracting for a reasonable, specified period. |
|
Definition
Debarment
(A contractor so excluded is debarred) |
|
|
Term
| An action taken by an official to disqualify a contractor TEMPORARILY from Government contracting and Government-approved subcontracting. |
|
Definition
Suspension
(A contractor so disqualified is suspended) |
|
|
Term
| A contractor that is excluded from Government contracting (and subcontracting, if appropriate) pursuant to statutory, Executive Order (EO), or regulatory authority other than the FAR and its implementing and supplementing regulations. |
|
Definition
|
|
Term
|
Definition
1. Conviction of or civil judgment for:
a. Commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public contract or subcontract
b. Violation of Federal or State antitrust statutes relating to the submission of offers
c. Commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property
d. Intentionally affixing a label bearing a Made in America inscription
e. Commission of any other offense indicating a lack of business integrity or business honesty
2. Preponderance of the evidence
3. Violation of the Drug-Free Workplace Act of 1988
4. Intentionally affixing a label bearing a Made in America inscription to a product sold in or shipped to the United States, when the product was not made in the United States |
|
|
Term
| Preponderance of the evidence that indicates: |
|
Definition
1. Violation of the terms of a Government contract or subcontract so serious as to justify debarment
2. Willful failure to perform IAW the terms of one or more contracts (or)
3. A history of failure to perform, or unsatisfactory performance of, one or more contracts |
|
|
Term
|
Definition
|
|
Term
|
Definition
Should not exceed THREE years
Except, that debarment for violation of the provisions of the Drug-Free Workplace Act of 1988 may be for a period not to exceed FIVE years |
|
|
Term
| The suspending official may suspend a contractor suspected, upon: |
|
Definition
|
|
Term
| Indictment for any clauses listed above: |
|
Definition
| Constitutes adequate evidence for suspension. |
|
|
Term
| If legal proceedings are not initiated within ____ months after the date of suspension notice, the suspension shall be terminated unless an Assistant Attorney General requests its extension for an additional _____ months. |
|
Definition
|
|
Term
| Compiles and maintains a current, consolidated list of all contractors, debarred, suspended, or declare ineligible by agencies or by the Government Accountability Office. |
|
Definition
|
|
Term
| Who operates the web-based Excluded Parties List System (EPLS) and provide technical assistance to Federal Agencies in the using the system |
|
Definition
|
|
Term
| The Federal Government requires Government agencies and private industries to register in the _____ prior to the award of a contract or agreement. |
|
Definition
| Central Contractor Registration (CCR) |
|
|
Term
| Basic information about their business that a supplier must provide the government in order to do business with the government. |
|
Definition
Trading Partner Profile
(traditionally been required at each facility with which the supplier is doing business) |
|
|
Term
| Exceptions to the policy that businesses must be registered in CCR or provide their Trading Partner Profile |
|
Definition
1. Purchases that use the GPC as both purchasing and payment mechanism
2. Classified contracts (compromises safeguarding classified information or national security)
3. Contracts awarded by:
- Deployed CO's (contingency operations, humanitarian or peacekeeping operations)
- CO's in conduct of emergency operations
4. Contracts to support unusual or compelling needs
5. Awards made to foreign vendors for work performed outside the United States, if impractical to obtain CCR
6. Micro-purchases that do not use EFT and are not required to be reported |
|
|
Term
| 2 websites to verify if a contractor is registered in CCR |
|
Definition
http://www.bpn.gov
http://www.ccr.gov |
|
|
Term
| CO's shall verify that the ______ contractor is registered in the _____ database before awarding a contract or agreement. |
|
Definition
|
|
Term
| You need not verity registration before placing an _____ or _____ if the contract or agreement includes the appropriate FAR clause or a similar agency clause. |
|
Definition
|
|
Term
| If a prospective contractor is not registered, has expired, or no exception applies in CCR, CO shall: |
|
Definition
1. If needs allow for a delay - make award after offeror registers or renews in CCR
2. If needs do not allow for delay - proceed to award to the next otherwise successful registerd offeror (approval one level above the CO) |
|
|
Term
| In FedBizOpps, after acceptance of the agreement, the system will transfer you to: |
|
Definition
|
|
Term
| Provides links to training videos for commonly used applications (this quicklink does not have system features) |
|
Definition
|
|
Term
| Navigational options that if selected take a user to a specific action on the site. |
|
Definition
|
|
Term
| Used to edit drafts of previously created documents. |
|
Definition
| Edit Draft Notice (Quicklinks) |
|
|
Term
| Used to create presolicitation notices, combined synopsis/solicitation, etc. |
|
Definition
| Create notice (Quicklinks) |
|
|
Term
| Used to modify/amend documents previously posted. |
|
Definition
| Mod/Amend Notice (Quicklinks) |
|
|
Term
| Used to notify interested vendors of resultant awards. |
|
Definition
| Create Award (Quicklinks) |
|
|
Term
| Used to cancel a previously issued synopsis, solicitations, etc. |
|
Definition
| Cancel Notice (Quicklinks) |
|
|
Term
| Upload New Documents/Links |
|
Definition
| Used to upload documents to previously posted synopsis, solicitations, etc. (Quicklinks) |
|
|
Term
| System Announcements posted for the user's reference. (This quicklink does not have system features). Tally of the pending actions. |
|
Definition
|
|
Term
| Provides user a quick snapshot of active documents |
|
Definition
| Active Procurement Notices (Statistics) |
|
|
Term
| Provides user a quick snapshot of archived documents |
|
Definition
| Archived Procurement Notices (Statistics) |
|
|
Term
| Used to approve request by vendors or other interested parties. |
|
Definition
| Explicit Access Request (Pending Actions) |
|
|
Term
| Used for the publication of notices (synopses) for proposed acquisitions |
|
Definition
Presolicitation Notices
(Also known as Synopsis) |
|
|
Term
| Used to post combined solicitations |
|
Definition
Combined Synopsis/Solicitation
(Also known as Combo) |
|
|
Term
| Used when determining the availability of commercial sources under the procedures prescribed in FAR, Subpart 7.3 and OMB Circular A-76 |
|
Definition
|
|
Term
| Used for the announcement of Surplus Property Sales |
|
Definition
|
|
Term
| Used for the announcement of procurement matters such as business fairs, long-range procurement estimates, pre-bid/pre-proposal conferences, meetings, and the availability of draft solicitations or draft specifications for review |
|
Definition
|
|
Term
| Used to make notifications in foreign countries |
|
Definition
| Foreign Government Standard |
|
|
Term
| According to FAR 13-106-2, the CO shall evaluate quotations or offers |
|
Definition
1. In an impartial manner
2. Inclusive of transportation charges from the shipping point of the supplier to the delivery destination |
|
|
Term
| Quotations or offers shall be evaluated on what basis? |
|
Definition
| What is established in the solicitation. |
|
|
Term
| Evaluation of other factors: |
|
Definition
1. Does not require the creation or existence of a formal data base (and)
2. May be based on information such as the CO's knowledge, customer surveys, or other reasonable basis |
|
|
Term
| Evaluation factors are grouped in two basic categories |
|
Definition
1. Price related
2. Non-price related |
|
|
Term
| Examples of _____ include: Transportation, Options, Multiple Awards or "all or none" and Buy American Act |
|
Definition
|
|
Term
| _____ include past performance of the offeror, technical excellence, management capability and personal qualifications |
|
Definition
| Non-price related factors |
|
|
Term
| Costs incurred by the contractor when shipping the item(s) to the government, usually included in the total price. |
|
Definition
|
|
Term
| Free on board at destination |
|
Definition
|
|
Term
| The seller or vendor is responsible for the goods until they are delivered to the point of destination. |
|
Definition
|
|
Term
|
Definition
|
|
Term
| The seller is responsible for the goods until delivered to the shipping point. |
|
Definition
|
|
Term
| This factor is considered to be a price related factor because considering additional transportation costs adds to the overall price of the item. |
|
Definition
|
|
Term
| A unilateral right in a contract, for a specified time, when the Government may elect to purchase additional supplies or services called for in the contract, or may elect to extend the term of the contract |
|
Definition
|
|
Term
| Used in solicitations and contracts to offset or minimize the administrative burden of resoliciting for recurring requirements. |
|
Definition
|
|
Term
| The contracting officer shall assume, for the purpose of making multiple awards, that $500 would be the administrative cost for the processing of each award. The same administrative costs shall be used for all-or-none awards as well as multiple awards. |
|
Definition
| Multiple Award - All or None |
|
|
Term
| Requires that only domestic end products (supplies) be acquired for public use with certain exceptions |
|
Definition
|
|
Term
| Buy American Act is a price related factor that applies to: |
|
Definition
1. Supplies acquired for use in the United States
2. Service contracts when the supply portion exceeds the micro-purchase threshold (and)
3. Domestic construction materialsin construction contracts performed in the United States |
|
|
Term
| In accordanc with DFARS 225.105, an evaluation factor of _____ shall be used to determine price reasonableness. |
|
Definition
|
|
Term
| An agency can obtain best value in negotiated acquisitions by using any one or a combination of source selection approaches. |
|
Definition
| Best Value Continuum (FAR 15.101) |
|
|
Term
| Factors to consider when evaluating past performance information: |
|
Definition
1. Currency and relevance of the information
2. Source of the information
3. Context of the data |
|
|
Term
| At the discretion of the CO, past performance may be evaluated on acquisitions below: |
|
Definition
|
|
Term
| May be evaluated by how well the proposed produts meet the Government requirement instead of predetermined sub-factors. |
|
Definition
|
|
Term
| A subjective evaluation of the management style employed by company officers. |
|
Definition
|
|
Term
| Education levels and continuing education of key personnel, membership in professional and trade organizations and participation in community activities. |
|
Definition
|
|
Term
| An indicator of how well the company has performed on past projects and also indicates how well the company would be expected to perform on the current solicitation. |
|
Definition
|
|
Term
| How to resolve EQUAL LOW OFFERS/RESPONSES: If, after you have evaluated the response in accordance with the requirements stated in the solicitation, you find you have two or more responses equal in all aspects, the award shall be made in the following ORDER OF PRIORITY: |
|
Definition
1. Small business concerns that are also labor surplus area concerns
2. Other small business concerns
3. Other business concerns |
|
|
Term
| If two or more offerors still remain equally eligibe after the ORDER OF PRIORITY LISTED, the award shall be made by a: |
|
Definition
| Drawing by lot limited to those responses (Witnessed by at least three persons, contract file contain names and addresses of the witnesses and person supervising the drawing) |
|
|
Term
| Regardless whether the buyer is using SAP or not, offers shall be evaluated IAW: |
|
Definition
| The criteria contained in the solicitation |
|
|
Term
| For many commercial items, the criteria need not be more detailed than: |
|
Definition
1. Technical
2. Price (and)
3. Past performance |
|
|
Term
| Examination of such things as product literature, product samples (if requested), technical features and warranty provisions. |
|
Definition
|
|
Term
| Using the provision at ______ streamlines the evaluation process for commercial items when SAP are not used. |
|
Definition
52.212-2
(If SAP are used, insertion of this provision is not necessary as long as the buyer states the evaluation criteria for the offers to be received) |
|
|
Term
| The FAR does not define the terms "fair and reasonable price", however, it does imply 2 tests: |
|
Definition
1. What is fair?
2. What is reasonable? |
|
|
Term
| The price that a prudent and competent buyer would be willing to pay given available knowledge of market conditions? |
|
Definition
|
|
Term
| Seller and government have their own unique pricing objectives and may be diametrically opposed to one another. |
|
Definition
|
|
Term
| Two main processes the government uses to assist in the determination: |
|
Definition
1. Price Analysis
2. Cost Analysis |
|
|
Term
| The procedss of examining and evaluating a proposed price without evaluating its separate cost elements and proposed profit. |
|
Definition
|
|
Term
| Price Analysis Techniques |
|
Definition
1. Comparing competitive prices of other quotations received in response to the solicitation (MOST PREFERRED)
2. Comparison of prior quotations and contract prices with current proposed prices for the same or similar end items is also an acceptable method of price analysis
3. Comparison by use of yardsticks or parametric relationships (cost estimating relationship)
4. Comparison with competitive published price lists is another method of price analysis that provides an accurate price information.
5. Comparison with Independent Government estimates is the LEAST favorable method of price analysis
6. Comparison of proposed prices with those obtained through Market Research for the same or similar items |
|
|
Term
|
Definition
|
|
Term
| CO shall use SF1449, Solicitation/Contract/Order for Commercial Items, if: |
|
Definition
1. The acquisition is expected to exceed the SAT
2. A paper solicitation or contract is being issued (and)
3. The procedure at FAR 12.603, streamlined synopsis/solicitation, are NOT being used |
|
|
Term
| Is the SF1449 mandatory for use for commercial acquisitions not exceeding the SAT? |
|
Definition
| No. But it is encouraged. |
|
|
Term
| What type of contract shall agencies use for the acquisition of commercial items? |
|
Definition
1. Firm-fixed-price
2. Fixed-price contracts with economic price adjustment |
|
|
Term
| Awards for the acquisition of commercial items shall be assembled, to the maximum extent practicable, using the following format: |
|
Definition
1. Standard Form (SF) 1449
2. Continuation of any block from SF 1449
- Block 10 (price evaluation adjustment for small disadvantaged, if an incentive subcontracting clause is used, set-aside for emerging small businesses, or set-aside for very small business concerns
- Block 18B for remittance address
- Block 19 for contract line item numbers
- Block 20 for schedule of supplies/services (or)
- Block 25 for accounting data
3. Contract Clauses
- 52.212-4
- Any addendum to 52.212-4
- 52.21205
4. Any contract documents, exhibits or attachments |
|
|
Term
| What type of contract may be used where the PRICES are established based on a firm-fixed-price or fixed-price with economic price adjustment? |
|
Definition
| Indefinite-delivery contracts |
|
|
Term
| Generally issued on a fixed-price basis. |
|
Definition
|
|
Term
| At a minimum, purchase orders, shall: |
|
Definition
1. Specify the quantity of supplies or scope of services ordered
2. Contain a determinable date by which delivery of the supplies or performance of the services is required
3. Provide for inspection as prescribed in part 46
4. Specify F.O.B. destination for supplies to be delivered within the U.S. except Alaska or Hawaii, unless there are vaild reasons to the contrary
5. Include any trade and prompt payment discounts that are offered |
|
|
Term
| What form shall be used when awarding PURCHASE ORDERS for commercial items, which includes commodities or services. |
|
Definition
|
|
Term
| What must you ensure is attached to the purchase order along with the appropriate wage determination, if the requirement has services that exceed the $2,500 threshold? |
|
Definition
|
|
Term
| What form may be used for the award of noncommercial commodities or services, except for construction, for purchases made using SAP? |
|
Definition
| SF1449, but if not, use the DD Form 1155 |
|
|
Term
| What clause may be inserted in the purchase order for the award of noncommercial commodities or services, except for construction, for purchases made using SAP? |
|
Definition
| 52.213-4, Terms and Conditions - Simplified Acquisitions (Other Than Commercial Items) |
|
|
Term
| For construction requirements, what form shall be used for acquisitions over the SAT and may be used for acquisitions under the SAT? |
|
Definition
|
|
Term
| What is not required when placing a delivery order under an indefinite delivery type contract or against a Federal Supply Schedule? |
|
Definition
|
|
Term
| Orders placed under indefinite-delivery contracts must contain the following information: |
|
Definition
1. Date of order
2. Contract number and order number
3. For supplies and services, contract item number and description, quantity, and unit price or estimated cost or fee
4. Delivery or performance schedule
5. Place of delivery or performance
6. Any packaging, packing, and shipping instructions
7. Accounting and appropriation data
8. Method of payment and payment office, if not specified in the contract |
|
|
Term
| What form do you use when placing a delivery order for a commercial requirement? |
|
Definition
|
|
Term
| The contract usually stipulates the use of the SF1449 if, in fact, you are creating a delivery order off of this type of contract? |
|
Definition
|
|
Term
| What will happen in SPS if you create and indefinite delivery contract using the SF1449? |
|
Definition
| The system will ONLY allow you to create delivery orders using a SF1449 |
|
|
Term
| What form may be used when placing a delivery order for other than commercial requirements? |
|
Definition
| SF1449 or DD1155 may be used as the award document |
|
|
Term
| What is usually the form that is used for all other delivery orders issued from other award documents, to include construction requirements? |
|
Definition
|
|
Term
| Purchases made under a BPA are referred to as: |
|
Definition
"Calls"
(Must be made on the basis of an authorized purchase request) |
|
|
Term
| BPA calls for individual purchases shall not exceed the SAT ($150,000). However, agency regulations may establish a higher threshold for: |
|
Definition
1. Purchases for subsistence, as long as competition requirements are followed when not using SAP
2. Federal Supply Schedule contractors, if not inconsistent with the terms of the applicable schedule contract
3. Purchases for commercial item acquisitions conducted under FAR subpart 13.5, the limitation is $6,500,000 and $12,000,000 for acquisitions described in 13.500(e) |
|
|
Term
| What do you need to accomplish prior to issuing a "call" against a BPA? |
|
Definition
1. Review the BPA terms and conditions
2. Ensure that it is still valid for use
3. Ensure that you are authorized to make purchases against the BPA |
|
|
Term
| The establishment of a BPA does not justify what two things? |
|
Definition
1. Purchasing from only one source (or)
2. Avoiding small business set-asides |
|
|
Term
| How should BPA calls generally be made? |
|
Definition
| Electronically or orally when it is not considered economical or practical to use electronic methods. (Paper purchase document may be used only if determined necessary) (If a paper document is not issued, record essential elements on the PR, in an informal memorandum, or on a form developed locally for this purpose). |
|
|
Term
| What provides a mechanism for assembling, organizing, and presenting contract placement data for the Federal Government? |
|
Definition
| The Federal Procurement Data System (FPDS) |
|
|
Term
| Where do federal agencies report data directly? |
|
Definition
| Federal Procurement Data System-Next Generation (FPDS-NG) |
|
|
Term
| What system collects, processes, and disseminates official statistical data on Federal contracting? |
|
Definition
| Federal Procurement Data System-Next Generation (FPDS-NG) |
|
|
Term
|
Definition
1. Basis for recurring and special reports to the President, the Congress, the GAO, Federal executive agencies, and the general public
2. Means of measuring and assessing the impact of Federal contracting on the Nation's economy and to the extent to which small business concerns are sharing in Federal contracts
3. Data for other policy and management control purposes, and for public access |
|
|
Term
| Agencies shall submit Contract Action Reports (CAR's) for the following transactions: |
|
Definition
1. All transactions over the micro-purchase threshold (FAR 4.603(b)) and modifications to those transactions regardless of dollar value
2. Agencies may choose to report transactions at or below the micro-purchase threshold, including those made using the Governmentwide commercial purchase card |
|
|
Term
| Three types of Contract Action Reports (CAR's) that may be created: |
|
Definition
1. Single (used for awarding purchase orders and delivery orders)
2. Multiple (used to create more than one CAR to report one contract action, different types of funding, action include both supplies and services and the type with the lease dollar value exceeds $150,000)
3. Express (used to report more than one contract action using one report, Multiple contracting actions away from the Contracting Office (contingency, humanitarian, and peacekeeping) or multiple reportable GPC transactions. |
|
|
Term
| 3 ways to report data in FPDS-NG: |
|
Definition
1. Interactive (manual) - internet
2. Machine to machine - PD2
3. Batch - internet (multiple at one time) |
|
|
Term
| Procedures for the CAR (agencies shall report on all contract actions using appropriate funds as specified in FAR Subpart 4.6): |
|
Definition
1. Contracting Offices shall submit data on contract actions to FPDS-NG within three (3) workdays after contract award
2. Establish a control system for assigning report numbers (must have 6 positions and may be a combination of alpha or numeric characters)
3. Maintain the CAR in the contract file in any medium, IAW departmental or agency procedures |
|
|
Term
| Debarment refers to a ______, while Suspension refers to being _____. |
|
Definition
| Specified period, temporary |
|
|
Term
| Preponderance of the evidence refers to _____, while Adequate evidence refers to _____. |
|
Definition
|
|
Term
| An evaluation factor of 50% shall be used to determine price reasonableness IAW DFARS 225.105 in reference to: |
|
Definition
|
|
