Source Selection Process Quiz

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Questions and Answers

Which document provides an independent, integrated, comparative assessment and decision, as well as a summary of the acquisition strategy?

  • Price Competition Memorandum
  • Comparative Analysis Report (CAR)
  • Request for Proposal (RFP)
  • Source Selection Decision Document (SSDD) (correct)

In the context of source selection, what is the primary purpose of limiting evaluation factors to 'critical user requirements'?

  • To focus on the most important aspects that will impact the source selection. (correct)
  • To simplify the evaluation process for the Source Selection Authority (SSA).
  • To ensure proposals are not evaluated against each other.
  • To increase the number of potential vendors that can qualify.

Which of the following elements are typically considered mandatory factors when evaluating proposals?

  • Cost/Price only
  • Cost/Price and quality of product/service (correct)
  • Quality of product/service only
  • Technical excellence and management capability

When is a risk rating assessed in conjunction with technical factors or sub-factors?

<p>Whenever a technical factor/sub-factor is used. (B)</p> Signup and view all the answers

The relative weighting of non-cost/price factors to cost/price factors is documented in the RFP to indicate:

<p>The importance of factors other than cost when making a decision. (A)</p> Signup and view all the answers

What action should a PCO take regarding source selection material before it is removed from the designated work area?

<p>Approve and review the material. (B)</p> Signup and view all the answers

According to AFFARS Mandatory Procedures, what is the correct way to denote source selection information in an email subject line?

<p>Using the phrase 'Source Selection Information – See FAR 2.101 and 3.104'. (C)</p> Signup and view all the answers

What is the primary purpose of secondary reviews on electronic communications containing source selection files?

<p>To preclude inadvertent release of documents that contain sensitive or embedded source selection files. (A)</p> Signup and view all the answers

Prior to sending correspondence to an offeror, what verification step is crucial according to the AFMC FAR SUP Correspondence Checklist?

<p>Ensuring each piece of correspondence is reviewed separately for accuracy. (D)</p> Signup and view all the answers

Why is it important to use the Source Selection Information Cover Sheet?

<p>To identify source selection information. (D)</p> Signup and view all the answers

A contractor intends to submit a claim. What is the latest timeframe they can submit the claim after it has accrued, according to the Disputes Clause?

<p>Within 6 years of accrual. (C)</p> Signup and view all the answers

Under what circumstance is a contractor required to provide a certification when submitting a claim?

<p>When the claim exceeds $100,000. (A)</p> Signup and view all the answers

Which of the following statements must be included in the certification of a claim?

<p>The supporting data are accurate and complete to the best of my knowledge and belief. (A)</p> Signup and view all the answers

Who is authorized to execute the claim certification on behalf of the contractor?

<p>Any person duly authorized to bind the contractor with respect to the claim. (A)</p> Signup and view all the answers

If a contractor submits a written request for a decision on a claim of $100,000 or less, how many days does the Contracting Officer have to render a decision?

<p>60 days (C)</p> Signup and view all the answers

What options does the Contracting Officer have regarding contractor-certified claims over $100,000 within the initial 60-day period?

<p>The Contracting Officer must decide the claim or notify the contractor of the date by which the decision will be made. (A)</p> Signup and view all the answers

Under the Disputes clause, under what conditions can parties use Alternative Dispute Resolution (ADR)?

<p>If the parties, by mutual consent, agree to use it. (B)</p> Signup and view all the answers

When determining whether to make an exception for fair opportunity, what key factor should be quantified?

<p>The projected economy and efficiency improvements. (D)</p> Signup and view all the answers

When does the Government start paying interest on an amount found due and unpaid to the contractor?

<p>From the date the Contracting Officer receives the claim (certified, if required) or the date payment otherwise would be due, if that date is later. (A)</p> Signup and view all the answers

Under what circumstance is a Determination and Approval (D&A) NOT required?

<p>When setting aside contracts for small businesses. (C)</p> Signup and view all the answers

Where can the Fair Opportunity Exception (FOE) Determination and Approval Template be found?

<p>AFMC MP 5316 (B)</p> Signup and view all the answers

Which official is responsible for approving Fair Opportunity Exceptions for amounts between $700,000 and $13.5 million?

<p>Senior Procurement Executive (SAF/AQ) (C)</p> Signup and view all the answers

According to the Indefinite Quantity clause 52.216-22, what are the quantities of supplies and services specified in the schedule considered?

<p>Estimates only and are not purchased by the contract. (A)</p> Signup and view all the answers

Under an Indefinite Quantity contract, if an order is issued during the effective period but not completed within that period, what governs the Contractor's and Government's rights and obligations?

<p>The contract governs as if the order were completed during the contract's effective period. (A)</p> Signup and view all the answers

Referring to clause 52.216-18, Ordering, what mechanism is used to order supplies and services under the contract?

<p>Issuance of delivery orders or task orders. (B)</p> Signup and view all the answers

According to the Ordering clause, what information needs to be specified in the schedule relating to order issuance?

<p>The individuals or activities authorized to issue orders. (D)</p> Signup and view all the answers

Under a Limitation of Cost clause, what is the contractor required to do when they anticipate exceeding 75% of the estimated cost within the next 60 days?

<p>Notify the Contracting Officer in writing and provide a revised estimate of the total cost of performing the contract. (C)</p> Signup and view all the answers

Which funding clause is typically associated with incrementally funded fixed-price contracts?

<p>Limitation of Government Obligation (B)</p> Signup and view all the answers

What action must the government take to obligate itself to reimburse a contractor for costs exceeding the initially estimated cost under a Limitation of Cost clause?

<p>Notify the contractor in writing that the estimated cost has been increased and provide a revised estimated total cost. (B)</p> Signup and view all the answers

Under the Limitation of Cost clause, what are the contractor's obligations if the government does not increase the estimated cost?

<p>Not obligated to continue performance or incur costs exceeding the estimated cost until the Contracting Officer provides a written revision. (C)</p> Signup and view all the answers

Which of the following is a commonality among the Limitation of Cost, Limitation of Funds, and Limitation of Government Obligation clauses?

<p>They all limit the Government's liability to the funded amount. (C)</p> Signup and view all the answers

In what type of contract is the 'Limitation of Funds' clause typically used?

<p>Incrementally funded cost reimbursement contracts (D)</p> Signup and view all the answers

According to the excerpts, what must a contractor do regarding costs if they expect them to be substantially less than previously estimated?

<p>Notify the Contracting Officer in writing. (B)</p> Signup and view all the answers

What is the primary purpose of AFMC Mandatory Procedures requiring Business & Contract Clearance for overrun modifications issued under the Limitation of Cost clause?

<p>To ensure proper oversight and justification for increased contract costs. (B)</p> Signup and view all the answers

Under what circumstance is the U.S. Government permitted to reproduce, release, or disclose technical data to another party for emergency repair and overhaul, even if restrictions apply?

<p>If it is deemed necessary for emergency repair and overhaul. (D)</p> Signup and view all the answers

A company develops a new engine component using a mix of private and government funding. What type of rights does the U.S. Government initially acquire regarding the technical data for this component?

<p>Government Purpose Rights, allowing use within the government and for government purposes. (C)</p> Signup and view all the answers

A contractor delivers technical data to the U.S. Government with a Government Purpose Rights (GPR) legend. What is a permissible use of this data by the government during the period GPR applies?

<p>Modifying the data for internal use. (A)</p> Signup and view all the answers

What is the default period specified in the DFARS (Defense Federal Acquisition Regulation Supplement) after which the U.S. Government's Government Purpose Rights (GPR) typically convert to unlimited rights, though it is a negotiable timeframe?

<p>Five years (B)</p> Signup and view all the answers

A contractor asserts restrictions on certain technical data delivered to the U.S. Government. What action must the contractor take to formally indicate these restrictions?

<p>Marking each piece of data with a legend indicating the level of rights asserted. (B)</p> Signup and view all the answers

A contractor delivers technical data to the U.S. Government without any restrictive markings. What is the default assumption regarding the Government's rights to this data?

<p>The data is presumed to have been delivered with Unlimited Rights. (D)</p> Signup and view all the answers

A contractor realizes that it delivered technical data to the U.S. Government without the required restrictive markings. What is the procedure the contractor must follow to rectify this?

<p>The contractor may request that the data be marked within six months of delivery. (D)</p> Signup and view all the answers

The U.S. Government identifies a discrepancy in the restrictive markings on technical data delivered by a contractor. What action is the Government obligated to take?

<p>Notify the contractor of the non-conformity in marking of data. (B)</p> Signup and view all the answers

Flashcards

Source Selection Documents

Documents related to the process of selecting sources for contracts.

PCO Review

Precontracting Officer review for approval before any document circulation.

Email Protocol for Source Selection

Guidelines for securely transmitting source selection info via email.

Source Selection Information Cover Sheet

A sheet used to identify documents containing source selection information.

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Verification of Correspondence

Process to ensure accuracy of documents sent to Offerors.

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Comparative Analysis Report (CAR)

A report that analyzes proposals and recommends awards, written by SSAC.

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Source Selection Decision Document (SSDD)

An official document providing a comprehensive assessment of proposals, acquisition strategies, and decision reasoning.

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Evaluation Factors

Key criteria impacting source selection, limited to critical user requirements, with a ranking in the RFP.

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Mandatory Evaluation Factors

Essential criteria for evaluating proposals including Cost/Price and Quality of product/service.

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Technical Factor Risk Rating

Assessment of risk associated with the technical aspects of a proposal, graded by descriptors like 'Outstanding'.

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Government Purpose Rights

Rights allowing the Government to use, modify, and disclose data without restrictions for government purposes.

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Entitlement to Government Rights

The Government is entitled to rights when data is developed with mixed funding sources.

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GPR Legends

Markings indicating that technical data is subject to Government Purpose Rights and cannot be used commercially.

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Unlimited Rights After Time

After a negotiated period, usually five years, the Government's rights become unlimited for the data.

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Marking Data

Contractors must indicate the level of government rights on data through specific markings.

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Unmarked Data Presumption

Unmarked data is presumed to be delivered with Unlimited Rights for the Government.

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Improperly Marked Data

The Government must inform contractors about any incorrect markings on the data.

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Request for Marking Data

Contractors can request data marking within 6 months of delivery to assert rights.

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Contractor Claim Submission

A contractor must submit claims in writing within 6 years of the claim's accrual to the Contracting Officer.

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Certification Requirement

Claims over $100,000 must include a certification stating the claim is made in good faith and data is accurate.

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Decision Timeline for Claims

The Contracting Officer must decide on claims over $100,000 within 60 days or provide a decision date.

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Finality of Decision

The Contracting Officer's decision is final unless the Contractor appeals or files a suit under the Act.

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Alternative Dispute Resolution (ADR)

Parties can mutually agree to use ADR for claims; refusal must be communicated in writing.

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Interest on Claims

The Government pays interest on unpaid amounts from the date the claim is received or due date.

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Certification Executor

Any authorized person can certify the claim on behalf of the Contractor.

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Contractor Claims of $100,000 or Less

Contracting Officer must decide claims of this amount within 60 days if requested.

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Limitation of Cost

Contractual clause where costs are fully funded and reimbursed up to a specified amount.

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Limitation of Funds

A clause for incrementally funded cost reimbursement contracts, allowing partial funding over time.

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Limitation of Government Obligation

This clause applies to incrementally funded fixed price contracts, limiting government liability to funds provided.

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Government Discretion to Fund

The government's authority to decide whether to provide additional funding for a contract.

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Contractor Notification Requirement

The obligation of the contractor to inform the government if costs reach a certain threshold.

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Estimated Cost Specification

The maximum predicted cost agreed upon in the contract's schedule.

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Non-reimbursement Clause

The government is not required to cover costs beyond the estimated budget unless revised.

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Best Efforts Clause

Contractor's commitment to try to perform the work within the estimated cost limits.

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Fair Opportunity Exceptions

Approval process for exceptions in contract opportunities.

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Indefinite Quantity Contract

A contract specifying minimum and maximum quantities to be ordered.

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Delivery Performance

Services must be completed by the specified order time.

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Ordering Clause

Clause that describes how orders are placed under a contract.

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Contract Performance Period

The effective time frame for a contract and its orders.

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Minimum Quantity Requirement

The least quantity the Government must order under the contract.

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Maximum Quantity Designation

The maximum amount the Government can order under the contract.

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Senior Procurement Executive

The authority approving Fair Opportunity Exceptions above certain dollar amounts.

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Study Notes

Competition in Contracting Act (CICA)

  • CICA is a statute enacted in 1984
  • CICA applies to procurements above the Simplified Acquisition Threshold ($150K)
  • CICA requires publication of proposed contract actions above $25K for 15 days. The time period may be either 30 or 45 days
  • CICA requires suspension of a contract if protested in a timely manner.
  • Benefits of CICA include increased savings and improved quality
  • CICA components include Sealed bidding & Competitive Proposals, Broad Agency Announcements
  • CICA requires a "Competition Advocate" (Mr. Braswell, Lt. Col. Surrey, Jerry O, Theme Poirier)

FAR Part 6 Tiering

  • Full and Open Competition
    • Fully complies with CICA intent
    • No restriction on offerors solicited
    • No separate approvals required when soliciting based on full & open competition
  • Full and Open After Exclusion of Sources
    • One or more sources excluded
      • Establish alternate source(s)
      • Increase or maintain competition resulting in reduced costs
      • D&F(Delegation and Finding) requirements are needed
      • Promote socio-economic principles
  • Other Than Full & Open Competition
    • Restricted to specific exceptions (7 in total)

CICA Exceptions to Full and Open Competition

  • Only One Responsible Source
  • Unusual and Compelling Urgency
  • Industrial Mobilization; or Engineering, Development, or Research Capability
  • International Agreement
  • Authorized or Required by Statute
  • National Security
  • Public Interest

J&A

  • Used when written approval is required
  • May be for a single contract action or multiple actions
  • Should include coordination/approval cover page
  • Should include a detailed description of the contracting action, the work/services to be performed.
  • Requires an identification of the statute and FAR authority.
  • Should justify the use of the exception
  • Should outline efforts that were taken to find other potential sources
  • If a J&A was completed on a prior action similar steps/documentation must be completed on a follow-on action.
  • Should include discussion on "Fair and Reasonable" costs
  • Should describe the market research conducted

Approval Authorities

  • <$700K = PCO
  • $700K <$13.5M = Competition Advocate

  • $13.5M <$93M = PEO

  • $93M = Senior Procurement Executive (SAF/AQ)

Other Information

  • USD AT&L letter 21 Aug 2014, Actions to Improve Department of Defense Competition
    • Use of RFI's before using "Only One Responsible Source"
    • Tracking plans to overcome barriers to competition for follow-on J&A
  • USD AT&L Guidelines For Creating and Maintaining a Competitive Environment
  • DAU CLC 055 "Competition Requirements"

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