Comm Deck Flashcards
(278 cards)
1
Q
What can cause materials to be rejected?
A
When materials fail to meet requirements
Rejection may occur at the end of the performance period.
2
Q
Where can further clarification about material rejection be found?
A
FAR 46.2 and in CGAP3046
3
Q
True or False: Only KO can make deviations or substitutions.
A
True
4
Q
When may the rejection of materials occur?
A
At the end of the performance period
5
Q
What does the Office of Procurement Policy & Oversight (CG-913) issue regarding procurement procedures?
A
Procurement procedures that require contracting officers (KOs) to deobligate outstanding UDO balances based on assessment of receipt of services or goods, billings, or cancellations of orders.
6
Q
What is monitored to verify compliance with the required delivery date (RDD)?
A
Receipt of goods and services.
7
Q
What happens if the receipt of goods and services does not occur by the RDD for simplified acquisition procedures?
A
The supplier is contacted for delivery status.
8
Q
Who is contacted for follow-up if material is not received under major contracts by the required delivery date?
A
The contracting officer (KO) responsible for the buyer.
9
Q
Fill in the blank: The Office of Procurement Policy & Oversight requires contracting officers to _______ outstanding UDO balances.
A
deobligate
10
Q
True or False: The Office of Procurement Policy & Oversight does not monitor the receipt of goods and services.
A
False
11
Q
What is the retention period for contracts and related records after final payment?
A
6 years after final payment
This includes successful and unsuccessful proposals.
12
Q
How long must contractor payrolls submitted under construction contracts be retained?
A
3 years after contract completion
This applies unless the contract performance is the subject of an enforcement action on that date.
13
Q
What is the retention period for files of canceled solicitations?
A
6 years after cancellation.
14
Q
When should other copies of procurement file records used for administrative purposes be retained until?
A
When business use ceases.
15
Q
How long should documents pertaining generally to the contractor be retained?
A
Until superseded or obsolete.
16
Q
What is FPDS?
A
Electronic data file maintained by fiscal year, containing unclassified records of all procurements exceeding the micro-purchase threshold.
17
Q
What is the retention period for records submitted to FPDS?
A
6 years after submittal to FPDS.
18
Q
How long should investigations, cases pending or in litigation be retained?
A
Until final clearance or settlement, or for the retention period specified for related documents, whichever is later.
19
Q
What is the responsibility of the requisitioning activity in procurement?
A
The PR is the responsibility of the requisitioning activity (customer)
20
Q
What must the Purchase Request (PR) contain regarding funding information?
A
Complete, accurate, and current funding information
21
Q
What specific accounting data must be included in the PR?
A
Fiscal year and Treasury Account Symbol (TAS) information
22
Q
Who is responsible for initiating the Purchase Request?
A
Purchase Request Initiator (Requester)
23
Q
Who must authorize the Purchase Request?
A
Purchase Request Authorizer (Supervisor)
24
Q
Who certifies the availability of funds in the PR process?
A
Funds Manager
25
True or False: The supervisor, requester, and funds manager can be the same individual.
False
26
What is required if any changes are initiated by the requisitioner after a PR has been fully executed?
A complete PR modification in the system
27
What must be approved, certified, and dated by the funds manager for PR changes?
All changes to the PR
28
What detailed information must be included in the PR?
Detailed description of the purchase
29
What documentation outlines the requirements and specifications for the purchase?
SOW or SOO/Specifications and Drawings
30
What must be specified regarding the timing of the purchase?
Required delivery date and terms or period of performance
31
What type of research must be included in the PR?
Market research including suggested sources list
32
What is necessary for sole source or brand name requirements?
Justification and Approval
33
What evidence must be included in the PR related to hazardous materials?
Evidence of customer’s hazardous material coordinator and pollution prevention coordinator’s (PPC) review
34
What documentation is required for Section 508 compliance?
Section 508 Compliance/Exception Documentation
35
What type of approvals are necessary for Information Technology (IT)?
Special Information Technology (IT) Approvals
36
What considerations must be made regarding green purchasing?
Green Purchase Considerations Environmental Protection Agency (EPA) Designated Materials
37
What type of memo is required for office furniture or machine purchases?
Memo signed by the commanding officer/OIC endorsement
38
What is the purpose of the Independent Government Estimate (IGE)?
To estimate the cost of the procurement
39
What form is required when the customer is purchasing individual training?
SF-182
40
What does TAS stand for?
Treasury Account Symbol
41
Fill in the blank: Example of The Treasury Account Symbol (TAS) is _______.
070 2025 2025 0610000
42
What is required for freight bills over $100?
A separate carrier receipt must be provided.
## Footnote
This ensures proper documentation of freight charges.
43
What must a PR reflect prior to award?
It must reflect at least the amount of the IGE.
## Footnote
IGE stands for Independent Government Estimate.
44
Is funding in excess of the award amount acceptable?
Yes, funding in excess of the award amount is acceptable.
## Footnote
This allows for flexibility in budget management.
45
What is considered a potential violation of the Anti-Deficiency Act (ADA)?
Making a purchase prior to receiving sufficient funding is considered a violation.
## Footnote
The ADA prohibits federal agencies from obligating funds in excess of appropriated amounts.
46
Who must certify and date any changes made to the PR?
The Funds Manager must certify and date any changes.
## Footnote
This ensures accountability and proper record-keeping.
47
What must happen to all changes made to the PR?
All changes must be updated in the financial system of record.
## Footnote
This maintains accurate financial tracking and reporting.
48
What must the IGE include for supplies?
The IGE must include:
* Estimated price for each item (one item per line item)
* The quantity of each item to be procured
* Any desired warranty
* Technical specifications of the item
* Any other anticipated direct charges associated with the items being procured
49
What additional charges should be anticipated in the IGE?
Any other anticipated direct charges associated with the items being procured, such as:
* Equipment
* Patterns
* Consultants
* Maintenance
* Spare parts
* Training
50
What should be included in a line item for each labor category?
Associated labor hours, labor rates and anticipated labor categories
## Footnote
This outlines the effort required for successful performance.
51
What are examples of anticipated other direct costs?
Travel, software, materials
## Footnote
These costs are necessary for project execution.
52
What must be specified for each period of performance?
Price for each period of performance required
## Footnote
This includes the Base period and option period.
53
For Services: Independent Government Estimate
(IGE)
A line item for each labor category with associated labor hours, labor rates and anticipated labor categories that outline the effort required for successful performance.
· Any other anticipated other direct costs, such as travel, software, materials.
· Price for each period of performance required (i.e., Base period, option period).
54
What is a SOW?
A document that captures and defines the work activities, deliverables, and timeline a vendor must execute for a client
## Footnote
SOW stands for Statement of Work.
55
What does a SOW usually include?
Detailed requirements with standard regulatory and governance terms and conditions.
56
What is a SOO?
A requirement objective that describes the government's requirements in terms of overall performance objectives
## Footnote
SOO stands for Statement of Objectives.
57
What is the purpose of a SOO?
To identify broad, basic, top-level objectives of a procurement and provide flexibility for innovative solutions.
58
What must documents describing the government's requirement do?
Foster competition, clearly describe requirements, include specifications and drawings, contain shipping address, and include a SOW or SOO
## Footnote
These documents are essential for ensuring clarity and compliance in procurement.
59
What are the key components that must be included in documents describing government requirements?
* Foster competition to the maximum extent practicable
* Clearly describe the government’s requirements
* Include dated specifications and drawings
* Contain shipping address, period of performance, and required delivery date
* Include a SOW or SOO that describes the scope or objectives.
60
When is a SOW or SOO required?
When describing the scope or objectives of the work to be done or objectives to be met.
61
What must happen when a SOO is used?
The stated objective must lead to a SOW being proposed with a quote and included with the purchase order.
62
Fill in the blank: A SOW or SOO should describe the _______ of the work.
[scope or objectives]
63
True or False: A SOO provides less flexibility for innovative solutions compared to a SOW.
False
64
What is the GPE?
The single point where Government business opportunities greater than $25,000 can be accessed electronically by the public
## Footnote
GPE stands for Government Point of Entry.
65
Where can the GPE be accessed?
https://sam.gov/
## Footnote
This is the federal government’s primary GPE.
66
What must KOs post in accordance with FAR Part 5?
Required procurement related actions
## Footnote
KOs refer to Contracting Officers.
67
What is the primary purpose of utilizing SAM?
To create a high level of transparency in government contracting
## Footnote
SAM stands for System for Award Management.
68
How does publicizing contract actions benefit the industry?
It can:
* Increase competition
* Broaden industry participation
* Assist small business concerns
## Footnote
This includes various types of small business concerns.
69
What types of small business concerns are assisted by publicizing contract actions?
It assists:
* Small business concerns
* Veteran-owned small business concerns
* Service-disabled veteran-owned small business concerns
* HUBZone small business concerns
* Small disadvantaged business concerns
* Women-owned small business concerns
## Footnote
These categories help ensure diverse participation in government contracts.
70
What is the threshold amount for proposed contract actions that must be synopsized in the GPE?
Exceed $25,000
## Footnote
GPE refers to the Governmentwide Point of Entry.
71
For proposed contract actions expected to exceed $15,000 but not $25,000, where must information be displayed?
In a public place, USCG Portal, or GPE
## Footnote
Public places can include public libraries, banks, city hall, and billboards.
72
What must be included in the notice for proposed contract actions exceeding $15,000?
A statement that all responsible sources may submit a response
## Footnote
This response must be considered by the agency if timely received.
73
When is the KO not required to comply with the display requirements?
When exemptions at 5.202(a)(1), (a)(4) through (a)(9), or (a)(11) apply
## Footnote
Also applies when oral solicitations are used.
74
What does KO stand for in the context of contract actions?
Contracting Officer
## Footnote
The Contracting Officer is responsible for overseeing the procurement process.
75
Fill in the blank: Proposed contract actions expected to exceed $25,000 must be ______ in the GPE.
synopsized
76
True or False: All proposed contract actions over $15,000 require a public display of information.
False
## Footnote
Only those exceeding $15,000 but not exceeding $25,000 require this.
77
What is the role of the GPE in disseminating proposed contract actions?
It serves as the Governmentwide Point of Entry for notifications
## Footnote
Used for public access to contract actions and solicitations.
78
What type of solicitations do not require compliance with display requirements?
Oral solicitations
## Footnote
Also when access to notices is provided electronically.
79
What does 'Solicitation' mean?
Any request to submit offers or quotations to the Government.
80
What are solicitations under SAP called?
Request for quotations or RFQ.
81
What are solicitations for formal negotiated contracts using FAR Part 15 procedures called?
Requests for Proposals (RFPs).
82
What are solicitations for formal contracts using FAR Part 14 procedures called?
Invitation for Bid (IFB).
83
What is the minimum number of quotes procurement professionals must obtain for proposed requirements expected to exceed the MPT and up to $15,000?
A minimum of three quotes.
84
What can be documented as acceptable competition?
An identified vendor that did not respond to a RFQ.
85
When must a solicitation be issued?
For all contracting actions over the MPT.
86
What forms can solicitations take?
Oral or written.
87
What must the KO inform potential offerors about when soliciting quotes for SAP purchases?
The basis on which award will be made and the intended evaluation criteria.
88
When can a solicitation be issued in relation to a funded PR?
A solicitation must not be issued prior to receipt of a funded PR.
89
What can a KO do in relation to market research?
Validate market research with or without a funded PR.
90
What must a solicitation include?
Applicable NAICS code, clauses, and provisions.
91
What forms are RFQs generally issued on?
SF18, SF1449, or SF1442 (construction).
92
When should the SF1449 be used?
When soliciting quotes for commercial items.
93
What must RFQs include? (List at least three items)
* Description of supplies or services/Statement of Work
* Required delivery date or period of performance
* Quantity
* Shipping Destination or place of performance
* Any special inspections required by the government
* Any special packaging/marking requirements
* Evaluation strategy that will be utilized
* Applicable clauses and provisions
94
True or False: The government estimate should be included as part of the RFQ package.
False.
95
What must the KO do regarding quotations if the acquisition does not exceed the SAT?
Solicit quotations orally to the maximum extent possible
## Footnote
SAT refers to the Simplified Acquisition Threshold.
96
Under what condition is an oral solicitation considered more efficient?
When it is more efficient than soliciting through electronic commerce alternatives
97
What is the threshold for open market actions where oral solicitations may not be practical?
$25,000
98
What are the exceptions to soliciting orally?
* Lengthy specification or SOW must be communicated to vendors
* Soliciting quotes for construction actions over the MPT
* Soliciting quotes for many items
* After advertising in Sam.gov, many vendors have requested participation in the solicitation
99
What must procurement professionals do with oral quotes?
Attach email and document oral quotes on the SAP file table of contents
100
What is the threshold for competitive negotiated contracts and orders that triggers specific procedures?
$700K
101
What must the KO do if only one offer is received from a competitive solicitation open for less than 30 days?
Re-solicit for a minimum of 30 additional days or follow price negotiations procedures.
102
If only one offer is obtained from the extended solicitation, what must the KO do?
Follow the price negotiations procedures.
103
What procedures must be followed if only one offer is received regardless of the solicitation period?
Price negotiations procedures.
104
According to FAR 15.403-1(c)(1)(ii) or (iii), how should the price be determined if only one offer is received?
Not determined to be fair and reasonable based on adequate price competition.
105
What type of data must be obtained for use in price negotiations when only one offer is received?
Certified cost or pricing data.
106
Is certified cost or pricing data required under the SAT?
No.
107
What can be obtained if certified cost or pricing data are not required to establish a fair and reasonable price?
Data other than certified cost or pricing data.
108
What is the guideline for negotiating a fair and reasonable price?
Price should not exceed the original offer except as necessary for differing terms.
109
Fill in the blank: If only one offer is obtained from a competitive solicitation open for less than 30 days, the KO must _______.
re-solicit for a minimum of 30 additional days.
110
What must the KO do in accordance with FAR 13.106-2?
Evaluate quotations in an impartial manner and consider every quotation or offer received
## Footnote
KO refers to the Contracting Officer.
111
According to FAR 13.004, what is the status of a quotation?
A quotation is not an offer and cannot be accepted by the Government to form a binding contract.
112
What does issuing an order in response to a supplier’s quotation signify?
It does not finalize the contract.
113
What is the first piece of information that must be recorded for each quote received?
Offeror’s name
## Footnote
This identifies the entity providing the quote.
114
What date must be recorded when a quote is received?
Date called/offer received
## Footnote
This is the date when the offer was made.
115
What vendor information is necessary to record?
Vendor's address
## Footnote
This includes the physical location of the vendor.
116
What type of contact information must be included for the vendor?
Phone number
## Footnote
This allows for direct communication with the vendor.
117
What electronic contact detail is required for each quote?
Email address
## Footnote
This facilitates quick and efficient communication.
118
What business characteristic must be recorded?
Business size
## Footnote
This may refer to small, medium, or large business classifications.
119
What shipping term is included in the quote information?
F.O.B. point
## Footnote
This indicates the point at which the seller transfers ownership to the buyer.
120
What financial term must be noted in the quote?
Payment discount terms
## Footnote
This specifies any discounts available for early payment.
121
What pricing detail must be recorded for each quote?
Unit price
## Footnote
This reflects the cost per individual unit of the item offered.
122
What total cost information must be included in the quote records?
Total price
## Footnote
This is the overall cost for the quoted items.
123
What must the KO state when using comparative evaluation?
The KO must state such in the solicitation.
124
What does evaluation of past performance not require?
Does not require the creation or existence of a formal data base.
125
What are some factors that past performance evaluation may be based on?
* The contracting officer’s knowledge of and previous experience with the supply or service being acquired
* Customer surveys
* Past performance questionnaire replies
* Federal Awardee Performance and Integrity Information System (FAPIIS)
* The Government-wide Past Performance Information Retrieval System (PPIRS)
* Any other reasonable basis.
126
Where can the Federal Awardee Performance and Integrity Information System (FAPIIS) be accessed?
https://www.sam.gov/SAM/
127
Where can the Government-wide Past Performance Information Retrieval System (PPIRS) be accessed?
https://www.cpars.gov/
128
What must the KO do for acquisitions conducted using a method that permits electronic response to the RFQ?
* Review all quotations received
* Select the quotation or offer that best meets the government’s need in terms of price, quality, delivery, and readily discernible value indicators
* When a selection is based on price and past performance, award must be made to the lowest priced quotations with the highest past performance rating.
129
True or False: The KO can select any quotation without reviewing all received quotations.
False.
130
Fill in the blank: The award must be made to the lowest priced quotations with the highest _______ rating.
past performance
131
What is the purpose of documenting the quote evaluation method?
To ensure price reasonableness for each award
## Footnote
This documentation is crucial for compliance and transparency in the procurement process.
132
What must be used to document purchases above the MPT?
The Simplified Acquisition Table of Content (SAP TOC)
## Footnote
The SAP TOC is located on the CG-91 ARM and is essential for acquisitions covered by FAR Part 13.
133
Where must the SAP TOC be placed?
In the file related to the acquisition
## Footnote
This ensures that all documentation is organized and readily accessible.
134
What should the SAP TOC include?
The following items:
* Price evaluation
* Technical evaluation results
* Determination of price reasonableness
* Any other documents pertaining to the award
## Footnote
This comprehensive inclusion is necessary for thorough documentation and review.
135
What term is not explicitly defined in the FAR?
Fair and reasonable
## Footnote
FAR stands for Federal Acquisition Regulation
136
What method can be used to prepare a price reasonableness determination?
Competition
## Footnote
This involves assessing the competitive market for pricing.
137
Name a method for determining price reasonableness that involves comparing current prices.
Comparison with Previous Similar Buys
## Footnote
This method involves looking at prices from past purchases of similar items.
138
What is another method for price reasonableness determination?
Comparison with IGE
## Footnote
IGE stands for Independent Government Estimate.
139
What can assist a contracting officer in price reasonableness determination?
The contracting officer’s personal knowledge of the item being purchased
## Footnote
Personal expertise can provide valuable insights into pricing.
140
What does the Service Contract Labor Standards (SCLS) regulate?
It regulates minimum wages and fringe benefits for service employees working under federal contracts in excess of the MPT for services.
141
Who must determine the minimum wages and fringe benefits under SCLS?
The Secretary of Labor.
142
What factors influence wage levels under SCLS?
Wage levels vary by type of service and by locality.
143
What is required of contractors and subcontractors under SCLS?
They are required to comply with the wage determination made part of the order.
144
What must the buyer or KO obtain before awarding a purchase order for services?
They must obtain the determination of prevailing wages for the locality from the DOL.
145
Fill in the blank: The wage determination is made part of the _______.
[order].
146
What is the SAM.gov website part of?
The Integrated Acquisition Environment
147
What form may KOs use for any SCLS-covered contract action?
SF 98 request form
148
What must a KO do if they cannot obtain an appropriate SCLS wage determination?
Request an official Wage Determination (WD) by completing the SF 98 form
149
Where can the SF 98 form be completed?
https://www.dol.gov/agencies/whd/government-contracts/service-contracts/sf98/index.asp
150
What must be provided to the awardees and maintained in the SAP file?
A copy of the wage determination information
151
In an emergency procurement, what must the contractor be informed about?
The Service Contract Act applies and they must pay prevailing labor rates
152
What must be done when the WD from DOL is received?
Modify the purchase order to incorporate the wage rates with a bilateral modification
153
What may need to be increased to accommodate payment of wage rates?
The amount of the purchase order
154
For services over $2,500, which FAR clause must be included?
FAR 52.222-41, SERVICE CONTRACT LABOR STANDARDS (May 2014)
155
What is the second FAR clause that must be included for services over $2,500?
FAR 52.222-42, STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (May 2014)
156
What publication must be furnished to the vendor at the time of award?
DOL Publication WH-1313, entitled 'Notice to Employees Working on Government Contracts'
157
What does the DOL Publication WH-1313 explain?
It explains the types of wages and compensation employees are entitled to by federal law
158
True or False: The publication must be displayed at the worksite for employees.
True
159
What does the DOL determine and publish weekly?
The prevailing wage rates
## Footnote
Wage rates are available online at no cost.
160
Where can wage rates be accessed?
On-line at http://www.wdol.gov
## Footnote
This information must be provided in the solicitation and included in the purchase order.
161
According to FAR 22.404-10, where must the contractor post the wage determination?
In a prominent place within the work site
## Footnote
It must be easily seen by the workers.
162
What form must Purchasing/Contracting personnel furnish to the contractor?
Department of Labor Form WH-1321
## Footnote
This form is the Notice to Employees Working on Federal and Federally Financed Construction Projects.
163
What is the purpose of the Department of Labor Form WH-1321?
To inform workers where and how to register a complaint
## Footnote
It is posted alongside the wage rates.
164
What must Purchasing/Contracting Personnel examine according to FAR 22.406-6(c)?
Payrolls and payroll statements
## Footnote
This ensures compliance with purchase order and statutory or regulatory requirements.
165
What must be included as evidence of the review of payrolls?
Documentation in the SAP file
## Footnote
This is a requirement for compliance checks.
166
What should construction SAP files contain?
Applicable documentation for the action
## Footnote
A copy of the SAP construction file checklist is available.
167
Fill in the blank: The DOL publishes wage rates _______.
weekly
168
True or False: The contractor is not required to post wage determinations at the work site.
False
169
What does FPDS-NG stand for?
Federal Procurement Data System – Next Generation
170
What type of data does FPDS-NG track?
Number of actions and dollars spent by Federal Agencies
171
What is the purpose of the data collected by FPDS-NG?
To field numerous Congressional inquiries and Executive Branch data calls
172
Why is the accuracy of entered data for each award important?
It is extremely important for reporting and accountability
173
What purchases are exempt from FPDS-NG reporting requirements?
Purchases using non-appropriated funds, below the MPT, and Military Interdepartmental Purchase Requests (MIPRs)
174
What must be reported to FPDS-NG regarding awards?
Every modification to that award, regardless of dollar value
175
When should each purchase and modification over the MPT be entered into FPDS-NG?
At the time of award, but no later than 3 days after award
176
What must be contained in the SAP file related to FPDS-NG?
A copy of the final FPDS-NG record
177
Fill in the blank: FPDS-NG is the authoritative source for _______ data.
government-wide award
178
True or False: Only purchases over the MPT must be reported to FPDS-NG.
False
179
what documentation do you need to route a complete package?
Sap toc, solicitations, quotes, IGE, Soo, SOW, wage determination, completed FPDS-NG.
180
What is the retention period for contracts and related records after final payment?
6 years after final payment
## Footnote
This includes successful and unsuccessful proposals.
181
How long must contractor payrolls submitted under construction contracts be retained?
3 years after contract completion unless enforcement action is pending
## Footnote
This is in accordance with the Department of Labor.
182
What is the retention period for files of canceled solicitations?
6 years after cancellation
183
When should other copies of procurement file records used for administrative purposes be retained until?
When business use ceases
184
How long must documents pertaining generally to the contractor be retained?
Until superseded or obsolete
185
What is the retention period for electronic data files maintained by FPDS?
6 years after submittal to FPDS
186
Until when should investigations, cases pending or in litigation be retained?
Until final clearance or settlement, or for the retention period of related documents, whichever is later
187
What types of media are included under FAR 4.805 for retention procedures?
Microfilm and various electronic media
188
What must be done with SAP transactions upon evidence of receipt, acceptance, and final payment?
SAP transactions must be closed out
189
How long must files for construction over the MPT be retained?
6 years
190
What is the file retention period for construction less than or equal to the MPT?
3 years
191
What is required if a contract over $15,000 has been terminated for default?
A Contractor Evaluation is required
192
True or False: Additional training is required to be granted construction contracting authority due to the Davis-Bacon Act.
True
193
Fill in the blank: Files for construction over the MPT must be retained for _______.
6 years
194
Fill in the blank: Files for construction less than or equal to the MPT must be retained for _______.
3 years
195
What is the threshold amount for a contract that requires a Contractor Evaluation if terminated for default?
Over $15,000
196
in order to be granted construction contracting authority.
additional training is required due to the requirements of the Davis-Bacon Act and other special requirements,
197
Who notifies the DBO of any urgent, unplanned funding needs?
The SU Budget Officer via the Parent Command
## Footnote
This notification is for funding needs that exceed the SU’s current funding amount.
198
What does the SU Budget Officer do with unit-validated unfunded requirements?
Adds them to the backlog list
## Footnote
The backlog list is maintained for currency and accuracy throughout the year.
199
What is the role of the SU Budget Officer in relation to the backlog list?
Maintains currency and accuracy of the backlog list throughout the year
## Footnote
This includes ensuring that all unit-validated unfunded requirements are accurately documented.
200
Fill in the blank: The SU Budget Officer notifies the DBO of urgent funding needs that require funds above the SU’s _______.
current funding amount
## Footnote
This refers to the existing budget allocation of the SU.
201
What does the DBO distribute regarding backlog guidance?
Guidance on dollar thresholds, prioritization, format/template/tool, categories for grouping, submission deadlines, and submission type constraints
## Footnote
This guidance is crucial for managing backlog effectively.
202
What should be considered for pre-populating the backlog tool?
Unfunded requirements from the district Budget Review Board’s approved spend plan
## Footnote
This ensures that all necessary requirements are accounted for.
203
How is the backlog tool described in terms of its status?
A living document that should be continually updated throughout the year
## Footnote
This emphasizes the need for ongoing management and updates.
204
What guidance is provided to the SU Budget Officer after funding is received?
Updating the backlog tool
## Footnote
This step is essential to reflect the current status of funding.
205
What types of decisions are guided for the SU Budget Officer regarding unfunded backlog requests?
Add to next year's spend plan, add to next year's backlog plan, or reject
## Footnote
These decisions help prioritize and manage future funding needs.
206
True or False: The backlog process occurs only at the beginning of the fiscal year.
False
## Footnote
The backlog process is ongoing throughout the year.
207
What is the role of the SU Budget Officer in the backlog submission process?
The SU Budget Officer reviews each backlog submission for compliance with DBO guidance before approving and forwarding to the Parent Command.
208
What should the SU and/or Parent Command Financial Manager consider when submitting backlog requests?
Consolidating similar items into a single backlog request.
209
What must the SU Budget Officer verify for backlog submissions over the micro-purchase threshold?
That all backlog submissions have a prepared procurement package.
210
Who should backlog submitters work closely with to pre-screen procurement packages?
The RST P&C Service Line.
211
What actions does the Parent Command take regarding backlog submissions?
Reviews, approves, or requests additional information for each backlog submission.
212
Fill in the blank: The SU Budget Officer reviews each backlog submission for compliance with _______ guidance.
[DBO]
213
True or False: The SU Budget Officer is responsible for consolidating similar items into a single backlog request.
False
214
What is a key step for backlog submitters when preparing procurement packages?
Working closely with the RST P&C Service Line to pre-screen them.
215
reviews/approves/requests additional information for each backlog submission.
The Parent Command
216
What does the DBO/RST manage?
The backlog request(s)
## Footnote
The DBO is responsible for managing the backlog of requests in the procurement process.
217
What is one of the responsibilities of the DBO?
Submits prioritized backlog list to RMO as requested
## Footnote
RMO stands for Resource Management Office.
218
How does the DBO ensure the accuracy of backlog list items?
Communicates regularly with SUs/Parent Commands
## Footnote
SUs refers to Support Units.
219
What does the DBO update the backlog list to reflect?
New information received
## Footnote
This includes past contracting deadlines, funding status, and ongoing need for items.
220
Who does the DBO communicate with to determine procurement capacity?
Base Comptroller and Senior Field Contracting Officers (SFCOs)
## Footnote
This communication ensures effective funds execution.
221
When does the DBO manage backlog requests?
As funding becomes available during the FY
## Footnote
FY refers to Fiscal Year.
222
Fill in the blank: The DBO communicates with SUs/Parent Commands to verify _______.
accuracy of backlog list items
223
True or False: The DBO is responsible for managing backlog requests only at the beginning of the fiscal year.
False
## Footnote
The DBO continually manages backlog requests throughout the fiscal year.
224
What should be entered for assets without a manufacturer?
NOMANNO
## Footnote
This indicates that there is no manufacturer for the asset.
225
What is the correct entry for assets without a model number?
NOMODNO
## Footnote
This indicates that there is no model number for the asset.
226
What should be entered for assets that lack a serial number?
NOSERNO
## Footnote
This indicates that there is no serial number for the asset.
227
What format must the alternative entries for required fields be in Oracle?
Upper case
## Footnote
This ensures consistency in data entry.
228
Fill in the blank: The correct entry for assets without a manufacturer is _______.
NOMANNO
229
Fill in the blank: The correct entry for assets without a model number is _______.
NOMODNO
230
Fill in the blank: The correct entry for assets without a serial number is _______.
NOSERNO
231
What is the purpose of the RST/Service Level view?
To provide a high-level overview of each Operating Facility’s (OPFAC’s) performance of activities within the purview of individual RST or Service Level.
232
Who is the RST/Service Level view intended for?
RST/Service Level managers.
233
What can managers identify using the RST/Service Level view?
Breakdowns in overall performance and which units require corrective action.
234
Fill in the blank: The RST/Service Level view provides information to managers wishing to understand where _______ in overall performance are occurring.
[breakdowns]
235
True or False: The RST/Service Level view focuses only on successful performance without identifying issues.
False
236
What begins the evaluate step?
After a RPSO (or APO for Non-RPSO-Supported Units) identifies discrepancies within the Personal Property PAR during the Review step
## Footnote
RPSO stands for Regional Property Support Office; APO stands for Accountable Property Officer.
237
What does evaluation include in the context of the Personal Property PAR?
Identifying which thresholds have not been met and specific Units and property records that are not in compliance
## Footnote
Thresholds refer to the standards or requirements that must be met for compliance.
238
How can the discrepancy type be quickly identified?
By reviewing the Personal Property PAR Correction Boards, which highlight discrepancies in red for every personal property item
## Footnote
The Correction Boards show required input fields that have discrepancies.
239
What should the RPSO/APO complete during the evaluation?
Determine which actions are required to become compliant
## Footnote
Compliance refers to meeting the established standards or requirements.
240
What must be identified during the evaluation process?
Property items at Units that are deficient and specific actions that must be taken
## Footnote
Deficient property items are those that do not meet compliance requirements.
241
Fill in the blank: The actions required to become compliant may include _______.
Completing the inventory if an entry is missing or re-entering the manufacturer, serial number, etc. if an error has been highlighted
## Footnote
Completing the inventory ensures all property items are accounted for.
242
What does RPSO stand for?
Regional Property Support Office
243
What is the role of the RPSO after the evaluate step?
Assigns responsibility to appropriate APOs to provide data to correct identified discrepancies
244
What tool is used to submit corrections for discrepancies?
CGCC Property Action Tracker
245
Who takes action for Non-RPSO-Supported Units?
The APO or identifies appropriate personal property professionals
246
What should the assignments include?
Guidance on remediation areas and corrective action timeframe
247
Fill in the blank: The Personal Property PAR Correction Boards require _______.
[remediation]
248
True or False: The APO is responsible for corrective action in both RPSO and Non-RPSO-Supported Units.
False
249
What specific areas should be identified for remediation?
Areas within the Personal Property PAR Correction Boards
250
What is the timeframe for corrective action?
Specified in the assignments
251
What action does the APO take for Non-RPSO-Supported Units?
Identifies appropriate personal property professionals
## Footnote
This involves determining the necessary expertise to address issues related to personal property management.
252
What should the assignments for Non-RPSO-Supported Units include?
Guidance on:
* Identification of specific areas within the Personal Property PAR Correction Boards requiring remediation
* Timeframe for corrective action to occur
## Footnote
This ensures that there is a clear plan and timeline for addressing identified issues.
253
True or False: The APO's guidance includes a timeframe for corrective action.
True
## Footnote
Establishing a timeframe helps ensure accountability and timely resolution of issues.
254
What is the purpose of identifying specific areas within the Personal Property PAR Correction Boards?
To require remediation
## Footnote
This identification is crucial for improving the management and oversight of personal property.
255
What should the APO prioritize when completing corrective actions?
Actions with the objective of completing as many corrective actions as possible in the shortest timeframe
## Footnote
This is particularly important during a PAR Executive Review or in response to RPSO/APO assignments.
256
What is the role of the APO in response to the Personal Property PAR report?
Correct the issues identified by the Personal Property PAR report, prioritized per the prior step
## Footnote
This involves addressing entry errors and identifying underlying reasons for them.
257
What should the APO seek when correcting entry errors?
The underlying reason for the error(s)
## Footnote
For example, misunderstandings regarding what is required to be entered in specific fields.
258
Where can questions regarding entry errors be referred for clarification?
CGCC VCC
## Footnote
The CGCC VCC can provide guidance on entry requirements.
259
What should the APO identify besides the errors listed in the Personal Property PAR Correction Board?
Other recent personal property actions that might have been subjected to the same errors
## Footnote
This ensures comprehensive correction of errors in personal property actions.
260
True or False: The list of errors in the Personal Property PAR Correction Board is intended to be comprehensive.
False
## Footnote
The list is not comprehensive; other errors may exist that need correction.
261
What should RPSOs provide regarding discrepancies?
Background information, action plans, and projected timeframes for correction
262
What happens if major deficiencies are discovered during reviews?
Follow-up reviews will be more frequent
263
What does RPSO stand for?
Regional Program Support Office
264
Fill in the blank: RPSOs should be available to provide ______ regarding discrepancies.
background information
265
True or False: Follow-up reviews occur less frequently if major deficiencies are found.
False
266
What is the purpose of RPSOs in relation to discrepancies?
To provide information and plans for correction
267
RPSOs (or APOs for Non-RPSO-Supported Units) should be available to
provide
action plans and projected 23
timeframes for correction. Follow-up reviews will be more frequent if
major deficiencies are discovered.
268
What does RPSO stand for?
RPSO stands for Reporting and Performance Support Office
269
What is the purpose of the after action report from RPSO?
To provide updates to executives as part of the Executive Review
270
What are the key components that should be included in the after action report?
* The corrections made
* The cause(s) of discrepancy
* Additional corrections to address other items affected
* Remaining issues and plans to address them
271
True or False: The after action report includes only the corrections made.
False
272
Fill in the blank: The after action report should contain the cause(s) of _______.
discrepancy
273
What should the after action report address regarding other items?
Additional corrections to address other items that were affected by the same cause(s)
274
What should the after action report outline regarding remaining issues?
Plans to address them
275
What are the regular updates that capture corrections?
Regular monthly PAR updates
## Footnote
These updates typically address corrections and changes needed in the system.
276
How can an off-cycle update be requested?
Through the CGCC Virtual Communications Center (VCC)
## Footnote
The VCC is the designated platform for such requests.
277
True or False: Off-cycle updates can be requested at any time.
True
## Footnote
Requests for off-cycle updates can be made as needed.
278
Fill in the blank: Corrections are normally captured within the regular monthly _______.
[PAR updates]
