FAR Part 4 Deck 1

Question 1

What does Subpart 4.0 cover?

Answer 1

Policies and procedures relating to the administrative aspects of contract execution, contractor-submitted paper documents, distribution, reporting, retention, and files.

It also includes policies for security prohibitions and exclusions restricting Federal agencies from procuring certain products or services.

Question 2

Define Procurement Instrument Identifier (PIID).

Answer 2

The Government-unique identifier for each solicitation, contract, agreement, or order.

An example could be an agency’s order number combined with the contract number.

Question 3

What is a supplementary procurement instrument identifier?

Answer 3

The non-unique identifier for a procurement action used in conjunction with the Government-unique identifier.

For example, an amended solicitation number combined with a non-unique amendment number.

Question 4

Who is authorized to sign contracts on behalf of the United States?

Answer 4

Only contracting officers.

Their name and official title must be typed, stamped, or printed on the contract.

Question 5

What must a contract with an individual include when signed?

Answer 5

The individual’s name followed by “, an individual doing business as _________”.

The blank should be filled with the name of the firm.

Question 6

What is required for a contract signed by a partnership?

Answer 6

It must be signed in the partnership name, and the contracting officer must obtain a list of all partners.

The contracting officer must ensure the individual(s) signing have authority to bind the partnership.

Question 7

How must a contract with a corporation be signed?

Answer 7

In the corporate name followed by “by” and the signature and title of the authorized person.

The contracting officer must ensure the signer has authority to bind the corporation.

Question 8

What are the distribution procedures for contracts after execution?

Answer 8

Contracts must be distributed within 10 working days to:
* Contractor and paying office
* Contract administration office if assigned
* Accounting and finance offices
* Administrative contracting officer for Cost Accounting Standards
* Field audit office if required
* Organizations performing contract administration support functions.

This ensures all necessary parties receive relevant contract documents promptly.

Question 9

What is the purpose of the Taxpayer Identification Number (TIN) in contracts?

Answer 9

To provide identification information for contractors in relation to payment processes.

The TIN must be attached to the contract forwarded to the payment office.

Question 10

What does the National Industrial Security Program (NISP) establish?

Answer 10

A program to safeguard Federal Government classified information released to contractors, licensees, and grantees.

It is established by Executive Order 12829.

Question 11

What document incorporates the requirements of Executive Orders related to safeguarding classified information?

Answer 11

The National Industrial Security Program Operating Manual (NISPOM).

This manual is maintained by the Secretary of Defense in consultation with other agencies.

Question 12

What is the role of the contracting officer regarding contract clauses?

Answer 12

They must insert specific clauses, such as 52.204-1 Approval of Contract, as required by agency procedures.

Question 13

What is the scope of Subpart 4.6?

Answer 13

Contract Reporting.

It outlines definitions, general policies, responsibilities, and procedures for reporting.

Question 14

What is required for contractor records retention?

Answer 14

Establishing specific retention periods for different types of records.

This includes financial, cost accounting, pay administration, and acquisition records.

Question 15

What does Subpart 4.10 focus on?

Answer 15

Uniform Use of Line Items.

It includes policies and procedures for establishing line items and their data elements.

Question 16

What is the purpose of the Service Contracts Inventory?

Answer 16

To report on service contracts and their management.

This includes definitions, applicability, and reporting requirements.

Question 17

What is prohibited under Subpart 4.20?

Answer 17

Contracting for hardware, software, and services developed or provided by Kaspersky Lab.

Question 18

What does Subpart 4.23 address?

Answer 18

Federal Acquisition Security Council.

It includes the scope, definitions, sharing of supply chain risk information, and relevant procedures.

Question 19

What does NISPOM stand for?

Answer 19

National Industrial Security Program Operating Manual

NISPOM incorporates the requirements of various Executive orders.

Question 20

Who is responsible for the issuance and maintenance of the NISPOM?

Answer 20

The Secretary of Defense, in consultation with affected agencies

This includes the Secretary of Energy, Chairman of the Nuclear Regulatory Commission, Director of National Intelligence, and Secretary of Homeland Security.

Question 21

What is the purpose of the DD Form 254?

Answer 21

To provide security classification guidance to U.S. contractors and subcontractors needing access to classified information

It specifies classifications such as ‘Confidential’, ‘Secret’, or ‘Top Secret’.

Question 22

What is required for a contractor needing access to classified information?

Answer 22

Identification with a Commercial and Government Entity (CAGE) code on the DD Form 254

Each performance location must reflect a unique CAGE code unless at a Government facility.

Question 23

What does the term ‘contract action’ refer to?

Answer 23

Any oral or written action resulting in the purchase, rental, or lease of supplies, services, or construction using appropriated dollars over the micro-purchase threshold

It does not include grants, cooperative agreements, or other non-FAR based transactions.

Question 24

What is the Federal Procurement Data System (FPDS)?

Answer 24

A comprehensive web-based tool for agencies to report contract actions

FPDS data is used for reports to the President, Congress, and public.

Question 25

What is the definition of a 'definitive contract' in FPDS?

Answer 25

Any contract that must be reported to FPDS other than an indefinite delivery vehicle ## Footnote This definition is specific to FPDS.

Question 26

What is the policy regarding the use of electronic commerce in Federal acquisition?

Answer 26

The Federal Government shall use electronic commerce whenever practicable or cost-effective ## Footnote This includes not restricting terms commonly associated with paper transactions.

Question 27

What must contracting officers do during the presolicitation phase?

Answer 27

Review all proposed solicitations to determine if access to classified information may be required ## Footnote They must follow agency procedures for determining security clearances.

Question 28

Which clause must be inserted in solicitations and contracts requiring access to classified information?

Answer 28

Clause at 52.204-2, Security Requirements ## Footnote This applies unless specific conditions in paragraph (d) are met.

Question 29

What is meant by 'indefinite delivery vehicle' (IDV)?

Answer 29

An indefinite delivery contract or agreement that includes specific clauses allowing ordering ## Footnote Examples include clauses like 52.216-18, Ordering, and others.

Question 30

What is the responsibility of contracting officers regarding Contract Action Reports (CAR)?

Answer 30

Ensure accuracy and completion of CARs within specified timeframes after contract award ## Footnote CARs must be confirmed for accuracy before release of the contract award.

Question 31

What does the Federal Funding Accountability and Transparency Act of 2006 require?

Answer 31

All unclassified Federal award data must be publicly accessible ## Footnote This includes reporting contract actions exceeding the micro-purchase threshold.

Question 32

What is the role of the Senior Procurement Executive concerning FPDS?

Answer 32

Develop and monitor a process for timely and accurate reporting of contractual actions to FPDS ## Footnote This role includes coordination with the head of the contracting activity.

Question 33

True or False: Agencies may accept electronic signatures and records in connection with Government contracts.

Answer 33

True ## Footnote This facilitates the use of electronic commerce.

Question 34

Fill in the blank: The _____ is responsible for ensuring systems and technologies used for electronic commerce comply with recognized standards.

Answer 34

head of each agency ## Footnote This includes ensuring uniform implementation throughout the agency.

Question 35

What must agencies do before using electronic commerce?

Answer 35

Ensure that agency systems can guarantee authentication and confidentiality ## Footnote This is commensurate with the risk of loss, misuse, or unauthorized access.

Question 36

What is the unique entity identifier requirement for contractors?

Answer 36

Contractors must have a unique entity identifier assigned as per provisions 52.204-6. ## Footnote This identifier is needed for proper reporting and compliance.

Question 37

Under which conditions can authorized generic entity identifiers be used?

Answer 37

For contract actions valued at or below $30,000 for certain individuals or contracts valued above $30,000 for work performed outside the U.S. ## Footnote Specific conditions include being a student, a dependent of military personnel, or located outside the U.S.

Question 38

What must contracting officers include in their contract files when public identification could endanger the mission?

Answer 38

A written determination regarding the necessity of confidentiality. ## Footnote This is to protect sensitive information related to the contract.

Question 39

What actions are required to be reported to FPDS?

Answer 39

Definitive contracts, indefinite delivery vehicles, and modifications to contract actions over the micro-purchase threshold. ## Footnote These include purchase orders and task orders under various contract types.

Question 40

What is the minimum reporting frequency for Express Reporting in FPDS?

Answer 40

At least monthly. ## Footnote This is used for consolidated reports when individual reporting is burdensome.

Question 41

Which types of contract actions are not reported to FPDS?

Answer 41

Imprest fund transactions below the micro-purchase threshold, GSA stock orders, and classified information contracts. ## Footnote This includes various exceptions that protect sensitive data.

Question 42

What provision must be included in solicitations not set aside for small business concerns?

Answer 42

The provision at 52.204-5, Women-Owned Business (Other Than Small Business). ## Footnote This applies to contracts exceeding the simplified acquisition threshold.

Question 43

What is the purpose of subpart 4.7?

Answer 43

To provide policies and procedures for retention of records by contractors. ## Footnote This includes records generated under contracts containing specific clauses.

Question 44

For how long must contractors retain records after final payment?

Answer 44

3 years, or longer if specified in a contract clause. ## Footnote This ensures records are available for audits and contract administration.

Question 45

What must contractors do if they retain records electronically?

Answer 45

Maintain the integrity, reliability, and security of the original data and retain an audit trail of data transfers. ## Footnote This ensures compliance with record retention requirements.

Question 46

What is the retention period for accounts receivable invoices?

Answer 46

4 years. ## Footnote This includes adjustments and documents detailing billed services.

Question 47

What records related to payroll must be retained for 4 years?

Answer 47

Payroll sheets, registers, and tax withholding statements. ## Footnote This ensures proper documentation of employee compensation.

Question 48

What is the retention period for purchase order files related to contract performance?

Answer 48

4 years. ## Footnote This includes supporting documentation such as invoices.

Question 49

What is the required retention time for petty cash records?

Answer 49

2 years. ## Footnote This includes documentation of expenditures and authorizations.

Question 50

What type of records must be retained for 2 years according to 4.705-3?

Answer 50

Store requisitions for materials and work orders for maintenance services. ## Footnote This ensures accountability for resources used in contracts.

Question 51

What is the scope of subpart 4.8?

Answer 51

It prescribes requirements for establishing, maintaining, and disposing of contract files. ## Footnote This is essential for effective contract management.

Question 52

What must agencies do by March 31, 2016, regarding office codes?

Answer 52

Use the Activity Address Code (AAC) assigned to the issuing contracting office as the contracting office code. ## Footnote This ensures proper identification of contracting offices.

Question 53

What is the retention period for production records of quality control, reliability, and inspection?

Answer 53

4 years ## Footnote This retention period is specified in the guidelines for government contract files.

Question 54

What type of files must be established according to subpart 4.8?

Answer 54

Files must include: * A file for cancelled solicitations * A file for each contract * A contractor general file

Question 55

What is the purpose of maintaining contract files?

Answer 55

To provide: * A complete background for informed decisions * Support for actions taken * Information for reviews and investigations * Essential facts for litigation or congressional inquiries

Question 56

What are the components of a contract file?

Answer 56

A contract file should generally consist of: * Contracting office contract file * Contract administration office contract file * Paying office contract file

Question 57

What must be protected from disclosure in contract files?

Answer 57

Contractor bid or proposal information or source selection information ## Footnote Defined in 2.101

Question 58

What records are normally contained in the contracting office contract file?

Answer 58

Records may include: * Purchase request * Justifications and approvals * Evidence of availability of funds * Synopsis of proposed acquisition * List of sources solicited

Question 59

Fill in the blank: A contract file for firm-fixed-price contracts should be closed within ______ after the contracting officer receives evidence of physical completion.

Answer 59

6 months

Question 60

True or False: A contract file can be closed if the contract is in litigation or under appeal.

Answer 60

False

Question 61

What is considered when a contract is physically completed?

Answer 61

A contract is considered physically completed when: * Required deliveries are completed and accepted * All services are performed and accepted * All option provisions have expired

Question 62

What must happen before closing out the contract files?

Answer 62

The contract administration office must verify: * Disposition of classified material * Final patent report clearance * Settlement of all costs

Question 63

What information is included in a contract completion statement?

Answer 63

A contract completion statement includes: * Contracting office name and address * Contract number * Dollar amount of excess funds * Name and signature of the contracting officer

Question 64

What is the maximum retention period for contract files requiring settlement of indirect cost rates?

Answer 64

36 months

Question 65

What documents must be maintained in the contractor general file?

Answer 65

Documents may relate to: * No specific contract * More than one contract * Contractor's management systems, past performance, or capabilities

Question 66

What is the responsibility of the paying office regarding contract files?

Answer 66

To close the contract file upon issuance of the final payment voucher.

Question 67

What should happen if a final patent report is not received?

Answer 67

The contracting officer should notify the contractor of obligations and the Government's rights, and consult legal counsel if necessary.

Question 68

What must the files ensure regarding classified documents?

Answer 68

Files must ensure safeguarding of classified documents.

Question 69

What is required for a contract file if decentralized?

Answer 69

Responsibility for maintenance must be assigned and a central control or locator system established.

Question 70

What are the time standards for closing out contract files using simplified acquisition procedures?

Answer 70

Files should be closed when evidence of receipt of property and final payment is received.

Question 71

What is a statement that all required contract administration actions have been fully and satisfactorily accomplished?

Answer 71

Completion statement ## Footnote This statement is crucial for confirming that all actions related to contract administration have been fulfilled.

Question 72

What must the contracting officer provide along with the completion statement?

Answer 72

Name and signature of the contracting officer ## Footnote This ensures accountability and verifies the completion of contract actions.

Question 73

What is required to be done with the signed original completion statement?

Answer 73

Placed in the contracting office contract file ## Footnote If the contract administration office is different, it must be forwarded for placement.

Question 74

Where should a signed copy of the completion statement be placed if administration is performed by a contract administration office?

Answer 74

In the appropriate contract administration file ## Footnote This helps maintain accurate records of contract administration.

Question 75

What must agencies prescribe regarding contract files?

Answer 75

Procedures for handling, storing, and disposing of contract files ## Footnote These procedures must comply with NARA General Records Schedule 1.1.

Question 76

What types of media must be considered in the procedures for contract files?

Answer 76

Microfilm and various electronic media ## Footnote This ensures comprehensive management of all contract documents.

Question 77

What must the process used to create and store records ensure?

Answer 77

Record and reproduce the original document completely, accurately, and clearly ## Footnote This includes maintaining signatures and graphic images.

Question 78

What happens to signed originals if law does not require them to be kept?

Answer 78

They may be destroyed after verification of accuracy ## Footnote This allows for efficient record management while ensuring compliance.

Question 79

What should be done if administrative records cannot be economically segregated from program records?

Answer 79

Keep the entire file for the period of time approved for the program records ## Footnote This helps maintain relevant documentation together.

Question 80

What is the retention period for contracts and related documents?

Answer 80

6 years after final payment ## Footnote This includes successful and unsuccessful proposals.

Question 81

What is the retention period for contractor payrolls submitted under construction contracts?

Answer 81

3 years after contract completion ## Footnote This follows Department of Labor regulations.

Question 82

What is the retention period for unsolicited proposals not accepted by an agency?

Answer 82

Retain in accordance with agency procedures ## Footnote Agencies have specific guidelines for managing these proposals.

Question 83

What is the retention period for files related to canceled solicitations?

Answer 83

6 years after cancellation ## Footnote This ensures that records of canceled solicitations are kept for accountability.

Question 84

When should other copies of procurement file records used for administrative purposes be retained?

Answer 84

When business use ceases ## Footnote This allows for the removal of unnecessary records.

Question 85

What is the retention period for documents pertaining generally to the contractor?

Answer 85

Until superseded or obsolete ## Footnote This ensures updated records are maintained.

Question 86

What is the retention period for data submitted to the Federal Procurement Data System (FPDS)?

Answer 86

6 years after submittal to FPDS ## Footnote This pertains to unclassified records of significant procurements.

Question 87

What is the retention requirement for investigations, cases pending, or litigation?

Answer 87

Until final clearance or settlement ## Footnote This applies to any related document identified in the relevant sections.