FAC Documentation & Reporting 3 — Questions and Answers
Question 1: When must agencies report contract actions to the Federal Procurement Data System – Next Generation (FPDS-NG)?
- Within 30 days after the end of the month in which the action occurred (Correct answer)
- Within 90 days of contract award
- Annually at the end of the fiscal year
- Only upon final contract closeout
Correct answer: Within 30 days after the end of the month in which the action occurred
FAR 4.604 requires agencies to submit FPDS-NG reports within 30 days after the end of the month in which the contract action occurred.
Question 2: Which document records the rationale for selecting a particular contract type (e.g., firm-fixed-price vs. cost-reimbursement)?
- Acquisition Plan
- Determination and Findings (D&F) (Correct answer)
- Price Negotiation Memorandum
- Statement of Objectives
Correct answer: Determination and Findings (D&F)
A Determination and Findings (D&F) documents the legal and factual basis for decisions such as contract type selection, as required under FAR Part 1.707.
Question 3: What information is the Price Negotiation Memorandum (PNM) specifically required to document?
- The basis for determining that the price negotiated is fair and reasonable (Correct answer)
- The contractor's financial audit results
- The detailed technical evaluation scores
- The small business subcontracting plan review
Correct answer: The basis for determining that the price negotiated is fair and reasonable
The PNM documents the contracting officer's analysis and the rationale for concluding the negotiated price is fair and reasonable, as required by FAR 15.406-3.
Question 4: Under which scenario is a Synopsis in SAM.gov NOT required before contract award?
- The acquisition is an unusual and compelling urgency exception under FAR 6.302-2 (Correct answer)
- The procurement exceeds $25,000
- A commercial item is being acquired
- A small business set-aside is used
Correct answer: The acquisition is an unusual and compelling urgency exception under FAR 6.302-2
FAR 5.202 exempts synopses when the contracting officer determines that an unusual and compelling urgency exists and delay would seriously injure the public interest.
Question 5: A contracting officer closes out a contract. Which of the following is a required closeout action related to documentation?
- Verifying that all contractor deliverables and reports have been received and accepted (Correct answer)
- Issuing a new solicitation for follow-on work
- Updating the contractor's SAM.gov registration
- Submitting a Freedom of Information Act (FOIA) request
Correct answer: Verifying that all contractor deliverables and reports have been received and accepted
Contract closeout requires the CO to verify all deliverables, final invoices, and required reports have been received and accepted before closing the file.
Question 6: Which FAR part governs the requirements for maintaining official contract files?
- FAR Part 4 (Correct answer)
- FAR Part 15
- FAR Part 36
- FAR Part 42
Correct answer: FAR Part 4
FAR Part 4 (Administrative and Information Matters) governs the safeguarding, contents, and retention of official contract files.
Question 7: Small Business Administration (SBA) reporting under the Federal Acquisition Regulation requires agencies to report small business utilization data to:
- The Electronic Subcontracting Reporting System (eSRS) (Correct answer)
- The Federal Audit Clearinghouse
- The Office of Inspector General
- The Government Accountability Office
Correct answer: The Electronic Subcontracting Reporting System (eSRS)
Agencies and prime contractors report small business subcontracting achievements through the Electronic Subcontracting Reporting System (eSRS) as required by FAR 19.702.
FAC Documentation & Reporting 3
When must agencies report contract actions to the Federal Procurement Data System – Next Generation (FPDS-NG)?