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(FCCM)FLORIDA CERTIFIED
CONTRACT MANAGER EXAM
An extension is - ANSWERS-An increase in the length of contract terms For contractual service contracts extensions must - ANSWERS-Not exceed six months, must be in writing, must be subject to the same terms and conditions set forth in the initial contract How many extensions are allowed? - ANSWERS-One Unless there is failure to complete the contract due to events beyond the control, the contractor Assignments - ANSWERS-Contractors shall not sell a sign or transfer any of its rights duties or obligations under the contract without the prior written consent of the customer (Florida) Negotiation - ANSWERS-Opportunities for negotiations may include amendment pricing certain contract conditions, and allowable substitutions Termination is - ANSWERS-When a contract has ended prior to the mending date stated in the contract PUR 1000
Termination must - ANSWERS-Be used when is an either Party's best interest to terminate, must be in writing, and all payments must stop after termination Termination can be caused by - ANSWERS-Failure to deliver the product within the time specified, maintain adequate progress, honor any term of the contract and abide to any requirement A programmatic closeout includes - ANSWERS-Determining whether program goals and objectives were met A fiscal close out includes - ANSWERS-Verifying that all funds are properly accounted for A grant agreement closeout includes - ANSWERS-Reviewing for disallow cost and recover unobligated funds Purchasing Categories - ANSWERS-Category 1 - $20, Category 2 - $35, Category 3 - $65, Category 4 - $195, Category 5 - $325, An agency employee may not, within after retirement or termination have or hold any employment or contractual relationship
Contract managers - ANSWERS--enforcing performance of the contract terms and conditions
- serving as a liaison between the provider and the agency
- participating in the solicitation development and review of contract documents
- managing the receipt of commodities/contractual services
- providing written certification that services were performed and completed
- monitoring and evaluating contractor performance and end-user satisfaction, as well as keeping timely records of findings
- exercising applicable remedies when a contractor's performance is deficient
- conducting cost reconciliation (grants)
- managing and documenting any changes to the contract through amendments
- monitoring the contract budget to ensure sufficient funds are available
- maintaining a contract management file Contract managers are responsible for - ANSWERS-Manage and document changes to the contract Monitor contractors progress and performance Oversee the contract budget to ensure funds are available
a contract, managers involvement in solicitation development ensures alignment with - ANSWERS-Contractors requirements, compliance, and effective management of the contract it addresses key considerations and potential challenges early on Conversation with procurement - ANSWERS-Deliverables, scope of work, procurement staff, relationships, continuous improvement, compliance, and regulation What is a contract? - ANSWERS-A mutually binding legal relationship evidence by written agreement, obligating a contractor to furnish commodities or contractual services to the department an agency an eligible user or another state The contract file must contain - ANSWERS-Procurement documents, original contract, grant, amendments, renewals, contract, bond, insurance, performance documentation, correspondence, payment, documentation, monitoring, deliverable, contract file checklist The contract may contain - ANSWERS-Activity record and correspondence other supporting documentation related to Grant or contract, activity, payment activity ledgers, state College or university contracting, monitoring, performance management, oversight, activities, emergency procurement The inspector general shall complete a risk based compliance audit of all contracts executed by the agency every - ANSWERS-3 years
if the continuing oversight team has questions - ANSWERS-The contractor must respond to the teams questions within 10 business days after receiving a written request Deliverable part defined as - ANSWERS-Quantifiable measurable and verifiable units of work completion that trigger payments. They should include performance standards you expect, timelines and due dates for completion, payment amount in financial consequences. Risk assessments - ANSWERS-Evaluates each agreement using establish criteria to determine the level of risk. They should include the total amount of the contract, types of service or commodity provided, contractors past performance and fiscal requirements of the contract. Monitoring performance helps ensure that contractors are - ANSWERS-In compliance with agreement terms, completing deliverables, handling funds appropriately Programmatic monitoring determines the contractors compliance with
- ANSWERS-Terms and conditions and requirements for delivery of services Physical monitoring determines - ANSWERS-If funds have been accounted for and used appropriately by the service contractor
Monitoring plans should include - ANSWERS-Type of monitoring, of monitoring, frequency of monitoring, activities, sampling procedures, required documentation, and how the results will be communicated On site reviews and observations - ANSWERS-Allows contract managers to interview staff look at contractor files and see firsthand the day-to-day operations of the program Periodic contract - ANSWERS-Allows contract managers to build report with a contractor can be done by phone or email Contract/audit reports - ANSWERS-contractors can be required to create and maintain reports to show evidence of work completed Client surveys - ANSWERS-Information is directly from those receiving services Invoice reviews - ANSWERS-invoices must be reviewed and checked for compliance once submitted Monitoring tools should identify - ANSWERS-Detailed information regarding the monitoring, activity itself, each requirement or criteria being evaluated, documentation examined, comments, and results Financial consequences are - ANSWERS-Reduction due to non- performance or noncompliance. It allows the state to pay for the work
Excusable delays include - ANSWERS-Acts of God, such as weather, those that are not caused by the contractors negligence, any action taken by an agency to enable or ensure health, safety or welfare of citizens, such as an epidemic Remedies for excusable delays can include changes to - ANSWERS- Deliverable timeline, delivery/inspection, location, specifications within scope of work. All changes must be documented by amendment. Not excusable delays include - ANSWERS-Financial problems, lack of equipment, personnel, issues such as labor, strike, lack of materials, and lack of knowledge, such as personal turnover Agencies must approve and file invoices with the CFO within - ANSWERS- 20 calendar days. The clock resets if an invoice is sent back to the contractor for corrections. Processing invoices - ANSWERS-Gain reasonable assurance that commodities/contractual services have been satisfactory provided within the terms of a contract For processing invoices - ANSWERS-Review and invoice for accuracy and completeness, including the description of the item the number of units, the cost per unit, service dates coincide with the invoice period, minimum level of service has been provided in a
coincides with a contract as well as ensure any required documentation has been submitted Partial, prorated pay payments must be - ANSWERS-Made based on the deliverables that can be validated and supported by good documentation Technology contracts are - ANSWERS-A specific type of agreement that pertains to the use, development, and management of technology Technology contracts can include - ANSWERS-Intellectual property, rights, data, security privacy, service levels, expectations, and performance metrics, maintenance and support and end user license and agreements Service level expectations (technology contracts) - ANSWERS-Set standards improve services manage risk, satisfy claim performance and impact contract renewal. Ensure clear communication and accountability between parties. Contract, service level, expectation operational verification is - ANSWERS-A process to ensure that the service level expectations were contract are being met at checks the services meet performance standards, and fulfill contract requirements a Grant is - ANSWERS-Financial assistance mechanism that provides money property or other direct support to an eligible entity to carry out an approved project activity aimed at a public purpose
Renewals - ANSWERS-May be up for three years or the term of the original contract whichever is longer. These contrives are subject to the same terms and conditions that were specified in the original contract. To be eligible for renewal, it must include - ANSWERS-Original contract contain a renewal clause, renewal contract pricing must be specified in the initial competitive solicitation, cannot be a contract from an emergency purchase or single source Renewals must - ANSWERS-Be in writing and agreed on by both parties. It must be in place before the contract expires. The contract cannot be renewed if the contract lapses. Additional documents needed to support a new contract term may include - ANSWERS-Insurance certificates, performance, bonds, payment bonds, and letters of credit What is the difference between a renewal versus an extension? - ANSWERS-A renewal must be executed promptly to maintain uninterrupted service or compliance. An extension allows for additional time such as six months.
