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The Procurement School

The Procurement School

June 27, 2021 by Dan

PSPP203-07 – Assessment 7

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Question 1 of 5

1. Question

At the time of file closure, what should the contract file contain?

A complete snapshot of what has transpired during each phase of the procurement and contracting cycle.

The business case, RFx document and final contract documents only.

The contractor's references and performance evaluations.

The budget, scope and project plan.

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Question 2 of 5

2. Question

If your organization does not have a records retention policy, what is the standard amount of time contract files are normally required to be kept?

10 years.

3 years.

7 years.

5 years.

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Question 3 of 5

3. Question

What should be done with handwritten notes made during a site inspection?

Filed in the inspector's personal files as they are private notes.

Transcribed and reviewed by the contractor before placing in the file.

Removed from the file once performance is back in line with expectations.

Dated, signed and a copy placed in the contract file.

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Question 4 of 5

4. Question

If you must amend the contract during the contract term, what should be done with the original contract paperwork?

Replace the original contract on file with the amended one.

Retain both the original contract and the amending documents.

Create a new contract number and file for the amended contract.

Have the contractor keep a copy of the amended contract and retain the original contract in-house.

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Question 5 of 5

5. Question

How should you decide which contract file documents to retain and which to discard?

Retain less rather than more to save space.

Keep only those documents submitted by the contractor.

Follow your organization's records retention policy.

Keep all documents except those that have not been signed or dated.

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