200-12 Purchasing Process

Question 1

________ expenditures shall not be made.

Answer 1

Unauthorized

Question 2

All employees shall adhere to the procurement procedures of the City of Houston, Strategic Procurement Division, unless otherwise directed by _________.

Answer 2

HPD’s Office of Budget and Finance.

Question 3

DPU HPD’s (Departmental Purchasing Unit) which is responsible for __________ within the department, designated by the Chief of Police.

Answer 3

purchasing functions

Question 4

Formal Bid is a Sealed bid to provide goods or services valued at __________.

Answer 4

greater than $50,000.

Question 5

Informal Bid is a Bid to provide goods or services valued at greater __________ or ________.

Answer 5

than $100 and equal to, less than $50,000.

Question 6

Sole Source Procurement -Purchases available only from ______vendor other competing products or services are not available.

Answer 6

a single

Question 7

Goods or services may be procured utilizing one of the following methods:

Answer 7

Purchase order (PO)

Emergency purchase order (EPO)

Contracts greater than $50,000

Professional services

Purchasing card (P-Card)

Fuel card

Petty cash

Question 8

Funds for purchasing goods and/or services are appropriated to the designated accounts during the ________.

Answer 8

annual budget process.

Question 9

Expenditures are applied against the appropriations in these accounts as prescribed by the _______ of accounts.

Answer 9

City of Houston chart

Question 10

If goods and/or services must be purchased because of an emergency or unforeseen circumstance, budgeted funds for the affected division shall be reallocated through the _______.

Answer 10

budget transfer process

Question 11

For purchases _________ and ______ or _______ a routine requisition shall be prepared and submitted to HPD’s Departmental Purchasing Unit (DPU).

Answer 11

greater than $100 and equal to or less than $50,000,

Question 12

To ensure proper accounting of the transaction, approval shall be obtained from the appropriate ______ (or civilian equivalent) or above.

Answer 12

assistant chief

Question 13

The command’s ______ shall determine if funds are available for the expenditure and shall verify the organization and account numbers.

Answer 13

budget coordinator

Question 14

An emergency purchase order (EPO) shall be used when an item or service is needed on an ________.

Answer 14

emergency basis

Question 15

Should combined City of Houston purchases of the same or similar items from the same vendor knowingly exceed $50,000 within any 12-month period, it is necessary to ________ .

Answer 15

establish a City contract

Question 16

Once it is determined the required goods and/or services are not currently under contract, the _____ requiring the goods and/or services shall develop the necessary specifications

Answer 16

division

Question 17

As it pertains to contract renewal, Requesting divisions shall be notified approximately ______ prior to the expiration of an existing contract.

Answer 17

nine months

Question 18

A _________ is a credit card used for small dollar purchases of contract and non-contract goods and/or services for official City business.

Answer 18

purchasing card (P-Card)

Question 19

Purchases on a P-Card shall be made according to ________ and in accordance with the expenditure approval procedures for the concerned division or command.

Answer 19

approved P-Card procedures

Question 20

______ develops and administers procedures for the use of P-Cards. They also establish guidelines and criteria for transactions and cumulative dollar limits for the cards.

Answer 20

SPD (Strategic Procurement Division)

Question 21

The City’s ________ shall be given to the vendor when a P-Card is used to pay for City business expenditures. The City’s tax-exempt number can be obtained from the DPU.

Answer 21

tax-exempt number

Question 22

Once issued, the Fleet Unit shall maintain records on fuel card transactions, receipts, reconciliations, and reimbursements. The _____ shall initiate an investigation against any employee who abuses or misuses the fuel card (see General Order 200-03, Investigation of Employee Misconduct).

Answer 22

Fleet Unit

Question 23

Fuel cards shall be used only for ____ and ____.

Answer 23

fuel, oil.

Question 24

All divisional vehicle purchases shall be coordinated with the _______.

Answer 24

HPD Fleet Unit

Question 25

The informal bidding process shall be used for one-time purchases when the total cost of an item or service is ________.

Answer 25

greater than $100 and equal to or less than $50,000.

Question 26

Read

Answer 26

Section 11 Informal Bids

Question 27

Read

Answer 27

Section 12 Formal Bids

Question 28

The formal bidding process is used for onetime purchases to secure goods and/or services valued at ________.

Answer 28

greater than $50,000.

Question 29

Read

Answer 29

Section 13, Receiving Process