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North Carolina Purchasing Certification > Intro to Procurement > Flashcards

Intro to Procurement Flashcards

1
Q

7 Stages of Procurement

A

Identify Need
Pre-Solicitation
Solicitation Prep
Solicitation Event
Evaluation Process
Award Process
Contract Process

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2
Q

2 Types of Procurement

A

Private & Public

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3
Q

7 Similarities of Private & Public Procurement

A

Assurance of continuity of supply
Avoidance of waste and duplication via standardization
Maintenance of the required quality levels
Developing a cooperative environment
Savings through innovation and value analysis
Maximizing internal efficiency
Lowest price with best quality and delivery

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4
Q

6 Differences of Private & Public Procurement

A
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5
Q

3 Principles of Public Procurement

A

Accountability
Ethics
Regulations

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6
Q

4 Sources of Authority

A

North Carolina General Statutes
North Carolina Administrative Code
North Carolina Procurement Manual
Individual Agency Purchasing Manual

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7
Q

4 Hierarchy of Authority

A

Secretary of Department of Administration
State Purchasing Officer
Division of Purchase & Contracts
Agency Purchasing Officer

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8
Q

6 Entities Subject to P&C Rules

A

State agencies
Institutions
Community colleges
UNC-system universities
NC School of the Arts
NC School for Science and Math

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9
Q

4 Categories of Public Accountability

A

Citizens & Taxpayers
Elected & Appointed Officials
Vendors
Purchasing Staff

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10
Q

3 Ethic Principals

A

Impartiality
Honest
Loyalty

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11
Q

2 Need Identification Questions

A

WHAT are you buying?
How much will it COST?

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12
Q

What is a Contract?

A

An agreement between parties with binding legal and moral force, usually exchanging goods or services for money or other considerations.

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13
Q

6 Elements of a Legally Enforceable Contract

A

Consideration
Offer & Acceptance
Mutuality of Obligation
Legality of Purpose
Definiteness

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14
Q

3 Types of Contracts

A

Term Contracts
Service Contracts
Open Market Contracts

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15
Q

2 Types of Term Contracts

A

Statewide Term Contracts
Agency Specific Contracts

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16
Q

3 Types of Service Contracts

A

Contractual service contracts
Consultant service contracts
Personal Service contracts

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17
Q

Emergency

A

A situation which endangers lives, property or the continuation of a vital program and which can be rectified only by immediate, on-the-spot purchases (or rental) of Goods or Services.

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18
Q

Pressing Need

A

When a need arises from an unforeseen cause and can be rectified only by an immediate purchase (or rental) of Goods or Services.

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19
Q

Waiver of Competition

A

Used to procure goods or services without formal bidding procedures because of unique circumstances defined in the administrative code.

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20
Q

3 Other Purchasing Options

A

Auction
Grant
Over the Counter

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21
Q

3 Procurement Methods

A

Small Purchases
Informal Solicitations
Formal Solicitations

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22
Q

3 Procurement Mechanisms

A

Purchase Order
Procurement Card
E-Procurement

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23
Q

4 Types of Solicitation Documents

A

RFI
RFQ
IFB
RFP

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24
Q

Request for Information

A

A non-binding process where an agency publishes its need for input on an upcoming solicitation.
RFI = Gather Information Prior to Issuing a Solicitation

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25
Request for Quotes
A solicitation document normally used for non-advertised procurements. RFQ = Goods or Services
26
Invitation for Bids
A formal written document used to seek competition and obtain offers for well-defined goods and simple services. IFB = Goods or Simple Services
27
Request for Proposals
A formal solicitation document used for seeking competition and obtaining offers for more complex services or a combination of goods and services. RFP = complex services or a combination of goods and services.
28
Specifications
A precise description of the physical or functional characteristics of a product, good or service that maximizes competition.
29
Quantitative Specifications
Quantitative describes in numbers
30
Qualitative Specifications
Qualitative describes in words
31
2 Preferred Delivery Methods
Free on Board (FOB) Destination FOB Origin - Most Preferred
32
Scope of Work
Written description of the agency’s needs and desired outcomes for the procurement and becomes the basis for any resulting solicitation.
33
Addenda
Adds information to solicitation
34
2 Types of Site Visits
Mandatory Urged & Cautioned
35
IPS
REQUIRED to post formal solicitations over agency's general delegation MUST Post at least 10 days prior to opening
36
Cancelation of Solicitation
Cancelation of bid after posting Over agency’s delegation
37
Offer Opening
Publicly open at date, time, and location specified in solicitation Late offers are not accepted Attendance sheet is a best practice Two agency employees present must witness
38
One-Step Opening
One sealed envelope per Vendor Bids or proposals from Vendors opened publicly at the date, time, and location specified in solicitation Name(s) of Vendor(s) announced Manufacturer and catalog # Contract awarded to lowest cost technically acceptable Vendor
39
Two-Step Opening
Two-step process: Step 1: Technical Proposal Step 2: Cost Proposal of technically acceptable Vendors Receive two sealed packages per Vendor (one for technical and one for cost) Cost only opened for technically acceptable Vendors (two agency working days notice for a public opening) Detail submittal procedures in solicitation document Award based on evaluation criteria specified in solicitation
40
Responsive Vendor
A Vendor who has submitted a response that conforms to all requirements of the solicitation.
41
Responsible Vendor
A Vendor who has the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.
42
3 Steps to Administrative Review
Review after opening bids and before passing to evaluation team. Ensure Vendor has signed bid and submitted all required information. Determine which Vendors are responsive and nonresponsive.
43
Who can be on the evaluation team?
Purchasing representative Agency subject matter expert Accounting (for financial statements) Business owner and/or end user
44
Low Cost Value
Meets ALL requirements of solicitation Offers lowest cost to the agency
45
Best Value
Vendors to offer and the agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement.
46
Weighted Evaluation
Evaluation of an offer based on subjective criteria, each of which is assigned a point value. Evaluators may place different levels of importance on various factors that have been identified.
47
5 Components of Narrative Evaluation
Starts with order of importance Narrative Summary Evaluation Consensus No Points Assigned Requires good writing skills
48
5 Significant points about References
Highly recommend not using in evaluation Ask same questions to each reference E-mail questionnaire acceptable Require a deadline to return responses May use open-ended or objective questions
49
6 factors for Basis for Rejection
Unsatisfactory quantity, quality, delivery, price, or service Non-compliance to requirements Lack of competition due to collusion Error in specifications Scope change Lack of funds
50
Tie Bids
When all offers are equal, break a tie by considering: Reject all offers and negotiate NC Vendor and/or product manufactured in NC Flip a coin with a witness present
51
4 Reasons for Partial/Multiple Awards
Insufficient funds Legislative mandates When it is advantageous More than one supplier is needed
52
Notification of Award
Successful companies are notified in writing Award notification shall be posted within three agency working days of award Issuance of purchase order
53
Protests
An oral or written objection by a potential interested party to a solicitation or award of a contract, with the intention of receiving a remedial result. May be filed in accordance with agency policy and procedure within predetermined timelines.
54
5 possible items to be covered at a Kick-Off Meeting:
Clarify terms and conditions Clarify any goals or objectives Communicate roles and responsibilities Clarify delivery expectations Build the relationship with Vendor
55
Contract Administration
The validation of contractual performance and the management of issues that arise during the performance
56
3 main responsibilities of the Contract Administrator:
Fully understands contract Manages change Monitors progress and performance
57
2 items that you should notify the vendor of after inspection
Damaged goods Inaccurate order
58
4 items that cannot be done to an expired contract
Renew an expired contract. Extend an expired contract Amend an expired contract Add funds to an expired contract
59
list what part of the file is not public information after award
60
7 documents, as applicable, that should be included in the procurement file
Original offers (written or verbal) Justification for award or cancelation Justification for emergency purchase Factors considered for renewing or extending a contract Waivers, worksheets, evaluations, tabulations Inspection reports Invoice payments Related correspondence (e-mail, memos, letters, etc.)
61
File closeout
To verify that both parties have fulfilled their contractual obligations and there are no responsibilities remaining.
62
Public records requests
63
Records retention
Purchasing records shall be maintained for five years after expiration Equipment or goods with a useful warranty exceeding five years may be retained by agency for useful time period

North Carolina Purchasing Certification (6 decks)

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