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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
Q

Request for Quotes

A

A solicitation document normally used for non-advertised procurements.
RFQ = Goods or Services

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26
Q

Invitation for Bids

A

A formal written document used to seek competition and obtain offers for well-defined goods and simple services.
IFB =Goods or Simple Services

27
Q

Request for Proposals

A

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
Q

Specifications

A

A precise description of the physical or functional characteristics of a product, good or service that maximizes competition.

29
Q

Quantitative Specifications

A

Quantitative describes in numbers

30
Q

Qualitative Specifications

A

Qualitative describes in words

31
Q

2 Preferred Delivery Methods

A

Free on Board (FOB) Destination
FOB Origin - Most Preferred

32
Q

Scope of Work

A

Written description of the agency’s needs and desired outcomes for the procurement and becomes the basis for any resulting solicitation.

33
Q

Addenda

A

Adds information to solicitation

34
Q

2 Types of Site Visits

A

Mandatory
Urged & Cautioned

35
Q

IPS

A

REQUIRED to post formal solicitations over agency’s general delegation
MUST Post at least 10 days prior to opening

36
Q

Cancelation of Solicitation

A

Cancelation of bid after posting
Over agency’s delegation

37
Q

Offer Opening

A

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
Q

One-Step Opening

A

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
Q

Two-Step Opening

A

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
Q

Responsive Vendor

A

A Vendor who has submitted a response that conforms to all requirements of the solicitation.

41
Q

Responsible Vendor

A

A Vendor who has the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

42
Q

3 Steps to Administrative Review

A

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
Q

Who can be on the evaluation team?

A

Purchasing representative
Agency subject matter expert
Accounting (for financial statements)
Business owner and/or end user

44
Q

Low Cost Value

A

Meets ALL requirements of solicitation
Offers lowest cost to the agency

45
Q

Best Value

A

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
Q

Weighted Evaluation

A

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
Q

5 Components of Narrative Evaluation

A

Starts with order of importance
Narrative Summary
Evaluation Consensus
No Points Assigned
Requires good writing skills

48
Q

5 Significant points about References

A

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
Q

6 factors for Basis for Rejection

A

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
Q

Tie Bids

A

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
Q

4 Reasons for Partial/Multiple Awards

A

Insufficient funds
Legislative mandates
When it is advantageous
More than one supplier is needed

52
Q

Notification of Award

A

Successful companies are notified in writing
Award notification shall be posted within three agency working days of award
Issuance of purchase order

53
Q

Protests

A

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
Q

5 possible items to be covered at a Kick-Off Meeting:

A

Clarify terms and conditions
Clarify any goals or objectives
Communicate roles and responsibilities
Clarify delivery expectations
Build the relationship with Vendor

55
Q

Contract Administration

A

The validation of contractual performance and the management of issues that arise during the performance

56
Q

3 main responsibilities of the Contract Administrator:

A

Fully understands contract
Manages change
Monitors progress and performance

57
Q

2 items that you should notify the vendor of after inspection

A

Damaged goods
Inaccurate order

58
Q

4 items that cannot be done to an expired contract

A

Renew an expired contract.
Extend an expired contract
Amend an expired contract
Add funds to an expired contract

59
Q

list what part of the file is not public information after award

A
60
Q

7 documents, as applicable, that should be included in the procurement file

A

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
Q

File closeout

A

To verify that both parties have fulfilled their contractual obligations and there are no responsibilities remaining.

62
Q

Public records requests

A
63
Q

Records retention

A

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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