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CPWM > Public Works Purchasing > Flashcards

Public Works Purchasing Flashcards

1
Q

What does “et seq mean

A

all that follows

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2
Q

NJSA 40A: 11-1 et seq. is ?

A

The Local Public Contracts Law

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3
Q

When was the Local Public Contracts Law enacted?

A

1917

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4
Q

By the statute who is authorized to purchase?

A

The governing body

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5
Q

All public contracts must be…

A

In writing

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6
Q

A purchase order is…

A

A written formal contract or agreement

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7
Q

Name the four basic differences between public and private purchases.

A

Public Dollars vs. Private/ shareholder dollars
Publics Business vs. Company’s Business
Open Books vs. Closed System
Regulated by Public Law vs. Regulated by Policy

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8
Q

What is a Contract Year?

A

The period of 12 consecutive months following the award of a contract

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9
Q

What is aggregation?

A

It is the sum expended or to be expended for the provisioner performance of any goods or services in connection with the same immediate purpose or task, or the furnishing of similar goods or services, during the same contract year.

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10
Q

What is meant by the term Bid Threshold?

A

The amount above which a contracting unit shall advertise for and receive sealed bids in accordance with the law

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11
Q

What is a QPA?

A

Qualified Purchase Agent

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12
Q

All municipalities are required to maintain what type of purchase system?

A

An encumbrance system

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13
Q

Goods and Service contracts cannot exceed how many months?

A

24 months

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14
Q

Professional Contracts cannot exceed…

A

12 months

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15
Q

How long can you contract for Solid Waste Collection?

A

No more than 5 years

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16
Q

What are four of the Major Methods of Source Selection?

A 
Competitive Sealed Bids
Competitive Contracting
Informal Quotations
State Cooperative
County Cooperative
Local Cooperative
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17
Q

Major Methods of Source Selection refers to…

A

How you purchase things

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18
Q

What are the Bid Thresholds?

A

$17,500 non QPA

$36,000 w/ QPA

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19
Q

If the price or cost of any commodity exceeds the threshold you must get informal quotes. True or False

A

False, you must solicit competitive sealed bids

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20
Q

What steps are needed to bid for goods or services?

A

Prepare Specifications
Advertise in Official Newspaper
Accept bids and read in public
Award by resolution to the lowest responsible bidder

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21
Q

What is meant by the term Lowest Responsible Bidder?

A

The bidder or vendor whose response to a request for bids offers the lowest price and is the most responsive or responsible

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22
Q

In your specifications you shall not use the phrase “brand name or equivalent unless at least one equivalent exists. True or False

A

True

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23
Q

The quote threshold is…

A

for commodities over 15% of the bid threshold

24
Q

What are the quote thresholds?

A

w/QPA $5,400

w/o QPA $2,625

25
Q

For purchases under the quote threshold you should use “Best _________ Practice”.

A

Management

Best Management Practice - BMP

26
Q

How many informal quotes are required?

A

Two quotes if practicable

27
Q

Which vendor should get the award?

A

the vendor whose response is most advantages, price and other factors considered

28
Q

Vendors who are disqualified from bidding appear on what list?

A

The Debarred List

29
Q

Competitive Contracting in lieu of bidding for procurement of specialized goods and services can be used for…

A 
Computer Software
Hiring Not For Profit
Energy Services
Homemaker Services
Lab Testing
Concessions
Medical Services
30
Q

How long can Competitive Contracts last?

A

Up to 5 years

31
Q

What is an RFP?

A

A request for proposal

32
Q

A Competitive Contract must be awarded by…

A

Resolution

33
Q

What does GSA stand for?

A

Government Supply Administration

34
Q

What products qualify under a Commodity Resale System?

A

Gasoline, chemicals, road materials and salt

35
Q

Is a formal contract required for a Commodity Resale System?

A

Yes

36
Q

Emergency Contracts can be awarded without advertising regardless of price when an emergency affecting public health, safety and welfare exist. True or False

A

True

37
Q

The governing body must do two things to award an emergency contract. Name them.

A

Certify the emergency

Pass a resolution to award the contract

38
Q

What are the reasons that all bids may be rejected?

A

Lowest bid substantially exceeds cost estimates
Lowest bid substantially exceeds appropriation
Governing Body decides to abandon the project
Governing Body wants to revise specifications
Laws are being violated
Decide to go to State Contract

39
Q

You need “Substantial Revisions” to reject all bids True or False

A

True

40
Q

If the Governing Body abandons the project you can proceed anyway. True or False

A

False the project cannot be done

41
Q

Can you disqualify a bidder for prior negative experience?

A

Yes, as long as the negative experience is with the contracting unit and the bidder, the experience is documented and is not longer ago than 5 yrs.

42
Q

Where can you get help writing specifications?

A 
Salesman / Vendors
Consultants
Other Municipalities
State Contract
Associations
43
Q

Name items included in a bid specification.

A 
American Goods and Products to be used where possible
Bid Bond
Certificate of Surety
Statement of Ownership
Listing of Subcontractors
Receipt of addendum
Business Registration Certificate
44
Q

What is a Bid Bond?

A

Insurance

45
Q

What are Professional Services?

A

Services rendered or performed by a person authorized by law to practice a recognized profession whose practice is regulated by law, and the performance of which services requires knowledge of an advanced type in a field of learning.

46
Q

How long can you contract for Professional Services?

A

12 months

47
Q

Where is this contract usually approved?

A

At the Re-Org Meeting

48
Q

Certain Construction Contracts in excess of certain dollar

amounts require the payment of Prevailing Wage. What are the limits?

A

$2,000 for non-municipal projects

$15,444 for municipal projects

49
Q

Change Orders to a contract cannot exceed ____ of the originally awarded contract.

A

20%

50
Q

In order to approve a change order certain rules must be followed. What are the rules?

A

Authorized by resolution
Advertised in official newspaper
Reported to the State
Reported to the Auditor

51
Q

How much of the payments may a municipality retain on Construction Contracts?

A

2% of the payments

52
Q

Name the ways a municipality can sell property no longer needed for public use..

A

Public Auction
Private Auction
Trade

53
Q

If the estimated fair value exceeds 15% of the bid threshold in any one sale, it must be sold at public auction.True or False

A

True

54
Q

With regard to Public Contracts, what is meant by “Responsible”?

A

able to complete the contract in accordance with its requirements including but not limited to requirements pertaining to experience, moral integrity, operating capacity,financial capacity, credit, and workforce, equipment,and facilities availability

55
Q

What is meant by “Responsive”?

A

conforming in all material respects to the terms and conditions, specifications, legal requirements and other provisions of the request

CPWM (13 decks)

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