Set-Aside Programs Flashcards
What is it called if your agency does not use the State Use Program?
Exception- There are 4 of them
What are the 4 exceptions to the State Use Program?
1) quality- do not meet the agency’s specifications
2) quantity- e.g. the minimum amount to order is too many
3) Life cycle cost- e.g. renting tables and chairs for 1 event/year rather than buying and storing them
4) Delivery time
What is NOT an exception to the State Use Program?
Price
What are the 2 Set-Aside Programs?
1) Texas Correctional Industries
2) State Use Program (common name for TWC overseeing the Purchasing from People with Disabilities Program)- competitive bidding not required
What is WorkQuest?
The Central Nonprofit agency that TWC contracts with to administer the day to day operations of TPPD program; it is the management link between Community Rehab Program work centers, agencies, and TWC
Agencies must purchase products and services offered through WorkQuest that meet the applicable specifications of the agency and that are available within the time specified- True or False
True
Can price be used as a factor in the comparison of other sources to WorkQuest provided products or services
NO
What is best practice regarding the quantity exception?
Meet the minimum order requirement by combining the business need of several teams or divisions within the agency. Don’t split orders to avoid a minimum quantity requirement.
Give an example of specifications not satisfying a
reasonable requirement by the agency and being used to avoid buying through the State Use Program
Pen with orange ink vs pens offered in blue, black or red
To determine whether a WorkQuest-offered product or service meets the reasonable requirements of the agency, the agency must not consider ?
Price
An exception is NOT needed to document the purchase of a product or service that is?
unavailable through the State Use Program
What must an agency do if a WorkQuest offered product is obtained from another source?
Document which of the 4 authorized exceptions is being used and submit monthly reports through SPD’s State Use Program exception reporting
When can the exception for delivery time be used?
Only after WorkQuest has been contacted and confirmed its inability to meet an essential schedule or delivery date requirement.
The procurement file must be documented with a justification explaining why the longer delivery from WorkQuest will prevent the end user from conducting its normal business or will present a hazard to life, health, safety, welfare, or property.
When can the exception for quality be used?
does not meet performance standards e.g. not functionally equivalent to commercial sources- cannot be based on opinion or preference but legitimate such as paper too thin or adhesive pads don’t stick well
The procurement file must be documented with a justification as to why the WorkQuest product does not meet the specifications or performance criteria of the agency.
When can the exception for quantity be used?
when WorkQuest has a minimum order requirement that is more than is needed by the agency, or when an agency has a need for a quantity greater than WorkQuest is able to fill.
