Essentials
SIGMA ENIGMA
Which one of these doesn't belong
Searching far and wide!
Clean living
100
Name 3 of the objectives of federal government procurement.
Any three of the following: - enhanced access for suppliers - transparency - fairness - competition - best value
100
Which signature block on the SIGMA PO document or call-up effectively 'enters into the contract' when it is signed?
The signature block that says "Approved for the Minister"
100
Which two delegations of authority cannot both be performed for the same transaction?
Certification Authority (FAA s. 34 certification) and Transaction Authority (signing the contract) cannot be performance by the same person.
100
Where can you find a single site to locate the requirements that relate to procurement? (2 part answer)
What is The ABCB Procurement Web Portal on the intranet, and the Requirement Map page or the Rules and Regulations pages on that site.
100
What is the best time to obtain the file documentation checklist and include it in your procurement file?
When you start the procurement! Attach it to your file at the expenditure initiation or requisition stage.
200
According to the Government Contracts Regulations, bids must be solicited for which contracts?
Bids must be solicited for EVERY contract.
200
Which SIGMA document is most often signed 'for the Minister' by Materiel Management Directorate to become the contract? What is a benefit of this processing arrangement?
The call-up or 942 is often signed by MMD. This makes it easier to segregate the Transaction Authority and the FAA s. 34 certification duties.
200
Segregation of duties errors (with FAA s. 34 and Transaction Authority) most frequently occur with three types of contracts or contract documents. Name two of these.
Purchase orders, call-ups, and Task Authorizations are most likely associated with segregation of duties errors.
200
Where can you go in the ABCB Procurement Resource Portal to find out what to do when things go wrong?
What is The Learning from Experience section of the ABCB Procurement Web Portal.
200
What are three different forms of contracts that we commonly see in ABCB?
Any three of the following: - Traditional contract - Task Authorization contract - Call-up (942) against a standing offer - Purchase order (when signed and sent to the vendor)
300
Of the 4 exceptions to bid solicitation, which 2 are most likely to apply within our Branch?
1) Only one person/company can do the job e.g. for intellectual property rights ownership. 2) Contracts under $ 25,000.
300
When does a SIGMA document type Purchase Order (PO) become a contract?
When it is signed by a person with delegated Transaction Authority in the box "Approved for the Minister" and is sent to the vendor. This usually happens for low $ value purchases.
300
What two questions should you ask yourself at the pre-contract stage of a procurement to facilitate contract management later?
1. Who will be certifying under FAA s. 34 for payments (on the invoice)? 2. Who will sign the call up or purchase order? These must be done by two different individuals.
300
Which search resource is available on the ABCB Procurement Web Portal?
What is the A - Z page.
300
Where can you get the checklist for your paper procurement file?
It is in ELF.
400
There is an exception to the bid solicitation requirement for 'pressing emergencies'. a) What would quality under this exception? b) what would NOT qualify under this exception?
a) Situations with potential loss of life would qualify. b) Poor planning that results in serious time pressures and issues would NOT qualify.
400
When Acquisitions Branch instead of MMD issues a call-up under a standing offer, what additional SIGMA step is required by you?
The client (that is us!) needs to open the SIGMA document type PO against which invoices will be processed. Acquisitions Branch provides services to all of government and does not make entries into any of its clients' financial systems.
400
Which ABCB tool provides information about segregation of authorities?
The ABCB Procurement web portal, Segregation of Authorities section.
400
a) What is the name of the reference document produced by Materiel Management Directorate that walks you through the procurement process from start to finish? b) Where can you find this?
a) The Contract Management Guide b) This guide can be found on the Intranet, linked from the ABCB Procurement Web Portal page, or from the Materiel Management Directorate site.
400
Name 2 tools that ensure that you meet pre-payment certification requirements?
Two of the following: 1. the s. 34 certification process 2. the pre-certification checklist (for administrative officer or contract officer) 3. the certification checklist (for the person with delegated s. 34 certification authority)
500
The TB Contracting policy has a caveat on the exception for bid solicitation for contracts under $ 25,000. What is it?
Contracting authorities are expected to call for bids whenever it is cost effective to do so, REGARDLESS of the existence of this exception.
500
Name 2 types of SIGMA documents that can be the contract?
SIGMA purchase orders and call-ups (942) become the contract when they are signed and sent to the vendor.
500
What is a signing strategy when dealing with procurements that have a high volume of invoices? (HINT: It allows the person with the higher classification level to sign the fewest documents.)
2 acceptable answers: a) Having your supervisor sign the call-up or PO. b) Having your supervisor sign the TA WITH the required TA approver.
500
What is one of the most important best practices related to contract management?
One of the two following is acceptable: 1. Attaching the file documentation checklist to the paper file at the pre-contract stage of the procurement; 2) use of the FAA s. 34 Certification process.
500
Which procurement method requires ADM ABCB approval?
Use of Professional Services On Line requires approval by the ADM ABCB.
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