The Procurement Cycle
Where the Procurement Cycle begins.
What is the identification of a need?
Written standards governing performance of employees engaged in contract awards
What are Standards of Conduct?
A purchase made due to an unexpected and urgent request where health and safety or the conservation of public resources is at risk. Usually formal competitive bidding procedures are waived.
What is an Emergency Purchase?
A detailed written description of the conceptual requirements for the project contained within an RFP.
What is the Scope of Work (SOW)?
Meeting held by the buyer with potential bidders or Offerors after the solicitation has been released and prior to the development of the bids or proposals.
What is a Pre-bid or Pre-proposal Conference?
Sealed bid; made to lowest, responsive, responsible bidder
What is an Invitation for Bid (IFB)?
Procedures used to handle, resolve complaints from bidders
What are Written Protest Procedures?
Award made without competition to only contractor who can supply goods and services
What is sole source award?
A desk reference manual detailing the tasks assigned to the position, step-by-step descriptions of how each is accomplished and how often each must be completed.
What is a Standard Operating Procedure (SOP)?
A written change, addition, alteration, correction or revision to a bid, proposal or contract document.
What is an Addendum/Addenda?
A simplified method of filling anticipated repetitive needs for small quantities of supplies or services by establishing "charge accounts" with qualified sources of supply.
What is a blanket purchase agreement (BPA)?
Requirement to use local vendors
What is Local Vendor Preference?
Purchasing off contract of another grantee who has inadvertently acquired contract rights in excess of its needs
What is piggybacking?
Response from the supplier/contractor outlining very specifically how the supplier proposes to complete the work.
What is the Statement of Work?
A delinquency notice that must be issued prior to termination for default of a supply of service contract before the contract's delivery date.
What is a Cure Notice?
Proposals solicited; award made to firm most advantageous to grantee
What is a Request for Proposals (RFP)?
A contractor, business entity or individual who has submitted a bid or request for proposal that fully conforms in all material respects to the IFB/RFP and all of its requirements, including all form and substance.
What is a Responsive Bidder?
Awards that expand scope of original contract made without competition to existing contractors
What are change orders?
Right Materials, Right Quantity, Right Time, Right Place, Right Source, Right Service, Right Price
What are the 7 Rights of Procurement?
Collecting and analyzing information about capabilities within the market to satisfy agency needs.
What is Market Research?
The document used to solicit qualifications from potential providers for goods and services (Offerors). Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to contract award.
What is a Request for Qualification (RFQu)?
Can be included in contracts if quantities or periods are evaluated to determine award
What are option clauses?
Award made to contractor who charges single rate, including overhead and profit for labor, and bills materials at cost
What are time and materials contracts?
The measure of all of the cost components associated with the procurement of a product or service.
What is the total cost of ownership (TCO)?
Unexpected or uncontrollable events, including those caused by nature that can impact the contract price, terms and conditions. Events not due to contractor negligence and may excuse contractor performance during the events and under certain conditions caused by them.
What is Force Majeure?