Budgeting & Financial Control
Acquisition Process
Payment & Amendments
Supplier Conduct Supplier Performance
P-Card
100
This group approves the budget
What is Council?
100
A form that allows you to provide all the details of any purchase and is used to initiate an acquisition.
What is Request for Acquisition form (RFA)?
100
Coding the invoice (the General Ledger account # is written on the invoice) is the responsibility of the Corporate & Financial Services (CFS) Department. TRUE or FALSE?
What is FALSE?
100
What is the definition? 2 or more Proponents communicate or share information directly or indirectly regarding an RFx, attempting to limit open competition for their direct or indirect benefit.
What is "Collusion"?
100
A P-Card is a short-form of Penalty Card, and it's given to employees who don't know how to behave :) TRUE or FALSE?
What is FALSE?
200
Council has the ultimate authority to approve or disapprove spend. For greater efficiency, these 3 delegated authority roles were created to act on behalf of Council.
What are Initiation Authority, Commitment Authority, and Payment Approval Authority.
200
One of the issues that can occur as a result of poorly written specifications.
What is Delays during the acquisition process (due to addenda, hard to make apples-to-apples)? What is Unsatisfactory supplier performance? What is Unnecessary risk? What is Higher cost to the Town?
200
Who approves acquisitions considered as Unforeseen Situation of Emergency?
What is Commissioner?
200
What is the name of this conduct? An RFP was issued but the Contract has not been awarded yet. A sales manager inquires with the Project Lead about the number of participating Proponents.
What is "Violating the blackout period"?
200
I cannot have a P-Card unless I completed this training. TRUE or FALSE?
What is TRUE?
300
This delegated authority binds the Town by signing the contract.
What is Commitment Authority?
300
At the Town, RFB is the only "Contract A"-type acquisition method. TRUE or FALSE?
What is TRUE.
300
On a lobby refurbishment project the contractor discovers some water damage to the insulation behind the wall and suggests to replace the insulation and the drywall to prevent molding. This would be considered Contingency since it’s within the scope of the project. TRUE or FALSE?
What is TRUE?
300
Provide at least 2 different options/steps you can do to deal with unsatisfactory supplier performance or supplier conduct.
What are ... 1.) Performance Management 2.) Termination 3.) Suspension
300
Provide at least 3 examples of what the P-Card can be used for.
What are... 1.) Professional memberships 2.) Subscriptions 3.) Gas purchase 4.) Catering
400
During the budgeting process, we have to assess the probability of an unforeseen event and provide an estimate in the budget for this item.
What is Contingency?
400
SELECT THE BEST OPTION: With the Town’s many buildings there is always a need for unexpected repairs such as plumbing. What is the most efficient method to establish a list of qualified suppliers with competitive pricing where you could award equitably? A: Request For Proposal (RFP) B: Request For Roster Candidates (RFRC) C: Request For Supplier Qualification (RFSQ) D: Request For Information (RFI)
What is "B" - RFRC?
400
The Town has signed a procurement contract with ACME Landscaping Company for lawn care services. The Town receives an invoice from Bonanza Landscaping Company, which ACME later claims to be its subcontractor for that project. What’s the right thing to do? A: Processing the invoice and making the payment as is. B: Manually changing the invoice to show Bonanza Landscaping Company and make the payment. C: Rejecting the invoice and asking ACME to change the invoice to show Bonanza Landscaping Company. D: Rejecting the invoice and asking ACME to change the invoice to show ACME Landscaping Company.
What is "D"?
400
You can terminate a contract for non-performance without putting the supplier on a formal performance management plan. TRUE or FALSE?
What is FALSE? Now, those who thought this is TRUE, you are also correct! If the supplier's bad performance affects public safety or has health and safety violations, it is possible. Talk to Procurement!
400
You have a one-time purchase under $10,000. What is the most effective method to use for the purchase?
What is P-Card?
500
Which of these is an acceptable behavior by the Town employees? A: Purchases being made using split purchase orders to avoid competitive thresholds. B: Under-estimating the acquisition value so it falls under Low Value Acquisition and avoids the Competitive Procurement process requirements. C: Acquiring goods/services over $10K without a competitive process D: None of the above
What is "D"?
500
SELECT THE BEST OPTION: A procurement call has closed, you have evaluated the submissions and know the rankings of the respondents. When the lowest bid respondent calls you and asks you for the result before the contract award, you … A: say: “Congratulations, You’ve got the deal!” B: say: “I’m sorry but I can’t give you any such information, you need to inquire with our Procurement Section.” C: say: “Looking good! Your submission is impressive and your quotation is well below our budget.” D: say: “Sorry, wrong number!” – and hang up
What is "B"?
500
Name 3 items Council is expecting reporting on as it relates to the Financial Control and the Procurement Policy by-laws.
What are: 1.) Budget Forecast 2.) Budget/forecast variance 3.) Reallocation of approved budget 4.) Status of active capital projects 5.) Financial statements 6.) Reserve and Reserve Fund status 7.) Budget requests 8.) Sole and Single Source acquisitions 9.) Acquisitions resulting from urgency
500
Provide at least one reason a supplier can be suspended.
What are ... 1.) Supplier engaged in prohibited conduct (collusion, violating blackout, etc.) 2.) Misrepresentation, willful omission or addition of data or information 3.) Persistent billing errors 4.) Uncured poor performance or non-performance 5.) Harassment, intimidation or act of violence
500
TRICK QUESTION: Which of these actions are allowed in the use of P-Card? A: Use the P-Card for personal expenses B: Split the transactions into smaller spend so that it stays within my threshold. C: For preapproved purchases that are integral to the performance of my job. D: Guarding my PIN and not share with others.
What is "C" and "D"?
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