What Method Do I Use?
These are the three primary competitive procurement methods.
RFP, IFB, RFQ
A_______________ exists when an employee, immediate family member, partner or organization which employs any of the above, benefits at the expense of the public interest or their employer.
conflict of interest
Procurement activities that are fair, open, and transparent where all suppliers are on a level playing field is the foundation for this critical principal.
competition
The procurement plan is instrumental in directing the district's procurement activities. All SFA's must have procurement plan that is in writing and has been _________________.
approved by BOE or governing board
True or False: A manufacturer’s rep. may assist you in developing your bid specifications.
False (or must be excluded from bidding if assistance is provided in writing specs)
The procurement method used to acquire goods and services when the aggregate dollar amount does not exceed $10,000 and competition is not required.
Micro-purchasing
True or False: The SN Director may not award a contract to a vendor that employs her brother.
False - the SN Director must recuse him/herself from the evaluation and award of the bid/contract.
Competition allows the SFA to procure products and services for the best ______ and highest _________ .
price, quality
This report provides a history of the quantity, dates of purchase and other information about each item purchased by the SFA.
Velocity report (or past usage report)
Geographic preference for purchases of food items is allowed for __________ and ___________ agricultural products.
raw, unprocessed
True or False: When using a Request for Proposals (RFP), cost is the sole criteria for awarding the bid.
False …what other factors are considered???
This concept is defined as the moral standards a person uses to guide his/her decisions in their persronal and professional lives.
Ethics
These are the four primary justifications for procuring goods and services without seeking competition.
emergency, sole source, piggybacking, inadequate competition/only one competitive response
One of the main driving forces of the procurement process is derived from the _____________?
menu
Federal regulations that govern the SN program can be found here.
Super Circular 2CFR 200 and 7CFR 210.21 (Buy American regs)
The __________determines what procurement method an SFA must use.
Simplified Acquisition Threshold
Within this document, you will find the SFA's/district's definition of (and employee expectations in regards to) ethics and what constitutes a conflict of interest.
Code of Conduct/Conflict of Interest Policy
Vendors wishing to do business within the competitive environment of the SFA must be accountable. Vendor accountability includes being both _____________ and _____________.
•Responsive – meets the requirements of the solicitation in a timely manner without deviation from the request – responds in a manner consistent with the request
•Responsible – has the capability to successfully perform under the terms and conditions
There are numerous areas covered within the procurement plan. Name at least three significant factors that must be detailed in the SFA’s procurement plan include.
competition, person authorized to purchase and make decisions, advertising procedures, procurement thresholds, procurement methods to use, non-competitive procedures, emergency procedures, conflict of interest/ethics, contract management, award procedures, documentation, penalties for non-compliance...
Under the Buy American regulations, SFAs are required to purchase agricultural products that are produced and/or processed in the USA unless the products are:
not available in sufficient quantity
and/or are cost prohibitive
This pricing mechanism is often used when procuring produce and other items that have frequent price changes.
Cost plus fixed fee
True or False: SFA employees may accept gifts, gratuities or kickbacks from vendors provided they fall below a total value of $50.
The answer is determined by the SFA's/district's code of conduct which would typically define the value of any gifts or gratuities, as well as how these kickbacks may be used - personally or for SFA/district purposes only.
Procuring goods/services using a sole source procedure requires approval from these two entities.
Board of Education or Governing Board AND State Agency
Anticipating, predicting and estimating goods, products and services needed for the school year are critical to the pre-procurement process. These two critical pre-procurement activities are:
planning and forecasting
An entity that is comprised of SFAs who have voluntarily banded together to leverage their collective buying power to obtain the highest quality products/services at the most economical pricing.
Cooperative Purchasing organization or group