Focus Area 1-3 Review

Strategy

100

cost, quality, timeliness, managing risks, accomplishing social and economic objectives, maximizing competition, maintaining integrity and transparency are the main parts of______ __________?

What is the goal of public procurement?

200

The following factors influence:

1.The degree of sophistication in the entity planning process.

2.How much the entity depends on procured goods and services to meet the mission.

3.How top management views the procurement function.

4.The maturity and evolution of the procurement function within the entity.

5.The ability of procurement professionals to shift from tactical to strategic planning when driving resource allocation.

degree depends top me ability.

What is: the factors that influence whether procurement plays a proactive or reactive role in the planning process?

300

Development of supplier relationships to enhance the procurement/production of goods and services consumed by the entity.

Identification of specific functional demand attributes and/or linking of procurement spending to specific goals and objectives within the entity.

What are examples of strategic procurement planning?

400

A school district buyer has a mandate from the Board to increase SWMBE (small, woman-owned, minority-owned business enterprise) opportunities. What would be the best step for her to take in order to do so?

What is: Using low-hanging fruit to increase DBE participation is an effective strategy and the best choice.

500

A Procurement Specialist in a large city is in the planning stages of a waste management contract in a municipality in which labor unions are prevalent. Which is a concern that may be addressed in the solicitation?

What is: worker safety?

Policy & Legislation 1

100

A course of action to achieve short-term goals, generally within a year or less. They are concerned with what the units beneath top management must do, how they must do it and who has the responsibility. They have shorter time frames and narrower scopes than the strategic plans.

What is: tactical planning?

200

Flow Chart & Cross Functional Flowchart

What are: types of process mapping?

300

Difference between mission statement and vision statement?

What is: Mission statements focus on the organization's reasons for being in existence while the vision statement reflects where the organization is going. Vision statements do not have a particular length. They can be as short or as long as needed to get the point across.

400

SWOT, SOAR, PESTEL

What are: methods for analyzing factors to create a mission statement?

500

OCI?

What is: prevents a supplier from competing on a solicitation when it has an unfair advantage derived from unequal access to information gained through a prior relationship with the public entity (more than just the advantages of incumbency). Conflicts can arise, for example, when a company has access to solicitation information (or has assisted in RFP development) and then submits a proposal on the project.

Policy & Legislation 2

100

_______ __________ at a minimum, should include the following:

1. The procurement goals, objectives, and responsibilities
2. A step-by-step outline of the procurement process including processing of requisitions, solicitations, bid evaluation and award, issuance of purchase orders and contracts, follow-up, and contract administration.
3. Guidelines and steps for preparing procurement requisitions, developing requisitions, receiving and inspection, and documenting vendor performance.
4. A step-by-step outline of property and supply management programs including inventory control and processes for transfer and disposal of surplus property.
5. Other special procedures such as the use of cooperative purchasing programs and payment processes.
6. A listing of important forms used in the procurement process, instructions to bidders and general conditions governing contracting, and a glossary of procurement terms.

What are: procedure manuals?

200

Rights of Procurement?

What are: 

• 7 rights -MiSS QTiPP has no i’s
• Materials, Service, Source, Quantity, Time, Place, Price
• *5 rights of procurement: Q2-T-P2, Quality, Quantity, Time, Place, Price

300

Three primary sources of procurement laws in any governmental jurisdiction?

What are: statutory, administrative, and common laws?

400

Four types of authority? Name and Define them.

What is: 

• Actual – the specific right to perform acts and make decisions or prescribe rules governing the conduct of others as given to an agent by a principal.
• Express – the authority that is explicitly given in direct language, rather than inferred from conduct.
• Implied – authority that is not defined expressly, but is only determined by inferences and reasonable deductions about actions that are necessary to perform the expressly authorized acts. Can consider the conduct of the principal regarding the historical actions of the agent.
• Apparent - occurs when a principal allows or permits a person to function in a capacity that creates the illusion that the person is an authorized agent of the principal.

500

Three sources of procurement instruction? 

AND DAILY DOUBLE: HOW DO THEY RELATE?

What is: 

• Regulation - A statement by a governmental body to implement, interpret, or prescribe law or policy, or to describe organization, procedure, or practice, often promulgated in accordance with an administrative procedure act.
• Policy - A governing principle or plan that establishes the general parameters for the entity to follow in carrying out its responsibilities.
• Procedure - The detailed series of related activities that must be completed and the sequence in which they must be done, to accomplish a given task.
• Regulation = Rule, Policy = Plan, Procedure =How/Action, Procedures are based on policy which is grounded in legislation and regulation, which guides our policies. Policies are implemented by procedure.

Planning & Analysis 1

100

Consensus
Due Process
Openness
Right to Appeal; and
Balance

What are: the five principles of the process of standardization?

200

What is NOT a justification for standardization?

What is: increased competition?

300

___ _____ occurs when there is an agreement among potential competitors to manipulate the competitive bidding process.  For example, by agreeing not to bid, to bid a specific price, to rotate bidding, or to give kickbacks to purchasers.

What is: Bid rigging?

400

How do you determine TCO?

What is: 

Identify and quantify the factors that affect costs.

Identify and quantify the factors that affect costs.

Estimate future costs that will be incurred.

Total all costs and benefits to obtain the life cycle cost. 

500

Name and define the 6 types of risk, every procurement action should be evaluated for.

Hint: PS^2 CP^2

What are: PS^2 CP^2

Proposal Risk: describing the item of service purchased through specifications and legal document

Surety/Liability Risk: protecting the financial and legal interests of the agency

Schedule Risk: ensuring timely delivery

Contractual Risk: establishing change/amendment procedures, dispute resolution, and breach procedures

Performance Risk: defining acceptance

Price Risk: defining payment terms

Planning & Analysis 2

100

5 principles of the process of standardization?

What are: consensus, due process, openness, balance, and right to appeal.

200

Make or Buy analysis is:

What is: an analysis that influences the decision to either provide the good or service by using internal organization resources or to contract out for a supplier to meet the need?

300

The process of collecting, cleansing, classifying and analyzing expenditure data from all sources within the organization (i.e. purchasing card, eProcurement systems, etc.)

What is: spend analysis?

400

A public entity has a non-competition threshold that says any purchase below $5,000.00 does not require competition. Over a three-month period, a supervisor has asked a procurement professional on 3 separate occasions to directly purchase without competition, the same products needed by their entity. On each occasion the value of the purchase was approximately $4,500.00. What should the procurement professional do?

What is: remind the supervisor of the code restrictions on fragmenting orders?

500

The factors below should be considered for ______ ____ ______:

Purchase price versus the sum of the lease payments.
Maintenance and service costs.
Life expectancy of the equipment.
Duration of need for the equipment.
Obsolescence.
Cash flow.
Prevailing interest rates if the goods are going to be financed.
Funding source for the equipment.

What is: lease or rent decisions?