AA's
Master Agreements
P-Card
Warehouse
Misc.
100
True or False:
Divisions can use AASOs to pay for the same procurement item across multiple periods.
FALSE! Unless you have approved monthly payments and you will be using the AASO for an allocated amount.
This would be considered Bid Splitting, and it is prohibited by State Law!
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Why?
Per AD 4-05 (Section 5.2.4): Dividing the scope, quantity, or means and methods of performance of a contract for the sole purpose of avoiding applicable competitive bidding requirements, procedures required under this AD, or proper contract award. Bid splitting is prohibited by state law. Examples of the prohibited practice include, but are not limited to: procuring items separately that would, in normal procurement practice, be purchased all together; procuring items over multiple periods of time that would, in normal procurement practice, all be purchased at the same time; or making multiple purchases of component parts of an item that would, in normal procurement practice, be purchased in one purchase.
100
Who can a vendor contact if they are interested in bidding on a Solicitation/Master Agreement?
A. Office of Procurement Services
B. Support Services
C. Director Jenkins
D. Any PKR Division
Who you gonna call? - OPS
100
True or False:
I can use a P-Card if I find a vendor that is cheaper and has better quality goods than what is on Master Agreement.
False!
100
Who can approve a warehouse orders?
A. Mechanic
B. Carpenter
C. Manager
D. Plumber
C. Manager
100
Fill in the blank:
City Council/Park Board approval is only required for procurements/purchases over __________.
$300,000.00.
**Unless it is a multi-year agreement**
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200
Which of the following is/are exempt from bidding?
A. Sole Source
B. Advertisement Services
C. Emergency Procurements
D. All of the above
D. All of the above
Emergency Procurement:
1. A public calamity where it becomes necessary to act or make an expenditure of City funds to relieve the necessity of the citizens or to preserve the property of the City.
2. Where it is necessary to preserve the public health or safety of the citizens of the City.
3. If unforeseen damage to City property, machinery or equipment occurs.
200
If a master agreement is expiring soon, and divisions would like to add additional items that are needed for the new upcoming MA, who do you need to contact?
A. OPS
B. Support Services
C. Star Trek Enterprise
D. Director Jenkins
Answer:
B. Support Services
200
True or False:
P-Cards replace the Procurement Process.
P-Cards do not replace the Procurement process. It gives the department an efficient, cost-effective alternative way to make justified/delegated purchases of $3,000 and below.
200
On what day is the Warehouse Open House held?
Every Friday (ALL DAY!)
200
Do you need a risk review for any services under $3,000.00?
Yes.
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You need to send Office of Risk Management a scope of services no matter the amount and they will determine if insurance is needed.
Remember: **RISK REVIEWS ARE PROJECT SPECIFIC**
300
How long in advance should you submit an Administrative Action?
A. Minimum of 2 Weeks before a service is needed.
B. 1 Month before the service is needed.
C. The day after the service is needed.
D. Minimum of 3-4 Months before the service is needed.
D. Minimum of 3-4 Months before the service is needed.
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Please note that all Administrative Actions require a minimum of three months’ advance submission to ensure proper processing and a timely return.
The estimated completion time may be adjusted based on the following factors:
• Additional standard or rush requests
• Missing/Incomplete information from the requesting division or vendor
• Attorney availability
• Delays in receiving required signatures from involved parties
300
If a good/service is on Master Agreement, can I utilize another vendor outside the Master Agreement through an RQS?
No, you will be out of compliance and will be in violation of A.D. 4-05
300
True or False:
I'm going out of town; my backup can use my P-Card when I'm away.
False.
300
Who do you send your approved order to?
A. Basillio Torres
B. Jasmine Hair
C. Shola Adebajo
D. PKR Stores
PKR Stores
300
Would you need to do another risk review if you use a different vendor for the same service?
Yes, you need to provide a risk request for each service.
400
What can you do in lieu of 2 HUB's?
an IFS.
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You would need a detailed scope of work, one quote and submit it to OPS to bid it out to Bonfire for at least 5 days.
400
How long does an RFB and an RFP take?
A. 2 weeks (RFB) / 8 weeks (RFP)
B. 3-6 months for an (RFB) / 6-9 months for an (RFP)
Answer: B!
3-6 months / 6-9 months
400
Which of the following is/are unacceptable P-Card purchases?
A. Rental Agreements (Welding Gas Refills, Tank Rentals)
B. Equipment Leases or Rentals (Forklifts, Excavators)
C. Uniforms
D. Service Agreements
E. None of the Above
F. All of the Above
F. All of the Above
400
How much time do you have to pick up your order after being notified by Warehouse Personnel before it is restocked and put back on the shelf?
A. 1 Day
B. 2 Weeks
C. 1 Week
D. 1 Month
B. 2 Weeks
400
True or False:
If an AA is over $100k...it will need approval from Parkboard/City Council.
False, unless it is a Multi-Year Agreement.
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500
True or False:
All AA solicitations for services exceeding $100,000 but not exceeding $300,000 must be procured through a formal solicitation process unless the procurement is a sole-source, co-op, or special-needs procurement. Once approved by OPS, the AA can move forward without approval from Parkboard or City Council.
True!
**An AA not exceeding $300,000 does not require approval from the Park Board or City Council; however, its term may not exceed one (1) year. Any multi-year agreement will require approval from both the Park Board and City Council. **
500
If a Master agreement has open ($0.00) lines, can it be used for an item that is not on the master agreement?
Yes or No
ABSOLUTELY NOT.
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They must be used for the goods/services that were included in the bid and awarded to the vendor, nothing else.
500
In what circumstance is using a P-Card exempt from purchasing an item that is currently on a Master Agreement?
When the vendor cannot provide it by the time frame/needed.
**Email documentation is required from the vendor stating that they cannot provide the goods/services in the time frame needed.**
500
What is the timeline for being able to return an incorrect item?
A. Within two weeks.
B. Within the same month of purchase.
C. Within two months.
D. Within the quarter.
B. Within the same month of purchase.
500
What is the threshold for services for an RQS?
Under $3k.
Anything above $3k will need to be an AA.