Finance Administrative Policy - completed Flashcards Preview

Volume 2 MJH > Finance Administrative Policy - completed > Flashcards

Flashcards in Finance Administrative Policy - completed Deck (44)
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1
Q

“Agency”

A

means a business unit or organization and, more specifically, includes all
departments, divisions, and offices of the City of Glendale, whether under the supervision of
the City Manager or the Mayor and Council and all boards and commissions, unless otherwise
provided by the Arizona Revised Statutes; and the employees, contract employees, temporary
employees, agents, volunteers, and contractors of the business unit or organization, unless
otherwise specified.

2
Q

“Aggrieved person or entity”

A

means an actual or prospective bidder or offeror whose economic
interest may be affected substantially and directly by the issuance of a solicitation, the award of
a contract or by the failure to award a contract. Whether an actual or prospective bidder or
offeror has an economic interest will depend upon the circumstances of each case.

3
Q

“Custodian”

A

means the person authorized by the Department Head to obtain and securely
store a petty cash box and make disbursements from it according to this policy.

4
Q

“Debarment”

A

means an action taken by the Materials Manager to prohibit a person from
participating in City procurements.

5
Q

“Emergency Purchase”

A

means any procurement when supplies or services are needed for a
situation where the health, safety or welfare of the public is endangered if immediate
corrective or preventative action is not taken.

6
Q

“Informal Verbal Purchases”

A

means purchases of $5,000 and up to $9,999.99 that are not
covered under an existing cooperative or City contract which require a minimum of three verbal
quotations whenever practical.

7
Q

“Informal Written Purchases”

A

means purchases of $10,000 and up to $49,999.99 that are not
covered under an existing cooperative or City contract which require a minimum of three
written quotations whenever practical.

8
Q

“Multiple Award”

A

means an award of separate contracts for one or more similar materials or
services to more than one bidder or offeror.

9
Q

“Procurement”

A

means purchasing, renting, leasing, or otherwise obtaining any supply, or
service. The term includes all functions that pertain to the obtaining of any supply, or service,
including description of requirements, selection and solicitation of sources, preparation and
award of contract, and all phases of contract administration.

10
Q

Who shall be responsible for the administration of the purchasing
department as described in Article VIII, Section 3, of the City Charter, which shall be the
Materials Management division of the Finance and Technology Department?

A

The Materials manager

11
Q

The types of Solicitations generally available to city agencies are:

A
  1. Request For Proposal (RFP)
  2. Invitation For Bid (IFB)
  3. Request For Written Quote (RFQ)
  4. Request for Statements of Qualifications (RSOQ)
12
Q

Small Dollar Procurement Limit (dollar amount)

A

Procurement of supplies and services up to $4,999.99 are defined as Small Dollar
purchases which may be made by seeking competition, such as calling for quotes
and shopping around at different suppliers, or by direct purchase, provided it is
determined that the price is fair and reasonable.

13
Q

Informal Procurement Limit (dollar amount)

A

Procurement of supplies and services, when the cost is $5,000.00 or more and up to
$9,999.99 may be made using verbal or written quotations.

14
Q

Formal Procurement Limit (dollar amount)

A

Procurements of supplies and services when the cost is $50,000 or more shall be
made by Formal methods in accordance with the provisions of this policy and any

15
Q

Formal procurements must be approved by _________.

A

the city council

16
Q

Sole Source procurement requests of less than ________ can be approved by the materials manager. Otherwise it takes the approval of who?

A

$50,000

Materials Manager and City council

17
Q

Special procurement is a

method to accomplish procurements, without ________

A

Competition

18
Q

Special procurement requests that are up to a

value of

A

50,000 $$

19
Q

EMERGENCY PROCUREMENT is….

A

An emergency condition is one where the health, safety or welfare of the public is
endangered if immediate corrective or preventative action is not taken.

20
Q

Whenever practical, a purchaser of goods and services estimated to cost more than
$4,999.99 and less than $49,999.99 shall obtain at least one of the three required price
quotes from a __________.

A

Minority Business Enterprise

21
Q

Request for Proposals (RFP) shall set forth all specifications for the services or supply needed,
including but not limited to:

A
  1. The type of services required and a description of the work involved;
  2. The type of contract to be used;
  3. The estimated duration that the service or supply will be required;
  4. That offerors may designate portions of the proposals as proprietary or confidential;
22
Q

A RFP shall be issued at least ____ days before the closing date and time for receipt of
proposals, unless a shorter time is determined to be necessary.

A

five (5)

23
Q

RFP forms shall be approved by the _________

A

Materials Manager

24
Q

For competitive sealed bidding procurement, Materials Management shall issue an
_________ on a form or in the manner prescribed by the Materials
Manager.

A

Invitation for Bids (IFB)

5 days out from closing

25
Q

802 TIME FOR FILING A PROTEST:
Protests shall be filed with the Materials Manager within _________ calendar days after the
aggrieved person or entity knows or should have known the facts and circumstances upon
which the protest is based.

A

seven (7)

26
Q

The Materials Manager will review the formal protest and issue a written determination
within _______ business days of receiving the formal protest.

A

fourteen (14)

27
Q

The City may enter into a multi‐term contract for a period of time up to ____ years,
provided that, such action is approved by the Materials Manager.

A

five

28
Q

True or False:
The Department Head may authorize someone in a department other than their own to
authorize expenditures for a department?

A

True. Ultimately falls under Department head’s responsibility

29
Q

Supervisors or mid‐managers authorized by Department Head can approve what dollar amount of spending?

A

Up to $5000

30
Q

Senior Managers authorized by Department Head, can spend up to what dollar amount?

A

$25,000

31
Q

Spending of over $50,000 must have the approval of __________

A

department head and City manager or assistant City managers

32
Q

Purchase requisitions and purchase orders should be used whenever possible for making
payments of ________ and over.

A

$5000

33
Q

For small dollar purchases (less than ________), the city’s

procurement card program is the preferred method of payment.

A

$5,000

34
Q

Except as otherwise provided in this policy, reimbursements from petty cash may only be
made when the total cost is no more than ______, including applicable taxes.

A

$150

35
Q

To create a new petty cash fund, the Department Head shall send an e‐mail or written
memorandum to the Finance and Technology Director or designee containing the
following:

A
  1. The name of the Custodian(s),

2. The amount and location of the fund.

36
Q

What is the dollar value threshold for a capital or fixed asset?

A

$5000

37
Q

What department is responsible for developing procedures and maintaining an inventory of the city’s capital assets?

A

The Finance and Technology department

38
Q

Capital assets include but are not limited to:

A

vehicles, computer equipment, software, machinery, buildings, water and sewer plants, land…

39
Q

Out-of-Town Travel:

A

Any travel that goes beyond the limits of Maricopa County

40
Q

Requests for reimbursements must be submitted to Accounts Payable within
________from the end date of the business travel.

A

30 calendar days

41
Q

The employee’s ________ must

approve all requests for travel and reimbursements.

A

supervisor

42
Q

The City Manager, Assistant City Manager or designee must approve all:

A

Out of state travel

43
Q

What are the 4 forms from the finance department that need to be filled out when traveling?

A
  1. Travel Request & Reimbursement Form
  2. Mileage Worksheet
  3. Meal Worksheet
  4. Hotel Authorization Form
44
Q

What are the two kinds of meal reembursments you can use on a trip?

A

Per-diem & Itemized receipts

cant use both on the same trip.