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Flashcards in Process Terms Deck (21)
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1

Procurement Definition

Acquisition of goods and/or services

2

COA Procurement Process

Purchase Planning
Determine Procurement
Supplier Research
DOP Trigger Pack (bid process)
Contract
*Legislation
Purchase

3

Purchase Planning

Office completes project request form (specs & budget). Form to business operations and FC from DOP

4

Determine Procurement Method

$20K > = Department (FPO)
$20-100K = CPO (Competitive or alternative w/o legislation)
$100K> = Legislation (Competitive or alternative w/ legislation

5

FPO with existing agreement

Use FC or CPA #
Annual Contract - add Bid#
Agreement - Attach agreement

6

Competitive Procurement

RFP, RFI, ITB, RFQ

7

Alternative Prcourement

Sole Source, Special, Emergency Procurement & Cooperative Agreement

8

RFI

Request for Information: collect information for specialized service or good

9

RFQ

Request for Qualifications: get qualifications from pool professional/suppliers future need. Only qualified can bid.

10

ITB

Invitation to Bid: soliciting sealed bids. To provide goods and services

11

RFP

Request for Proposals: soliciting sealed bids. To provide goods and services. Used when clear specs are not available or when a service is required.

12

Sole Source

Contract or PO when there is only one service.

13

Special Procurement

Success of project hindered by by formal process. Not Time

14

Cooperative Agreement

Joins City with agreement by or on behalf another public procurement unit.

15

Emergency Procurement

Procurement when threat to public health, welfare or safety.

16

Formal Contract Number (FC-XXXX)

Used for tracking administrative purposes given by DOP member during planning phase.

17

FPO w/o agreement

1. Email (3) vendors same specs, deadline, info with 3 day deadline. Ask for Gov discount.
2. Prep "Memo to File"

18

FPO w/o agreement

1. Email (3) vendors same specs, deadline, info with 3 day deadline. Ask for Gov discount.
2. Prep "Memo to File" purpose for soliciting, steps to reach decision, list business and email address used.

19

Stages of Competitive Procurement

1. Submit trigger package to DOP
2. Meeting to discuss project
3. Advertising (2 wk min)
4. Proposal and Conference
5. Q&A
6. Site Visit*
7. Bid Submittal/Opening
8. Evaluation*
9. Department Rec
10. Award
11. Legislation*
12. Contract
13. Notice to Proceed (NTP)

20

Stages of Competitive Procurement

1. Submit trigger package to DOP
2. Meeting to discuss project
3. Advertising (2 wk min)
4. Proposal and Conference
5. Q&A
6. Site Visit*
7. Bid Submittal/Opening
8. Evaluation
9. Department Rec
10. Award
11. Legislation
12. Contract
13. Notice to Proceed (NTP)

21

FPO w/o agreement - Requisition

Attach memo & quotes

Office - attach memo and all communications, copies of quotes, other applicable items.