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PJMCA > procurement and whatnot > Flashcards

procurement and whatnot Flashcards

1
Q

What is outsourcing

A
  • business practice of obtaining goods or services in a company from an external service provider
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2
Q

what is outsourcing used for?

A

non-fundamental roles

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3
Q

advantages for outsourcing

A
  • expertise not available internally
  • reduce operating costs
  • free resources for other purposes from non-core activities
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4
Q

Disadvantages for outsourcing

A
  • loss of control
  • loss of technical knowledge
  • cost of set up & monitoring
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5
Q

Property/Facilities Management’s types of services

A
  • soft services
  • hard services
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6
Q

soft services in outsourcing

A
  • Make the workplace more pleasant or secure to work in
  • Non-technical services, usually with high user focused outcomes
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7
Q

Hard Services in outsourcing

A
  • Relate to the physical fabric of the building & cannot be removed
  • Technical services involving maintenance of systems, equipment & building fabric
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8
Q

outsourcing approaches in project management/facility management

A
  • Increasing trend in many organisations outsourcing works beyond the typical plant operation & maintenance works
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9
Q

what kind of stuff outsourcing do?

A
  • security services
  • carpark management
  • cleaning
  • waste management
  • swimming pool services
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10
Q

is there diff between contracting and outsourcing

A

yea

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11
Q

contracting

A
  • organization procures services or goods from the service provider
  • owner has control of the process
  • owner tells the service provider exactly what he/she wants and how it is to be
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12
Q

outsourcing

A
  • organization transfers ownership of a business process to a service provider
  • owner does not instruct service provider how to perform the tasks but, instead, specifies the performance or outcomes
  • how the performance or outcomes are
    achieved is within the control of the service provider
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13
Q

Procurement:

A

process of obtaining goods & services for business use

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14
Q

Procurement management is about

A
  • Finding the right seller to acquire products, services or results
  • Choosing the right kind of relationship
  • Goals of the contract are met
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15
Q

Plan procurement management

A
  • whether there is need for purchase
  • what kind of contract
  • how project will be contracted out
  • when to contract out
  • prepare doc needed to support procurement process
  • plan out each individual contract
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16
Q

planning out each individual contract

A
  • how you manage contract
  • what metrics it will need to meet to be successful
  • how to pick a contractor
  • how to administer contract
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17
Q

procurement triangle

A

highest QUALITY, at lowest COST, in shortest TIME

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18
Q

can there truly be balance in procurement triangle

A

no, its is not always possible

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19
Q

Quotation

A

called for minor project

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20
Q

tender

A

called for major project

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21
Q

how to decide quotation or tender?

A
  • nature
  • cost
  • technical complexity
  • time available
  • need for continuity of project
  • degree & nature of risk involved
22
Q

types of procurement

A
  • direct purchase
  • verbal quotation
  • invitation to quote (ITQ)
  • Invitation to Tender (ITT)
23
Q

Value of Goods or Services To Be Purchased

A
  • direct purchase: less than $500
  • verbal quotation: $500 - $6k
  • invitation to quote (ITQ): $6k - $70k
  • Invitation to Tender (ITT): more than $70k
24
Q

Method of Procurement

A
  • direct purchase: Direct purchase from supplier/contractor
  • verbal quotation: Obtain at least 2 recorded verbal quotations
  • invitation to quote (ITQ): Invite at least 3 suppliers or contractors to quote
  • Invitation to Tender (ITT): Call for tenders from at least 3 tenderers
25
Q

up to $5k purchase value

A

endorsement authority: supervisor
approving authority: manager

26
Q

Up to $10,000 purchase value

A

endorsement authority: manager
approving authority: director

27
Q

Up to $50,000 purchasing value

A

endorsement authority: director
approving authority: Managing Director

28
Q

> $50,000 purchase value

A

endorsement authority: Managing Director
approving authority: procurement committee

29
Q

Procurement Process

A
  • Proper management of the procurement process can help to improve the profit & reduce the losses of the organisation
  • Business fraud & graft often occur during the procurement process
30
Q

2 phases in the planning phase of the procurement life cycle model.

A
  • pre-contract
  • post-contract
31
Q

pre-contract timeline

A
  • planning
  • (client approval)
  • calling of tender
  • evaluation of offers
  • (client relations)
  • award contracr
32
Q

post-contract

A

contract management

33
Q

Tender

A
  • procurement process
  • involving project’s requests from the external market
  • to place proposals on the supply of goods & services to that project
34
Q

tendering process

A
  • expression of interest (EOI)
  • Pre-Q (shortlisting)
  • Invitation to tender
  • site show round
  • submission of offer
35
Q

so how is a building project done?

A
  • needs
  • appoint consultants
  • concept design by architect, estimate of construction cost by QS
  • owner approval
  • prepare drawing, specifications & tender doc by consultants
  • pre-qualification of tenders
  • site showround, architect present
  • collection of tender docs
  • tender close
  • evaluate tender
  • tender recommendation
  • approval of successful tenderer
  • acceptance of tenderer
  • contract commencement
  • construction
  • certified completion
  • handover
  • maintenance
36
Q

In receiving & handling bids during tendering process, it is important
to ensure…

A
  • process is open & transparent
  • no conflict of interest
  • confidentiality, integrity of non-disclosure
37
Q

Tendering Process

A
  • media ads
  • organizational website
  • sesami
  • GeBiz
38
Q

tendering

A
  • invitation letter
  • media advertisement
  • electronic
39
Q

invitation letter

A
  • Quick & more specific
  • Good for relatively small no. of tenderers
  • Usually for small value or simple service
40
Q

Media Advertisement

A
  • able to reach more tenderers
  • good for more standard with many such tenderers available
  • For common goods & services, may need more time to process
41
Q

Electronic

A
  • Easy & quick to inform tenderer
  • Good for disseminating large amount of information at a short period of time
  • Need a higher capital outlay from the tenderers, able to reach the more
    financially strong & established tenderer since tenderer has to have infrastructure to gain access
42
Q

What Is Government Procurement

A

It is the acquisition of goods and services via contract by Ministries, Departments,
Organs of State and Statutory Boards

43
Q

who is in charge of GP

A

ministry of finance

44
Q
A
45
Q

Small Value Purchase(SVP)

A

• Not more than $6,000.00
• No need to issue Purchase Order

46
Q

How to source for small value purchases?

A
  • written letters
  • GeBiz
47
Q

Quotation

A

$6,000.00 - $90,000.00

48
Q

Sourcing for Quotation

A
  • Open Quotation
  • Invitation to Quote (ITQ) or Limited Quotation
  • Direct Contracting
49
Q

Open Quotation

A

• Issue toa minimum of three (3) contractors/suppliers
• Provided the Terms & Conditions of Purchases are posted clearly

50
Q

Sourcing for Open Quotation

A
  • Email
  • Posting On GeBIZ
  • Mail
  • Get Price List / Catalogues
51
Q

Ads for open quotation

A

• Quotation Opening Period shall not be less than 7 working days including the day on which the quotation is called
➢ should have reasonable period of time to let interested contractors/suppliers submit a quotation
• closing date shall be on a working day
• if got exigencies, shortening of Quotation Opening Period need approval of at least a Director (or equivalent)
• No shortening is allowed once Quotation Notice is published or issued.

PJMCA (8 decks)

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