Procurement Roles & Cycle

Question 1

What are the 12 steps for selecting the appropriate procurement method?

Answer 1

1) Is the purchase subject to a Declaration of Disaster by the Governor?
2) Can the purchase be completed using State or Federal surplus property?
3) Is the purchase for professional services, consulting
services, or legal services?
4) Can the purchase be completed using the TCI Program?
5) Can the purchase be completed using the State Use Program?
6) Is the purchase for Automated Information Systems (NIGP Class/Item with an *)?
7) Can the purchase be completed by contracting with
another state agency or local government?
8) Can the purchase be completed using SPD Term Contracts?
9) Is the purchase for printing services or equipment, or mail and messenger services?
10) Does the purchase involve used equipment or supplies?
11) Can the purchase be completed using one of the following- SPD Delegated Purchases, TXMAS Contracts, Contract established by another state agency or federal govt, Interstate Compacts/Agmts?
12) Goods at/over $50,000 or services at/over $100,000?

Question 2

What are the 5 steps of the procurement cycle?

Answer 2

1. Procurement Planning: Define the business need and establish the procurement objectives;
2. Procurement Method Determination: Identify the appropriate Procurement Method and, if applicable, issue a solicitation;
3. Vendor Selection: Fairly and objectively select the vendor that provides best value to the State;
4. Contract Formation & Award: Ensure that the awarded contract complies with applicable procurement law and contains provisions that
   achieve the procurement objectives; and
5. Contract Management: Administer and enforce the terms of the contract.

Question 3

If an agency is not specifically excluded or exempt by statute, what must the agency do for its procurements?

Answer 3

Use SPD or DIR designated procurement methods

Question 4

What roles are involved in purchasing?

Answer 4

1) receipt and processing of requisitions
2) development of specifications and statement of work
3) issuance of purchase orders against existing statewide, cooperative, or agency contracts
4) verification of the inspection of merchandise or receipt of services by the agency

Question 5

What is NOT involved in the role of purchasing?

Answer 5

The development of solicitations and contract awards that must be posted to ESBD or in the Texas Register

Question 6

What roles are involved in contract development?

Answer 6

Actions taken prior to contract execution including:

1) Receipt and processing of requisitions
2) Assessment of need
3) Development and review of specifications and scope of work
4) Identification and selection of procurement methods
5) Identification and preparation of evaluation criteria
6) Preparation of advertising of solicitation documents
7) Tabulation of respondent bids
8) Evaluation of respondent proposals,
9) negotiation of proposals, and
10) preparation and completion of contract award documents.

Question 7

What role is not included in contract development?

Answer 7

invoice or audit functions

Question 8

What roles are involved in contract management

Answer 8

Actions taken following contract execution, including:

1) the assessment of risk,
2) verification of contractor performance,
3) monitoring compliance with deliverable and reporting requirements,
4) enforcement of contract terms,
5) monitoring and reporting of vendor performance,
6) ensuring that contract performance and practices are consistent with applicable rules, laws and PCMG Guide.

Question 9

Public Procurement Professional

Answer 9

any agency employee that conducts Purchasing, Contract Development, or Contract Management activities.

Question 10

Outline the components of the Procurement Method Determination step in the Procurement Cycle

Answer 10

1) Determine method based on procurement type, cost estimate, and purchasing entity
2) Solicitation Preparation (lead time, content requirements)
3) Review and Approval
4) Advertisement
5) Agency communication with potential respondents
6) Receipt and Control of Responses