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Governmental Procurement ISQA 440
Goals of ProcurementSteps in the Procurement Cycle
Specifications and Work Scopes
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Procurement GoalsEquity
Integrity
Efficiency
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Procurement GoalsEconomy
Transparency
Delegation of authority
Law of agency
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Procurement GoalsNon-discrimination
Accountability
Promotion of industry
Social-economic objectives
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Procurement StagesGather informationIdentify the needSpecifications and standardsReview and authorizeSource document prep and sourcing
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Procurement StagesReview, evaluate, recommendApproval, award, issue contractAccept, certify, pay, report action, payPost award activities
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Solicitation MethodsSmall dollar/purchase cardEmergency purchasesSole source/single sourceRequest for quote (RFQ)Invitation for bids/to tender IFB/ITT
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Solicitation MethodsRequest for proposalsRequest for expression of interestReverse auctionInvitation to negotiate (ITN)Request for supplier qualifications Notice of intent (NOI)
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Solicitation CategoriesProductsProfessional servicesTechnology and related systemsPrinting and reprographicsConstructionCapital and major equipment
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Planning-Gathering InformationIdentifying trends
Forecasting the need
Devising a strategy
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The Purchase RequestBegins the cycle
Identifies the need
Assures funding is available
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Review of RequestFor completenessFor clarity Evaluate the existing supplyDetermine the potential to bundleEvaluate potential sources
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Identifying The Need And Requirements DefinitionSurveying the marketInitial cost analysisMake or buy cost analysisLeasing or renting
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Requirements DefinitionWhat do we want to purchase?Who will be the reviewer?Why do we need the good or service?How will we structure the requirements
definition?
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Sources Of SuppliersTrade journals/associationsManufacturers registryRegional commerce directoriesProfessional associationsInternet researchSales personsAdvertisingElectronic posting
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Suppliers ListShould be up to date
Grouped by commodity codes
Include size of the company
Evaluate past performance
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Supplier Pre-qualification Must be fair and objective
Stated by policy
Kept updated
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Advantages Of Pre-qualificationAccelerate the selection process
Prevents unnecessary solicitation cost
Allows for receiving competitive and responsive solicitations
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Disadvantages Of Pre- QualificationMay exclude small or new businesses
May be hard to maintain the listing as changes in products occur
May limit competition
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Determining the Sourcing StrategyValue of the acquisition
Number of suppliers
Amount of risk
How good is the specification
Time constraints
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What Is a Specification?A specification is a purchase description
It tells what the end product should look like or what it must do
Provide a method of determining if the need is satisfied
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Specifications MustBe accurate
Clear
Concise
Unrestrictive
Foster competition
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Purpose of a SpecificationIdentify the requirementIdentify characteristics of performance or
qualityEnable responses to be evaluated equallyMaximize competition
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Types of SpecificationsDesignPerformanceCombination Brand name or equal
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Design SpecificationsDescribes how the item to be procured is
constructed or manufacturedOften restrict competitionOften expensive to prepareMay limit innovation
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Performance SpecificationsAlso called functional specifications
Describe what and how the product or service must execute the desired operation in order to achieve a specific result or outcome.
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Performance Specifications Should allow for tolerances
Determine the quality of the product/service
Puts all the risk on the contractor
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Combination A combination incorporates the features of
both performance and design, also include brand names.
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Brand Name or Approved Equal Identifies a product manufactured by a
specific firm, includes make, model and specific product information, but allows for all other know brands of other manufacturers to be accepted.
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Brand Name Are established through labeling and become
industry standards
Should be avoided unless the words or equal are used
Should not be identified as the preferred product
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Standardization ProgramsResult in fewer variety of items in large
quantities being purchasedLower cost due to volume buying( item and
admin cost) Reduce inventoryProvide better inventory control
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Sources of Standards Underwriters Laboratories(UL)
Canadian Standard Association (CSA)
American National Standards Institute(ANSI)
American Society of Testing Materials(ASTM)
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Writing Technical Specifications: Who?Purchasing/supply professionalRequesting departmentPrivate consulting firmQuality control or testing agency
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Sources of SpecificationsSuppliers and manufacturers Colleagues and governmental sourcesProfessional associationsOnline resourcesOther sources
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Specification ContentAllow for maximum competitionBe complete, concise and accurateReference industry standardsNot duplicate contentIdentify physical, functional or operation to
be measured
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What?Identify all exceptions
Do not use abbreviations
Use “shall” “will” or “must” to indicate mandatory provisions
Use “should” or may” for non-mandatory provisions
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What?Use or equal with brand name
State all measures
Use figures and tables
Illustrations, drawings, graphs if required
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Statement of WorkA statement of work is key to the service
contract as the specification is to the product contract
“A good statement of work will outline the specific services the contractor is expected to perform”
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Statement of WorkNature and description of the project
Background-history
Objectives and purpose
Public entity
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