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Correct Answers 2025/
the procurement cycle - Correct Answer-1. procurement planning 2. procurement method determination 3. vendor solicitation 4. contract formation and award 5. contract management Fundamentals of procurement - Correct Answer-1. fairness/transparency 2. best value for the state 3. own the mission 4. good steward of public records Texas Comptroller of Public Accounts - Correct Answer-State tax collector, treasurer, accountant, develops and manages statewide contracts purchasing - Correct Answer-The receipt and processing of requisitions, development of specifications, statement of work, the issuance of purchase orders against statewide, cooperative or agency contracts, and the verification of the inspection of merchandise or receipt of services by the agency contract development - Correct Answer-applies to actions taken prior to contract execution contract management - Correct Answer-applies to action taken following contract execution contract valueSPD - Correct Answer-the initial value of the contract, including anticipated extensions and renewals for the contracts full existence a contract value with an initial value of $4 million, with 3 optional, annual renewals of the same amount. What is the contract value? - Correct Answer-$16,000, a contract with an initial value of $200,000 with two optional, annual renewals of the same amount. What is the contract value? - Correct Answer-$600, SPD - Correct Answer-delegates purchasing authority to state agencies for non-IT goods and services purchasing authority - Correct Answer-the ability of an agency to purchase goods and services using state funds
delegation of purchasing authority - Correct Answer-assigning purchasing authority to an agency
agency procurement plan - Correct Answer-due by november 30th -plan that identifies its management controls and purchasing oversight authority in accordance with the policy guidance contained in the Guide agency contract management procedures - Correct Answer-each agency must develop and comply with a purchasing accountability and risk analysis procedure. Post it to the agency website and send to spd.outreach@cpa.texas.gov
agency contract management handbook - Correct Answer-each agency must publish a handbook that comply with purchasing accountability and risk analysis procedures. - establish consistent policies and practices vendor performance tracking system - Correct Answer-a contractors performance must be reported to this system once a contract with a value over $25K is completed or otherwise terminated Texas SmartBuy - Correct Answer-The States eProcurement system for non-IT goods and services Policy and Outreach - Correct Answer-conducts policy research, training, and certification and customer support services statewide mail operations - Correct Answer-provides state agencies and institutions of higher education a variety of mail operations services statewide contract management team - Correct Answer-manages statewide term, managed, and TXMAS contracts for use by state agencies state travel management program - Correct Answer-manages travel expenditures, monitors travel activity, provides discounted travel services to state agencies, institutions of higher education, and eligible Texas SmartBuy members office of vehicle fleet management - Correct Answer-established and manages the state vehicle reporting system, assists state agencies and institutions of higher education with the management of their fleet vehicles historically underutilized business program (HUB) - Correct Answer-provides opportunities to disadvantaged groups in an effort to remedy disparity in state procurement and contracting electronic state business daily - Correct Answer-the states online directory used for posting solicitations for the purposes of informing vendors of procurement and opportunities and providing public notice of contract awards procurement oversight and delegation - Correct Answer-reviews solicitations and issues a letter of delegation of purchasing authority for an anticipated service contract valued over $100, centralized master bidders list (CMBL) - Correct Answer-online directory that provides public procurement professionals the ability to foster competition
statewide contract development team - Correct Answer-develops statewide term, managed, and TXMAS contracts that offer a broad range of goods and services to state agencies ethics: state employees SHOULD NOT - Correct Answer-accept gifts or other employment that could influence their work duties, accept any benefit for exercising your official duties in favor of another, make personal investments that create a substantial conflict Qualifies a Substantial Interest in a Business - Correct Answer-1. has a controlling interest
- owns more then 10% of the voting interest
- owns more than $25,000 of the fair market value
- is a member of the board of directors or other governing board
- has a direct or indirect participating interest by shares, stock, or otherwise, regardless of whether voting rights are included, in more than 10% of the profits, proceeds, or capital gains;
- serves as an elected officer; or
- is an employee of the business entity disclosure of potential conflicts of interest for procurement employees - Correct Answer- disclose -prohibited financial interest: owns or controls an ownership interest of at least 1% in the business or could reasonably foresee that a contract with the business could result in a financial benefit to the employee or official consanguinity - Correct Answer-includes individuals related by blood to the official or employee first degree: parents, children second degree: grandparents, grandchildren, brothers and sisters third degree: great grandparents/children, nephews, nieces, aunts and uncles affinity - Correct Answer-included an officials
or employees spouse and individuals related to the spouse first degree: spouse, spouses parents, children's spouses, spouses children second degree: spouses grandparents/grandchildren, spouses brothers, sisters, and in laws forms for $1 million and above for disclosure - Correct Answer-SAO Nepotism Disclosure form (purchasing personnel) TEC Disclosure of Interested Parties ( form) (completed by vendor)
bribery - Correct Answer-occurs is a person intentionally or knowingly offers, confers, or agrees to confer on another, or solicits, accepts, or agrees to accept any benefit as
NON allowable uses of appropriated funds - Correct Answer-alcoholic beverages, audit of financial records or accounts of the agency, membership in or dues for professional organizations, live or artificial indoor plants, private facilities for meetings, conferences, or exams
acquisition plan - Correct Answer-document the solicitation process, assign roles and responsibilities, create a calendar of events, identify high risk
- required for ALL MIRP
s contracts subject to QAT review federal surplus property program - Correct Answer--program comes from U.S. govt agencies across U.S. - available only to select organizations ("donees") - no public sales
- wider variety of property available then in state program usually lower fees than state program state surplus property program - Correct Answer--property comes from State agencies and airports in Texas -available for direct transfer from holding agency to state agencies
- eventually available for sale to the general public Texas Correctional Industries (TCI) - Correct Answer-a division of the Texas Department of Criminal Justice that manufactures goods and services using primarily offender labor for purchase by Texas governmental entities The State Use Program - Correct Answer-The texas workforce commission (TWC) oversees the Purchasing from people with Disabilities (TPPD), commonly referred to as the State Use Program. TWC contracts with WorkQuest to administer the day to day operations EXCEPTIONS: quality, quantity, life cycle costs, delivery time State Use Program Exception Reporting - Correct Answer-must submit monthly report to SPD if agency used any exceptions for not purchasing from WorkQuest what must you obtain if you will not be purchasing from TCI? - Correct Answer-a waiver can the price of an item be used as an exception from purchasing from the State Use Program - Correct Answer-No what are the four exceptions for the state use program - Correct Answer-quality, quantity, delivery & time, life cycle cost True of false: you must receive a waiver from TCI if you do not purchase from them - Correct Answer-true term contracts - Correct Answer-are established by SPD for the purchase (or lease) of goods or services used in large quantities by several agencies.
condensed purchasing process steps - Correct Answer-first go to:
- State & Federal surplus
- set aside program (TCI & WorkQuest)
- Interagency contract
- SPD Term Contract
- SPD delegated by Rule
- SPD Review & delegation Steps of Procurement: step one - Correct Answer-is the purchase subject to a declaration of disaster by the Governor? If yes, follow acquisition procedures for the TEXAS DISASTER ACT of 1975 Steps of Procurement: step 2 - Correct Answer-can the purchase be completed using state or federal surplus property? if yes, follow acquisition procedures for the State and Federal Surplus property Programs, as applicable Steps of procurement: Step 3 - Correct Answer-is the purchase for professional services, consulting services, or legal services? if yes, follow the acquisition procedures for Professional services, consulting services, or legal services, as applicable Steps of procurement: step 4 - Correct Answer-can the purchase be completed using the TCI program? If yes, follow the acquisition for the TCI purchases Steps of procurement: step 5 - Correct Answer-can the purchase be completed using the state use program? if yes, follow the acquisition procedures for the state use program steps of procurement: step 6 - Correct Answer-is the purchase for information technology (NIGP Class/Item with an *)? if yes, follow the acquisition procedures for information technology purchases steps of procurement: step 7 - Correct Answer-can the purchase be completed by contracting with another state agency or local government? If yes, follow the acquisition procedures for interagency cooperation contracts (IAC) or interlocal cooperation contracts, as applicable steps of procurement: step 8 - Correct Answer-can the purchase be completed using SPD term contracts? if yesm follow the acquisition procedures fr term contracts steps of procurement: step 9 - Correct Answer-is the purchase for printing services or equipment, or mail and messenger services? if yes, follow the
acquisition procedures for Printing Services and In-House Copy Centers or Mail and Messenger Services steps of procurement: step 10 - Correct Answer-does the purchase involve used equipment or supplies? if yes, follow the acquisition procedures for used equipment
TXMAS thresholds - Correct Answer--0.00-50,000 = go directly to TXMAS vendor -over 50,000 = SPD recommends to obtain a price quote from (at least) 3 TXMAS vendors
proprietary purchases - Correct Answer-a purchase where the specifications or conditions of the proposed purchase are proprietary to one vendor and do not permit an equivalent product or service to be supplied sole source - Correct Answer-product or service is only available for purchase through a single vendor competitive - Correct Answer-product or service is available for purchase through more than one vendor SPD delegation by rule: spot purchases - Correct Answer-$5,000 or less SPD delegation by rule: one-time purchase of goods - Correct Answer-$50,000 or less SPD delegation by rule: purchases of services - Correct Answer-$100,000 or less Items that qualify for SPD delegation by rule - Correct Answer-direct publications, perishable goods, distributor purchases, fuel, oil, and grease purchases, internal repair purchases, emergency purchases do these scenarios fall under delegation by rule: services for vending machines with an initial value of $80K for the first year with an optional renewal of $10, each year for three years - Correct Answer-no, > $100, scenario SPD delegation by rule: one-time purchase of generators for $30,000 - Correct Answer-yes scenario SPD delegation by rule: the agency spent $28,000 to replace busted pipes during a harsh winter - Correct Answer-yes Delegation request to SPD: Goods OVER $50K - Correct Answer-Open Market Requisition (OMR) Delegation request to SPD: Services OVER 100K - Correct Answer-procurement oversight and delegation portal (POD) for solicitations requiring delegated authority - Correct Answer-a letter of delegation must be obtained from SPD prior to posting to the electronic state business daily Informal Bidding - Correct Answer-over $5,000 but no more then
all eligible vendors on the CMBL must be solicited negotiations NOT ALLOWED request for offers (RFO) - Correct Answer-primary purchasing method for procuring automated information systems (AIS) 25K or more, post to ESBD $5 million or more, submit to POD - review CAT, QAT Negotiations ALLOWED Department of Information Resources (DIR) - Correct Answer-coordinates and supports the IT and telecommunications needs of the state request for qualifications (RFQ) - Correct Answer-used for professional services, price negotiated after preferred respondent selection request for applications (RFA) - Correct Answer-invites grant applications, in which the grants are ties to designated funds and for a specific purpose Procurement lead time - Correct Answer-the interval between decision to purchase a good or service to when the contract is awarded. Suggested lead time is 180 days deliverable - Correct Answer-a measurable task or outcome milestone - Correct Answer-scheduled event associated with a deliverable Internal calendar of events should include - Correct Answer-milestone dates of activities or events
- pre-solicitaion and post-solicitation dates included in the external calendar of events external calendar of events should include - Correct Answer-vendor deliverables and milestone dates due dates scope of work - Correct Answer-a description of the products and services to be provided by the vendor who is awarded the contract includes vendor and agency responsibilities, evaluation of vendor performance, and communication protocol tailored to the agency business need set deliverables and milestones descriptive specifications - Correct Answer-must provide principal physical,
functional, or other characteristics that are essential to the minimum business needs should NOT include minimum or maximum restrictive dimensions, weights, or other characteristics that are unique to one brand name or would eliminate competition of other products
