FCCM Training
Procurement - answer Term used in the government for purchasing goods or services,
receiving and inspection, inventory management, contract administration, and
disposal/surplus
Seven Stages of Public Procurement - answer1. Need identification
2. Pre-solicitation
3. Solicitation preparation
4. Solicitation
5. Response Evaluation
6. Contract award
7. Contract management
Stage 1: Need Identification Process - answer Identify the need for a commodity/service
and develop a plan to address that need. This stage includes:
-Need identification
-Budget identification
-Purchasing strategy
Categories of purchases - answer-Emergency (non-competitive): delaying would cause
immediate danger
-Exceptional (non-competitive): Agencies are mandated to purchase from a specific
entity according to a contract
-Competitive solicitations
Stage 2: Pre-solicitation process - answerGet background info to determine which
method of competitive solicitation is appropriate
What does a solicitation team do? - answer-Ensures that solicitation will meet the
procurement need
-Define scope of procurement
-Identify public purpose
-Conduct a market analysis
-Estimate potential costs
Procurement need - answerAn identified lack of commodity or service
Payment Methods - answerCost reimbursement
Fixed price
Fixed rate
A combo of the aforementioned payment methods
, Cost reimbursement - answerThe service provider is reimbursed for allowable
commodities/services related to the contract/grant
Fixed price - answerPayment for a service is distributed at specific intervals (ex: weekly,
monthly)
Fixed rate - answerPayments are based on fixed rates, such as hourly rate of pay or per
unit delivered
Solicitation methods - answer-Invitation to Bid (ITB): focused on price
-Request for Proposals (RFP): focused on price and quality
-Invitation to Negotiate (ITN): best value
Stage 3: Solicitation Preparation Process - answerPreparing a competitive solicitation
before it is released to the vendor community. This stage includes:
-Planning, drafting, and reviewing the solicitation
-Preparing the solicitation documents for posting
-Selecting the evaluation or negotiation teams
Competitive solicitations MUST include - answer-General Instruction to Respondents
(PUR 1001)
-General Contract Conditions (PUR 1000)
Competitive solicitations GENERALLY include - answer-An introduction that explains
the solicitation's goals
-Technical specifications/scope of work
-Special instructions to respondents (instructions may include how to respond,
evaluation criteria, basis of award criteria, timeline, and the identification of the
procurement officer)
-Special contract conditions
Should the procurement officer serve on the evaluation team? - answerNO
If the solicitation is a category 4 or higher, how many members should be on the
evaluation team? - answerMinimum of 3
Once a competitive solicitation is released, can members of an evaluation/negotiation
team discuss proposals or replies outside of a public meeting (including an informal
phone call or email)? - answerNO
Stage 4: Solicitation process - answerGoal is to release and manage a competitive
solicitation. Includes:
-Posting the solicitation document
-Responding to vendor questions
-Managing addenda to the solicitation document
Procurement - answer Term used in the government for purchasing goods or services,
receiving and inspection, inventory management, contract administration, and
disposal/surplus
Seven Stages of Public Procurement - answer1. Need identification
2. Pre-solicitation
3. Solicitation preparation
4. Solicitation
5. Response Evaluation
6. Contract award
7. Contract management
Stage 1: Need Identification Process - answer Identify the need for a commodity/service
and develop a plan to address that need. This stage includes:
-Need identification
-Budget identification
-Purchasing strategy
Categories of purchases - answer-Emergency (non-competitive): delaying would cause
immediate danger
-Exceptional (non-competitive): Agencies are mandated to purchase from a specific
entity according to a contract
-Competitive solicitations
Stage 2: Pre-solicitation process - answerGet background info to determine which
method of competitive solicitation is appropriate
What does a solicitation team do? - answer-Ensures that solicitation will meet the
procurement need
-Define scope of procurement
-Identify public purpose
-Conduct a market analysis
-Estimate potential costs
Procurement need - answerAn identified lack of commodity or service
Payment Methods - answerCost reimbursement
Fixed price
Fixed rate
A combo of the aforementioned payment methods
, Cost reimbursement - answerThe service provider is reimbursed for allowable
commodities/services related to the contract/grant
Fixed price - answerPayment for a service is distributed at specific intervals (ex: weekly,
monthly)
Fixed rate - answerPayments are based on fixed rates, such as hourly rate of pay or per
unit delivered
Solicitation methods - answer-Invitation to Bid (ITB): focused on price
-Request for Proposals (RFP): focused on price and quality
-Invitation to Negotiate (ITN): best value
Stage 3: Solicitation Preparation Process - answerPreparing a competitive solicitation
before it is released to the vendor community. This stage includes:
-Planning, drafting, and reviewing the solicitation
-Preparing the solicitation documents for posting
-Selecting the evaluation or negotiation teams
Competitive solicitations MUST include - answer-General Instruction to Respondents
(PUR 1001)
-General Contract Conditions (PUR 1000)
Competitive solicitations GENERALLY include - answer-An introduction that explains
the solicitation's goals
-Technical specifications/scope of work
-Special instructions to respondents (instructions may include how to respond,
evaluation criteria, basis of award criteria, timeline, and the identification of the
procurement officer)
-Special contract conditions
Should the procurement officer serve on the evaluation team? - answerNO
If the solicitation is a category 4 or higher, how many members should be on the
evaluation team? - answerMinimum of 3
Once a competitive solicitation is released, can members of an evaluation/negotiation
team discuss proposals or replies outside of a public meeting (including an informal
phone call or email)? - answerNO
Stage 4: Solicitation process - answerGoal is to release and manage a competitive
solicitation. Includes:
-Posting the solicitation document
-Responding to vendor questions
-Managing addenda to the solicitation document
