What is the purpose of a Purchase Order (PO) in procurement?

To formally request products or services from a supplier

To track employee's performance

A conflict of interest exists when

a committee member has a financial interest in firm A getting selected.

An outside bidder is awarded a contract.

a previous bidder is awarded a contract.

No bid was required for a project.

When a firm requests a "debrief", they are requesting

to meet with the PA regarding a solicitation they were not awarded to discuss the strengths & weaknesses of their proposal.

to meet with the PA about a solicitation they did not participate in, but want to see and discuss each firm's response.

to meet with the PA about the other firm's proposals.

to meet with the PA regarding upcoming projects and solicitations that they can potentially bid on.

A Request for Information (RFI) is

A non-binding way for a jurisdiction to ask for input from interested parties on an upcoming solicitation by publishing a notice in newspapers, online, or by direct mail.

A document used to solicit proposals from potential providers (proposers) for goods and services.

A document created by a requestor authorizing the commencement of a purchasing transaction.

A purchasing method generally used for small orders under a certain dollar threshold.

A purchase requisition is

A document from a requestor that authorizes a purchase, including details about the need.

A contract that outlines the payment terms for a purchase order.

A summary report detailing past purchases made by the requestor.

A receipt confirming the delivery of goods purchased.

When the cone of silence begins & applies to

From the start of a solicitation and is in place until the final decision or protest resolution and applies to offerors and their representatives. This means they cannot contact City officials or consultants about the solicitation.

From the start of a solicitation and is in place until the final decision or protest resolution and applies to the evaluation committee . This means the committee must not communicate with each other regarding the proposals.

From the start of a solicitation, and requires that consultants must reach out to the Mayor & City Council regarding their bid.

From the start of the first evaluation, and is in place until the final decision or protest resolution and applies to offerors and their representatives. This means they cannot contact City officials or consultants about the solicitation.

When any person or entity is found trying to manipulate the solicitation process—such as by coordinating bids to divide contracts or profits, or by submitting intentionally higher or lower responses to favor another offeror.

A collaborative effort between offerors to ensure everyone gets an equal share of the contract profits.

A harmless agreement between bidders to split profits fairly, so everyone wins.

When participants openly collaborate with City officials to help speed up the solicitation process.

Cooperative Purchasing is

The action taken when two or more entities combine their requirements to obtain the advantages of volume purchases, including administrative savings and other benefits.

The process of merging two companies into one to simplify their purchasing departments.

When multiple entities try to outbid each other to drive up prices for fun.

The action taken when two or more entities combine their requirements to ensure they pay the highest possible price.

A Request for Qualifications (RFQ) is

A document that is issued by a procurement entity to obtain statements of the qualifications of potential responders.

A document used to announce the winner of a procurement contract and outline the details of their award ceremony.

A detailed proposal that outlines a procurement entity's budget and expectations for future contracts.

A document used to solicit proposals from potential providers (proposers) for goods and services.

After an End User submits a project intake in OpenGov, what 3 things are happening simultaneously?

The scope is reviewed/finalized, OSD reviews for goal setting, approvals are received from Risk, OSD, PSM Management, PSM Director.

The scope is reviewed/finalized, a pre-bid meeting is held, and approvals are received from Risk, OSD, PSM Management, PSM Director.

OSD reviews for goal setting, approvals are received from Risk, OSD, PSM Management, PSM Director, solicitation is published.

For an RFP, once the Procurement Analyst (PA) reviews all submittals to ensure minimum requirements are met,

OSD reviews for compliance, an Evaluation Meeting is held, ranking is decided, then the final decision is made.

OSD reviews for compliance, end user is sent the bid tab, and a recommendation for award is made.

The responses are sent to the End User.

OSD reviews for compliance, the SOQs are distributed to evaluators, a shortlisting meeting is held, then presentations and interviews, and then final ranking.

By definition, what is an ODP?

Section 212.08(6) of the Florida Statutes allows the City to buy supplies and services tax-free when it makes payment directly to the contractor. When the City buys materials directly from a contractor or subcontractor for use in a public works construction contract, these purchases are exempt from sales tax

ODP allows the City to collect sales tax from contractors and subcontractors when purchasing materials for public works projects

Section 212.08(6) of the Florida Statutes allows the City to buy supplies at full price and later request a refund from the contractor for any overcharges.

Section 212.08(6) of the Florida Statutes allows Contractors to buy supplies directly from a manufacturing company tax-free.

Which program does the City of St. Petersburg not have an ordinance for?

Disadvantaged Business Enterprise

A Request for Proposals (RFP) is

A document used to solicit proposals from potential providers (proposers) for goods and services.

A non-binding way for a jurisdiction to ask for input from interested parties on an upcoming solicitation by publishing a notice in newspapers, online, or by direct mail.

A document that is issued by a procurement entity to obtain statements of the qualifications of potential responders.

A document from a requestor that authorizes a purchase, including details about the need.

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