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What happens in Contract Close-Out - ANSWER-all goods or services
have been received and accepted
all reports have been delivered and accepted
All administrative actions have been accomplished
all agency-furnished equipment and materials have been returned
all property inventory and ownership issues are resolved
final acceptance from the project manager has been received
final payment has been made to the contractor
Contract Value - ANSWER-the initial value of the contract, plus any
amendments, renewals and extensions for the contract's full existence.
Goods >50k - ANSWER-Open Market Requisition (OMR),
Goods simple to define
Services >100k - ANSWER-Procurement Oversight and Delegation (POD)
portal
Services harder to define
,Best Value For The State - ANSWER-Purchase price & meeting
specifications are principal factors
Must be balanced with other factors such as:
- Quality & reliability
- Installation cost
- Vendor's experience
Solicitation Methods - ANSWER-Invitation for Bids (IFB)
Request for Proposal (RFP)
Request for Offer (RFO)
Request for Qualifications (RFQ)
Invitation for Bids (IFB) - ANSWER-Used when Product and services are
standardized or uniform.
Adv: Award process is simpler.
DisAdv: Defined specifications may be difficult to develop.
Does not encourage innovative solutions.
Negotiations are not allowed if there is more than one responsive
bidder.
Usually takes 3 days, can't negotiate in an IFB
,No innovations/solution, just get what we need
$25,000 and over
RFP (Request for Proposal) & RFO (Request for Offers) - ANSWER-Use
when negotiations are desired.
Vendor is expected to provided innovative ideas or solutions.
Adv: Allows for customized proposals suggesting different approaches
to the same business need.
Allows for negotiations.
Considerations in addition to price are used to determine best value.
A contract with an initial value of $2 million, with three (3) optional,
annual renewals of the same amount. What is the contract value? -
ANSWER-8 Million
SPD - ANSWER-entity that delegates purchasing authority to state
agencies for non-IT goods and services.
Purchasing Authority - ANSWER-ability of an agency to purchase goods
and services using state funds
Delegation of Purchasing Authority - ANSWER-Assigning purchasing
authority to an agency.
, Statewide Contract Development Team - ANSWER-Develops and
administers over 250 statewide contracts representing several
thousand-line items of products/services
Develops Term, Managed, and TXMAS contracts
Processes open market requisitions on behalf of state agencies,
universities, and more than 1,600+ Texas SmartBuy members
Statewide Contract Management Team assists with - ANSWER-Day to
day contract management
Managing Term, Managed and TXMAS Contracts
Contract administration
Reporting requirements
Vendor performance issues
Office of Vehicle & Fleet Management - ANSWER-Assists state agencies
in managing their vehicle fleet
Statewide Mail Operations: - ANSWER-Processes approximately 14-17K
pieces of mail per day
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