GENERAL PUBLIC PURCHASING
(3 days)
Purpose
Effective public procurement is more important than ever because
today's government must provide more and better services with fewer
dollars. Participants in this seminar will become familiar with
the "basics" of purchasing and contracting. They will learn about
ideas and techniques that can make the procurement function a money
saver - not just a money spender.
Who should attend?
This seminar is designed for all public officials who purchase goods
and/or services for governmental units. It is especially designed
for the individual with 0 to 3 years experience. However, all purchasers,
particularly those interested in professional certification, are
encouraged to participate.
Course Outline
I. Introduction to Public Purchasing: the nature and objectives
of the function, including ethics
II. Legal Requirement: authority to contract, general requirements
for contract validity, contract types and methods, commercial law,
and other legal considerations
III. Specifications and Standards: guidelines for writing
good specifications and for standardization
IV. Purchase Methods: term contracts, open-market purchases,
small purchases, sole source purchases, contracting for services,
construction contracting, and emergency purchases
V. Competitive Bidding: requisitioning, bid solicitation,
bid processing, bid evaluation and award, preference for local suppliers,
and minority/disadvantaged business programs I .
VI Administration of Purchase Orders and Contracts: delivery
and performance, inspection and testing, payment
VII Salvageable Materials: types and sources, analysis value,
reclamation and recycling, disposal methods
VIII Documenting and Reporting: managing documentation,
the case file, records management Ix Introduction to Grants: how
to purchase using grant monies from the Federal Government and other
sources
PUBLIC PURCHASING AND MATERIALS MANAGEMENT
(3 days)
Purpose
There is much more to good public procurement than simply complying
with the law. Participants in this seminar, which builds upon the
General Public Purchasing seminar, will become familiar with many
of the aspects of purchasing and materials management. Particular
attention will be given to those aspects which have an important
effect on how well and how cost effectively government operates.
Who should attend?
This seminar is designed for all public officials who purchase goods
and/or services or manage materials for governmental units. Participation
in the General Public Purchasing seminar prior to this seminar
is recommended, but not required.
Course Outline
I. Organizing Public Purchasing and Materials Management Programs:
organizational placement, internal and external relationships,
documentation, selection and training of personnel
II. Law and Enabling Authority: Uniform Commercial Code,
the anti-trust laws, enabling legislation and related requirements,
constraints on trade
III. Requirements Determination and Scheduling: factors
affecting requirements, requisitioning, planning, value analysis
IV. Methods of Source Selection and Contracting: factors
affecting choice of source selection method and contract type, methods
of source selection, formal contracting arrangements, value purchasing,
lease purchasing
V. Contracting for Services: defining the services, deciding
to make or buy, soliciting outside offers, selecting a provider,
administering the contract
VI. Transportation of Purchased Material: importance of
function, selection of carrier, tariffs and freight charges, shipping
terms, loss and damage claims, audit and payment of freight charges
VII. Quality Assurance: importance of function, organization
for, inspection and testing, reporting, documentation, and supplier
relations
VIII. Inventory Management: objectives, operations research,
terms, definitions, and techniques, stock numbering, inventory classification,
inventory techniques, usage forecasting
IX. Stores Management: responsibilities of function, to
store or not to store, basic elements for success
PUBLIC PROCUREMENT MANAGEMENT, PART 1
(3 DAYS)
Purpose
The officials who manage the procurement function for governments
and agencies at all levels must understand the scope and importance
of their responsibilities. Participants in these seminars will become
familiar with information and techniques that are essential to organizing
and administering effective procurement programs.
Who should attend?
This seminar is designed for all public purchasing officials who
are, or aspire to be, managers of the public procurement function.
Participation in General Public Purchasing and Public Purchasing
and Material Management seminars prior to this seminar is desirable,
but not required.
Course Outline
I. Introduction to Public Procurement Management: scope and
importance of function, trends, management theory, management philosophy,
policy development, administrative management
II. Operations Management: procurement's role in daily government
operation, planning, scheduling, and controlling procurement and
procurement-related activities
III. Project Management: definition, importance to effective
procurement, tools and techniques, minimizing interdepartmental
conflict
IV. Laws, Regulations, and Procedures: significance of techniques
for developing and modifying laws, regulations, and procedures,
and for working with others to secure desirable changes or additions,
model ordinances and codes, sources of information and assistance
V. Financial Management: procurement's role in financial
management, budget preparation, classification, and use, techniques
for preparing and managing the procurement agency budget, cost accounting
as a control mechanism and decision-making aid
VI. Intergovernmental Relations: benefits of Intergovernmental
cooperation, "joint bid" intergovernmental cooperative purchasing,
"joint administrative" purchasing, joint use of facilities, interchange
of personnel, information, and technical services
VII. Evaluation of Public Procurement Systems: need for
evaluation and control, evaluation concepts, available guidelines,
sources of additional information and assistance
VIII. Communicating Within The System: importance to effective
procurement, types, methods, and techniques Ix Professional Development:
definition of professionalism, professional certification, training
and education, personal and professional ethics, professional involvement
PUBLIC PROCUREMENT MANAGEMENT, PART
2
(3 DAYS)
Purpose
The officials who manage the procurement function for governments
and agencies at all levels must understand the scope and importance
of their responsibilities. Participants in this seminar will become
familiar with information and techniques that are essential to organizing
and administering effective procurement programs.
Who should attend?
This seminar is designed for all public officials who are, or aspire
to be, managers of the public procurement function. Participation
in General Public Purchasing, Public Purchasing and Materials Management,
and Public Procurement Management, Part I seminars prior
to this seminar is desirable, but not required.
Course Outline
I. Managing Staff. Defining job requirements and specifications,
selection and promotion procedures, compensation, appraisal, counseling,
coaching, discipline and removal, assigning tasks and motivation,
career planning, training, labor relations, legal issues
II. Productivity Improvement: workflow analysis, organizing
work, setting performance standards, training, quality circles,
organization development, managing records, procurement automation,
productivity improvement information
III. Procurement Automation: benefits, monetary and other
costs, management support, project/team approach, functional requirements,
hardware and software options, make or buy, installation and training,
maintenance data entry and clerical support, consulting and related
services, security, computer phobia, automating a procurement program
IV. Strategies for Complex Procurement: unique characteristics,
management plan, project team, work plan, schedule, source selection
methods, types of contracts, types of financing, solicitation document,
pre-bid/proposal conference and walk-through evaluation for technical
proposals, negotiation techniques, contract administration, issues/concerns
V. Protests, Disputes and Legal Remedies: protests and disputes
(prior to contract award, after contract award, during contract),
legal remedies for contracting problems
VI. Fraud, Waste, and Abuse: examples of fraud, waste, and
abuse, methods for preventing and dealing with fraud, waste, and
abuse
VII. Socioeconomic Issues: preferential policies regarding
buy American, buy in- state/locally, small and disadvantaged businesses,
labor surplus areas, correctional industries, procurement impediments
- buy union, Davis-Bacon Act
VIII. International Trade: General Agreement on Tariffs
and Trade, types of foreign produced items, problems and issues
- purchasing through distributor and purchasing directly, potential
problems in purchasing foreign produced items - unions and special
interest groups, continuity of supply and support, standardization,
international laws, treaties, and agreements
IX. A New Beginning: role and capabilities as procurement
officials and members of the community, methods procurement officials
can use to become more involved in the procurement process
COMPETITIVE SEALED PROPOSALS/COMPETITIVE
NEGOTIATIONS
(3 DAYS)
Purpose
Competitive sealed bidding, the traditionally preferred method of
public procurement, is not always best suited for acquiring the
more complex items and services used by modem governments. It is
often more practical and advantageous - laws permitting - to use
the competitive sealed proposals/competitive negotiations method.
Participants in this seminar will learn through a mixture of discussion,
case studies, and role playing, when and how to use this procurement
method.
Who should attend:
All public officials who are involved in the procurement of systems,
services, construction, and other complex items are strongly urged
to participate in this important study.
Course Outline
I. When to Use the Competitive Sealed Proposals/Competitive Negotiations
Method
II. How to Solicit and Evaluate Proposals
III. How to Negotiate
IV. Contract Award
V. Case Study Exercises, Involving: Computers An Impact Study
A Communications Network Professional Services Other Services
CONTRACTING FOR SERVICES
(2 DAYS)
Purpose
The primary responsibility of public procurement officials is to
obtain the best value for the tax dollar. Many governments are examining
whether to "make or buy" services in an effort to meet this responsibility.
Participants in this seminar should be able to develop service specifications,
decide whether to "make or buy" services, establish contracts for
services, and administer contracts for services.
Who should attend?
This seminar is designed for all public purchasing and other officials
involved in the purchase of services. It incorporates all principles
of public purchasing and many of the techniques used in the procurement
of supplies and equipment. All who are seeking new and innovative
ways to provide traditional services at an economical price are
encouraged to attend.
Course Outline
I. General Characteristics of Public Sector Contracts: definition
of service contracts, related law, regulations and procedures
II. Procurement/Contracting Decision: The "make or buy" decision,
source selection, specifications, terms and conditions of the contract
III. Evaluation and Award: employment of an evaluation committee;
reaching a consensus
IV. Negotiations: definition of goals (statement of work); utilizing
team effort for combined experience and training
V. Contract Form and Contract Management: the flow of information
between the parties
VI. Contract Extension, Renewal, Termination, and Re-Solicitation
STANDARDIZATION AND SPECIFICATION WRITING
(2 DAYS)
Purpose
The development and writing of proper procurement standards and
specifications is one of the most important, and perhaps most difficult,
functions in the public procurement process. Participants in this
seminar should be able to fist and explain the elements of a good
specification; describe recommended procedures for developing and
writing specifications for commodities, equipment, services, and
construction; explain the considerations in, and procedures for,
developing a standardization program, and developing and writing
standard specifications.
Who should attend?
This seminar is designed for all public purchasing and other officials
involved in or with the purchasing function. Officials who prepare
requisitions for using agencies are encouraged to participate in
the seminar.
Course Outline
I Introduction and Overview: the importance of standards/specifications
in public procurement
II. Specification Development: characteristics of good specifications,
types of specifications
III. Specification Writing: general form and content of
a specification, writing a specification
IV. Standards/Standardization Development: the what and
why of standards/standardization factors influencing the setting
of standards
V. Writing Standard Specifications: format of a standard
specification, writing a standard specification
VI. Sources for Standards and Specifications: sources for
standards, sources for assistance in developing specifications
INVENTORY AND WAREHOUSE MANAGEMENT
(2 DAYS)
Purpose
Management of inventory affects the job of every purchasing agent
because it represents the largest investment of a jurisdiction,
second only to the cost of personnel. Participants in this seminar
will be provided with up-to-date information and techniques for
the most effective management and control of items from their acquisition
until disposition.
Who should attend?
This seminar is designed for all public purchasing and other officials
involved in the management of acquisition, inventory, storage, and
disposal process of materials, whether consumables or fixed assets.
Course Outline
I. Introduction: good inventory management, elements for success
II. Inventory Management: organizational responsibility
for inventories, inventory policy methods of controlling inventories,
inventory control techniques, management techniques, how to cut
inventory costs
III. Fixed Assets: asset system mission, fixed asset tracking,
fixed asset accounting/bar coding
IV. Warehouse Management: responsibilities, storing/stocking
decisions, elements for success, identification, the commodity catalog,
receiving and inspection, received materials checking and inspection
procedure, loss and damage claims, audit and payment of freight
charges, quality assurance, stores planning, internal distribution,
procedures for stock issuance, stock records, stock checking, storage
methods, storage and material handling techniques and equipment
V. Automation of Inventory Records: primary considerations,
system capabilities/bar coding
HIGH TECHNOLOGY ACQUISITION
(2 DAYS)
Purpose
The ability to manage information effectively is critical in today's
complex environment, but so is the need to conserve financial and
other resources. Consequently, public officials must be familiar
with the various "high technologies" that will be used increasingly
to manage information, and with how their agencies and jurisdictions
can acquire these technologies most cost effectively. This seminar
addresses that dual need.
Who should attend?
This course is designed for all public officials who are, or will
be, involved in the procurement of data processing, office automation,
or telecommunications systems.
Course Outline
I. Background and History of Information Technology
II. Basic Components of Information Technology
III.. Office Automation Systems
IV. Telecommunications V Plan Management (Planning Cycle)
VI. Procurement Management (Procurement Cycle)
VII. Review of Information Technology Checklists
VIII. Summary of Planning and Procurement Cycles
IX. Case Study
CONTRACT ADMINISTRATION
(2 DAYS)
Purpose
This seminar has been designed to increase the participant's ability
to administer contracts. It includes emphasis on all general policies
and procedures for performing contract administration functions
and related audit services to facilitate consistency in dealing
with contractors and eliminate duplication of effort among all parties
concerned.
Who should attend?
All public purchasing and other officials involved in the multitude
of details functions of post-award contract activities are encouraged
to enroll in this seminar.
Course Outline
I Definitions
II. Responsibilities
III. The Procurement Revolution
IV Pre-Award Phase V Post-Award Activity
VI Post-Award Conferences
VII. Compliance With Specifications/Statement of Work
VIII Delivery and Acceptance
IX. Disputes
X. Termination
XI. Payments
XII. Reports
XIII. Lease vs. Purchase Considerations
XIV. Documentation
XV. Small and Minority Business Programs
XVI. Labor Law Compliance
XVII. Contractor's Insurance Plans
XVIII. Bonding
XIX. Advance Payments
XX. Property Administration
XXI. Safety and Security Requirements
XXII. Key Personnel Clause
XXIII. Subcontract Administration
XXIV. Contract Close Out
XXV. Conflicts of Interest
XXVI. Open Discussion
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