What Small Method Is It?

Presented by

Jan Giffin, CPPO, CPPB, VCOeVA Business Manager

And Katherine Bosdell, CPPB,

VCOStatewide Contract Officer

04/21/23 2

Question #1

What are the six methods

of procurement?

Competitive Sealed Bidding Sole Source

Competitive Sealed Negotiation Emergency

Small Purchases Reverse Auction

04/21/23 3

Question #2

What is the

small purchase

threshold?

$100,000 and below

APSPM 5.0 & Annex 3-B

04/21/23 4

Question #3

Determining the anticipated total value of a procurement is important when selecting the proper procurement method.

What is the total value of a contract when the initial period is $15,000 with four renewal periods?

$75,000 APSPM 4.2 & 5.1

04/21/23 5

Question #4

What is the minimum amount of time

that a Quick Quote and Unsealed

Invitation For Bids must be publicly

posted?

3 business days APSPM 5.6 & 14.5 (24 Business Hours)

04/21/23 6

Question #5

Why must criteria weights be

included in Unsealed Requests for

Proposals at posting?

Proposals can be opened and evaluated upon receipt so the criteria weights cannot be posted later as they can be with sealed RFP’s APSPM Annex 5-F

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Question #6

No justification document and approval

is needed for sole source

procurements.

True or False

FALSE APSPM 8.1

04/21/23 8

Question #7

What is a responsible bidder?

A responsible bidder is a regular dealer or supplier with the ability to comply with the required delivery or performance schedule, has a satisfactory record of performance, has a satisfactory record of integrity, and has the necessary facilities, experience, skills and financial resources to fulfill the contract. APSPM 3.20

04/21/23 9

Question #8

Procurements up to $100,000 shall be

set-aside exclusively for DMBE

certified small businesses.

True or False

FALSE APSPM 3.10.gSet-aside is required up to $50,000;

optional over $50,000

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Question #9

Is VBO posting required for all small

purchase procurements exceeding

$5000?

YES APSPM 3.18.a

04/21/23 11

Question #10

Which of the following does not require a price reasonableness determination?

Quick QuoteSingle response received for

procurements exceeding $5000Sole Source

Quick Quote APSPM 4.10

04/21/23 12

Question #11

Can an award be made to other than

the lowest responsive and

responsible bidder?

Yes, if the Special T&C is included in the solicitation

APSPM 3.10.f and Section II. 2. J

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Question #12

The capability of delivery in the least

amount of time is an important

determining factor in sole source

procurements.

True or False

False APSPM 8

04/21/23 14

Question #13

Negotiations are required for all the following methods of procurement except?

Sole sourceUnsealed Request for ProposalsQuick Quote

Quick Quote APSPM 8.3 and 5.6

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Question #14

Which of the following are required for Unsealed Request for Proposals?

Written determinationSCC form10 day posting of the Notice of AwardEvaluation SummaryNewspaper advertising

10 day posting of Notice of Award APSPM 5.6

04/21/23 16

Question #15

What is a responsive bid?

A bid that complies in all material respects with the Invitation for Bids to include the provisions, terms and conditions, and specifications. APSPM 3.21

04/21/23 17

Question #16

Must and Shall are used to describe

mandatory requirements in

solicitations.

True or False

TRUE APSPM 7.2.b

04/21/23 18

Question #17

Are pre-bid/proposal conferences

required to be held for unsealed

solicitations?

NO APSPM 4.3.e

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Question #18

All of the Special Terms and Conditions below must be included in all unsealed solicitations except?

AuditIndemnificationContract CancellationAward of Contract

Indemnification APSPM Annex 6-B.V and Annex 7-B.IX

04/21/23 20

Question #19

How many DMBE certified small

business quotes are required for

procurements $5000 and below?

One (1) APSPM 5.3

04/21/23 21

Question #20

An informality does not affect Price,

Quality, Quantity, Late Bids and

Delivery. True or False

FALSE APSPM Appendix A, Vendor’s Manual 5.13

04/21/23 22

Question #21

Where must buyers post

Notices of Intent to Award and Notices

of Award?

VBO APSPM 3.18

04/21/23 23

Question #22

Are small business subcontracting

plans required in non-setaside

unsealed solicitations over $50,000?

NO APSPM 3.10.h

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Question #23

What is the minimum number of

people required to evaluate unsealed

Requests for Proposals?

One (1) APSPM 5.6

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Question #24

A buyer can fully rely on the

enduser’s claim that there is only a

single source of supply.

True or False

FALSE APSPM Annex 8-A

04/21/23 26

Question #25

Is the Award to Other than

Lowest Priced Bidder clause used in

set-aside procurements?

NO APSPM Section II. 2.J

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Question #26

At fiscal year end, buyers can

conduct emergency procurements to

avoid the potential loss of funds.

True or False

FALSE APSPM 9

04/21/23 28

Question #27

What is the minimum time that

Unsealed Request for Proposals must

be publicly posted?

No minimum time APSPM 5.7 & 3.18

Scenarios

Determine which method to use

Scenarios• What Methods are available?• Is the request available from a mandatory source

or state contract?• What is the total value of the procurement?• Will the solicitation be set-aside?• Is the request easy to describe?• Is price the most important evaluation factor?• Is the request needed right away?• Is the requirement complex with a lot of variables?• Is there a possibility of amendments?• Is there only one source of supply?