CPPO Procurement Planning and Needs Assessment Flashcards

An IT department requests a specific brand of software, but the actual need is secure document collaboration for 200 users. How should the requirement be written to maximize competition?

Answer: As a performance-based specification describing required outcomes and capabilities

Performance specifications describe what must be achieved rather than how, allowing multiple vendors to propose compliant solutions.

A city must decide whether to have its own staff perform grounds maintenance or contract it out. Which analysis is most appropriate?

Answer: Make-or-buy (in-source vs. outsource) analysis

A make-or-buy analysis compares the full cost and capability of performing work internally versus acquiring it from the market.

Which of the following is the BEST example of a key stakeholder input during the needs assessment phase?

Answer: End users defining the minimum functional requirements and service levels

End users understand the operational need and are essential for defining accurate minimum requirements before solicitation.

An annual procurement plan identifies upcoming major acquisitions, estimated values, and target solicitation dates. What is a primary benefit of this plan?

Answer: It enables workload balancing and timely solicitations aligned with budgets and deadlines

A procurement plan or forecast helps schedule staff workload and ensures solicitations are issued early enough to meet needs within budget.

During planning, a procurement officer discovers that a neighboring state has a competitively awarded contract for the same equipment that allows other public entities to use it. What should the officer evaluate before using it?

Answer: Whether the contract permits cooperative use and complies with the agency's own legal authority and requirements

Cooperative purchasing (piggybacking) is only appropriate when the original contract allows it and the agency's laws and policies authorize its use.

Which risk is MOST directly reduced by conducting thorough market research before releasing a solicitation?

Answer: The risk of an unrealistic requirement that few or no vendors can meet

Market research reveals what the market can deliver so requirements are realistic and attract adequate competition.

A department submits a requisition in late August for a complex service contract that must begin October 1, the start of the fiscal year. What planning failure does this most likely reflect?

Answer: Insufficient procurement lead time for solicitation, evaluation, and award

Complex solicitations need adequate lead time for drafting, advertising, evaluation, and award, which late requisitions do not allow.