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Procurement Term used in the government for purchasing goods or services, receiving and
inspection, inventory management, contract administration, and disposal/surplus
Seven Stages of Public Procurement 1. Need identification
2. Pre-solicitation
3. Solicitation preparation
4. Solicitation
5. Response Evaluation
6. Contract award
7. Contract management
Stage 1: Need Identification Process Identify the need for a commodity/service and develop a
plan to address that need. This stage includes:
-Need identification
-Budget identification
-Purchasing strategy
Categories of purchases -Emergency (non-competitive): delaying would cause immediate
danger
-Exceptional (non-competitive): Agencies are mandated to purchase from a specific entity
according to a contract
-Competitive solicitations
Stage 2: Pre-solicitation process Get background info to determine which method of
competitive solicitation is appropriate
What does a solicitation team do? -Ensures that solicitation will meet the procurement need
-Define scope of procurement
-Identify public purpose
-Conduct a market analysis
-Estimate potential costs
, Procurement need An identified lack of commodity or service
Payment Methods Cost reimbursement
Fixed price
Fixed rate
A combo of the aforementioned payment methods
Cost reimbursement The service provider is reimbursed for allowable commodities/services
related to the contract/grant
Fixed price Payment for a service is distributed at specific intervals (ex: weekly, monthly)
Fixed rate Payments are based on fixed rates, such as hourly rate of pay or per unit delivered
Solicitation methods -Invitation to Bid (ITB): focused on price
-Request for Proposals (RFP): focused on price and quality
-Invitation to Negotiate (ITN): best value
Stage 3: Solicitation Preparation Process Preparing a competitive solicitation before it is
released to the vendor community. This stage includes:
-Planning, drafting, and reviewing the solicitation
-Preparing the solicitation documents for posting
-Selecting the evaluation or negotiation teams
Competitive solicitations MUST include -General Instruction to Respondents (PUR 1001)
-General Contract Conditions (PUR 1000)
Competitive solicitations GENERALLY include -An introduction that explains the solicitation's goals
-Technical specifications/scope of work
-Special instructions to respondents (instructions may include how to respond, evaluation
criteria, basis of award criteria, timeline, and the identification of the procurement officer)
-Special contract conditions
Should the procurement officer serve on the evaluation team? NO
If the solicitation is a category 4 or higher, how many members should be on the evaluation
team? Minimum of 3
Procurement Term used in the government for purchasing goods or services, receiving and
inspection, inventory management, contract administration, and disposal/surplus
Seven Stages of Public Procurement 1. Need identification
2. Pre-solicitation
3. Solicitation preparation
4. Solicitation
5. Response Evaluation
6. Contract award
7. Contract management
Stage 1: Need Identification Process Identify the need for a commodity/service and develop a
plan to address that need. This stage includes:
-Need identification
-Budget identification
-Purchasing strategy
Categories of purchases -Emergency (non-competitive): delaying would cause immediate
danger
-Exceptional (non-competitive): Agencies are mandated to purchase from a specific entity
according to a contract
-Competitive solicitations
Stage 2: Pre-solicitation process Get background info to determine which method of
competitive solicitation is appropriate
What does a solicitation team do? -Ensures that solicitation will meet the procurement need
-Define scope of procurement
-Identify public purpose
-Conduct a market analysis
-Estimate potential costs
, Procurement need An identified lack of commodity or service
Payment Methods Cost reimbursement
Fixed price
Fixed rate
A combo of the aforementioned payment methods
Cost reimbursement The service provider is reimbursed for allowable commodities/services
related to the contract/grant
Fixed price Payment for a service is distributed at specific intervals (ex: weekly, monthly)
Fixed rate Payments are based on fixed rates, such as hourly rate of pay or per unit delivered
Solicitation methods -Invitation to Bid (ITB): focused on price
-Request for Proposals (RFP): focused on price and quality
-Invitation to Negotiate (ITN): best value
Stage 3: Solicitation Preparation Process Preparing a competitive solicitation before it is
released to the vendor community. This stage includes:
-Planning, drafting, and reviewing the solicitation
-Preparing the solicitation documents for posting
-Selecting the evaluation or negotiation teams
Competitive solicitations MUST include -General Instruction to Respondents (PUR 1001)
-General Contract Conditions (PUR 1000)
Competitive solicitations GENERALLY include -An introduction that explains the solicitation's goals
-Technical specifications/scope of work
-Special instructions to respondents (instructions may include how to respond, evaluation
criteria, basis of award criteria, timeline, and the identification of the procurement officer)
-Special contract conditions
Should the procurement officer serve on the evaluation team? NO
If the solicitation is a category 4 or higher, how many members should be on the evaluation
team? Minimum of 3
