NJ QPA LATEST COMPREHENSIVE EXAM QUESTIONS
AND ANSWERS SURE A+
✔✔Competitive Contracting - ✔✔This method authorizes contracting for specialized
goods and services in which formal proposals are solicited
from vendors, formal proposals are evaluated by the purchasing agent or counsel or
administrator; and the governing body awards a contract to a vendor or vendors from
among the formal proposals received.
Negotiations of final costs and terms are not authorized
✔✔Competitive Quotations - ✔✔A request made by a contracting agent by a vendor for
provision or performance of goods or services, when the aggregate cost is less than the
bid threshold.
Obtain 2 if practicable
✔✔Proprietary Purchases - ✔✔Goods or services of a specialized nature, that may be
made or marketed by a person or persons having the exclusive right to make or sell
them, when the need for such goods or services has been certified in writing by the
governing body of the contracting unit to be
necessary for the conduct of its affairs.
,✔✔Emergency Purchases - ✔✔Any contract may be negotiated or awarded for a
contracting unit without public advertising for bids and bidding therefore, not with-
standing that the contract price will exceed the bid threshold, when an emergency
affecting the public health, safety or welfare requires
the immediate delivery of goods or the performance of services, provided that the
awarding of such contracts
✔✔Public Purchasing - ✔✔The process of procuring goods and services for public
purposes in accordance with law and procedures that are intended to result in the
economical expenditure of
public funds.
✔✔Differences between Public & Private Purchasing - ✔✔public funds are being spent
the purchasing process is public business and records and information related to
purchases are open to public inspection
The entire process must be transparent
✔✔Six R's- Purchasing Cycle - ✔✔In the: Right Quality & Right Quantity
At the: Right Time & Right Price
From the: Right Source
& In the: Right Manner
✔✔Centralized Purchasing - ✔✔An important function in "good government."
Its objective is to achieve savings through efficient management techniques, especially
savings effected through volume buying.
responsibility should rest with an authorized professional and is not incidental to other
functions.
✔✔Three C's- Centralization - ✔✔Cooperation
Communication
Coordination
✔✔Planning & Coordination - ✔✔identification of major purchase categories
establishing bidding timetables
,coordination and incorporation of all department or agency requirements into the
bidding timetable.
✔✔Financial & Budget Control - ✔✔the responsibility of other departments or agencies,
the purchasing unit may participate in developing budgets by providing prices and
projections based on prior purchases and market conditions
Purchase Order Encumbrance system
✔✔factors affecting the organizational placement and management role of purchasing -
✔✔A local contracting unit's:
(1) organizational and management philosophy
(2) custom
(3) political environment and history
(4) size of the purchasing operation
(5) resources available
✔✔Basic Purchasing Forms - ✔✔Bid Proposal/Quote Form
Requisition
Purchase Order
Receiving report
Properly Executed invoice
✔✔Bid Proposal/Quote form - ✔✔used to solicit and receive bids or quotes from
vendors. Space on the form is needed to describe the item(s) required, quantity and all
other pertinent information.
✔✔Requisition - ✔✔the form the user department or agency requests goods or services
it seeks to purchase.
It describes the equipment or item to be purchased and quantity.
✔✔Purchase Order - ✔✔authorizes the vendor to provide goods or perform services
requested.
, In addition to describing the goods or services to be supplied, quantity and price, it also
indicates the point of delivery and terms including discounts.
✔✔Receiving Report - ✔✔to acknowledge goods have been received and services
performed.
✔✔Properly Executed invoice - ✔✔form with sufficient detail for the payment to be
made
should be understood to encompass bills, vouchers, warrants, or whatever term the
contracting unit uses to
describe the document(s) a vendor submits to request payment.
✔✔The transfer, utilization and disposition of excess, surplus and obsolete personal
property - ✔✔integral to inventory/materials management.
Administration of all should be the
responsibility of the purchasing function.
✔✔Methods of Disposition - ✔✔Sealed Bids
Public Auctions
Transfers
Trade-Ins
Sales to Other Local Contracting Units
✔✔Sealed Bids - ✔✔The advertisement invites interested bidders to call, to e-mail, to
write or to pick up written information listing the equipment and items.
The time frame for preparation and receipt of the bids may range from two to four
weeks.
All bidders shall be invited to attend the public opening
✔✔Public Auctions - ✔✔It must be properly advertised to attract a sufficient number of
"bidders."
Procedures for recording "bids," receiving payment, and providing assistance in loading
equipment and items after the sale must be established in advance
✔✔Transfers - ✔✔This method for handling a piece of equipment or item no longer
needed by a user department or agency is to transfer it to another that has a use for it.
AND ANSWERS SURE A+
✔✔Competitive Contracting - ✔✔This method authorizes contracting for specialized
goods and services in which formal proposals are solicited
from vendors, formal proposals are evaluated by the purchasing agent or counsel or
administrator; and the governing body awards a contract to a vendor or vendors from
among the formal proposals received.
Negotiations of final costs and terms are not authorized
✔✔Competitive Quotations - ✔✔A request made by a contracting agent by a vendor for
provision or performance of goods or services, when the aggregate cost is less than the
bid threshold.
Obtain 2 if practicable
✔✔Proprietary Purchases - ✔✔Goods or services of a specialized nature, that may be
made or marketed by a person or persons having the exclusive right to make or sell
them, when the need for such goods or services has been certified in writing by the
governing body of the contracting unit to be
necessary for the conduct of its affairs.
,✔✔Emergency Purchases - ✔✔Any contract may be negotiated or awarded for a
contracting unit without public advertising for bids and bidding therefore, not with-
standing that the contract price will exceed the bid threshold, when an emergency
affecting the public health, safety or welfare requires
the immediate delivery of goods or the performance of services, provided that the
awarding of such contracts
✔✔Public Purchasing - ✔✔The process of procuring goods and services for public
purposes in accordance with law and procedures that are intended to result in the
economical expenditure of
public funds.
✔✔Differences between Public & Private Purchasing - ✔✔public funds are being spent
the purchasing process is public business and records and information related to
purchases are open to public inspection
The entire process must be transparent
✔✔Six R's- Purchasing Cycle - ✔✔In the: Right Quality & Right Quantity
At the: Right Time & Right Price
From the: Right Source
& In the: Right Manner
✔✔Centralized Purchasing - ✔✔An important function in "good government."
Its objective is to achieve savings through efficient management techniques, especially
savings effected through volume buying.
responsibility should rest with an authorized professional and is not incidental to other
functions.
✔✔Three C's- Centralization - ✔✔Cooperation
Communication
Coordination
✔✔Planning & Coordination - ✔✔identification of major purchase categories
establishing bidding timetables
,coordination and incorporation of all department or agency requirements into the
bidding timetable.
✔✔Financial & Budget Control - ✔✔the responsibility of other departments or agencies,
the purchasing unit may participate in developing budgets by providing prices and
projections based on prior purchases and market conditions
Purchase Order Encumbrance system
✔✔factors affecting the organizational placement and management role of purchasing -
✔✔A local contracting unit's:
(1) organizational and management philosophy
(2) custom
(3) political environment and history
(4) size of the purchasing operation
(5) resources available
✔✔Basic Purchasing Forms - ✔✔Bid Proposal/Quote Form
Requisition
Purchase Order
Receiving report
Properly Executed invoice
✔✔Bid Proposal/Quote form - ✔✔used to solicit and receive bids or quotes from
vendors. Space on the form is needed to describe the item(s) required, quantity and all
other pertinent information.
✔✔Requisition - ✔✔the form the user department or agency requests goods or services
it seeks to purchase.
It describes the equipment or item to be purchased and quantity.
✔✔Purchase Order - ✔✔authorizes the vendor to provide goods or perform services
requested.
, In addition to describing the goods or services to be supplied, quantity and price, it also
indicates the point of delivery and terms including discounts.
✔✔Receiving Report - ✔✔to acknowledge goods have been received and services
performed.
✔✔Properly Executed invoice - ✔✔form with sufficient detail for the payment to be
made
should be understood to encompass bills, vouchers, warrants, or whatever term the
contracting unit uses to
describe the document(s) a vendor submits to request payment.
✔✔The transfer, utilization and disposition of excess, surplus and obsolete personal
property - ✔✔integral to inventory/materials management.
Administration of all should be the
responsibility of the purchasing function.
✔✔Methods of Disposition - ✔✔Sealed Bids
Public Auctions
Transfers
Trade-Ins
Sales to Other Local Contracting Units
✔✔Sealed Bids - ✔✔The advertisement invites interested bidders to call, to e-mail, to
write or to pick up written information listing the equipment and items.
The time frame for preparation and receipt of the bids may range from two to four
weeks.
All bidders shall be invited to attend the public opening
✔✔Public Auctions - ✔✔It must be properly advertised to attract a sufficient number of
"bidders."
Procedures for recording "bids," receiving payment, and providing assistance in loading
equipment and items after the sale must be established in advance
✔✔Transfers - ✔✔This method for handling a piece of equipment or item no longer
needed by a user department or agency is to transfer it to another that has a use for it.
