Procurement and Contract Management-Participant Guide - Procurement and Contract Management

Participant Guide - Procurement and Contract Management
Pdf Summary
The document presents various case studies on procurement and contract management, each featuring specific scenarios related to housing authorities and their contracting processes.

<strong>Case Study 1: Sealed Bids</strong> - Dealer's Choice HA in Nevada issued an IFB for fence construction. A fire at Site 1A invalidated its specifications post-IFB issuance, prompting the maintenance chief to propose post-award changes rather than amend the IFB, fearing delays. The selection favored ACE due to its significantly lower base bid, awarding a contract of $52,000. Key questions focus on potential issues with the IFB, the maintenance chief’s decision, and alternative responses to changed conditions without inducing delays.

<strong>Case Study 2: Cost Analysis</strong> - This involves cost analysis of a proposal by Can Doit Consultants for a management needs assessment. Questions prompt the analysis of budget elements, challenging the justification of costs, and identifying questionable elements or inefficiencies.

<strong>Case Study 3: Competitive Range</strong> - For Up the Creek HA, proposals were evaluated on technical merit and cost. Six offers were considered. The competitive range must be assessed, guiding which offers should be considered further based on both quality and price.

<strong>Case Study 4: Architect/Engineer Contracting</strong> - Design Works Texas HA engaged in A/E services procurement for electrical repairs. The highest-rated firm was negotiated with, despite others being priced lower. This case raises questions about the correctness of procurement processes and suggestions for improvement.

<strong>Case Study 5: Noncompetitive Contract</strong> - Cedar Knolls HA sought noncompetitive contract approval with HAL, Inc. for system enhancement due to time constraints and familiarity with existing systems. Justifications based on urgency, potential cost savings, and exclusivity are scrutinized.

<strong>Case Study 6: Elevator Contract</strong> - The scenario reviews potential inadequacies in an elevator maintenance contract’s Statement of Work, focusing on its vagueness and response times, aiming to anticipate problems and suggest improvements.

<strong>Case Study 7: Specifications</strong> - A contracting officer faces a request for specific brand supplies without competitive bidding, prompting concerns about procurement propriety and steps for ensuring compliance.

<strong>Case Study 8: Inspecting and Accepting</strong> - A situation of receiving malfunctioned goods and improper inspection processes leads to payment issues. The study looks at corrective actions and procedural changes to avoid repeat occurrences.

<strong>Case Study 9: Contract Administration</strong> - Modifications to a contract raise questions regarding their appropriateness and cost proposals, with advice sought on appropriate administrative actions and responses to contractor proposals. 

Each case study challenges the reader to evaluate procurement practices, identify areas for improvement, and ensure adherence to regulatory and procedural standards.
Keywords
procurement
contract management
housing authorities
sealed bids
cost analysis
competitive range
A/E services
noncompetitive contract
specifications
contract administration