Procurement and Contract Management-Answer Key

Answer Key - Case Study Combined
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The document outlines various procurement case studies faced by different housing authorities, each presenting unique challenges and requiring specific solutions. The summaries are as follows:

<strong>Case Study #1</strong> involved a sealed bid for constructing fences, where a fire altered conditions at one site. The IFB structure was problematic as it included additive instead of deductive alternates. Despite this, ACE Fencing was chosen due to their lower price, even with post-fire requirements suggesting a change order after award.

<strong>Case Study #2</strong> concerned a cost proposal from Can Doit Consultants for a needs assessment contract. The analysis highlighted discrepancies in overhead and travel costs, indicating the need for meticulous cost audits in price verification and contractor practice evaluations.

<strong>Case Study #3</strong> discussed determining the competitive range for a contract. Three proposals with the highest technical scores (84-90) formed the competitive range due to their balance of technical merit and cost, with arguments for inclusion based on technical superiority and cost-effectiveness.

<strong>Case Study #4</strong> focused on selecting an architectural/engineering firm. The LHA adhered to state law by negotiating with the highest qualified firm. Suggestions were made to improve future processes through better cost analysis and negotiations with more firms within the competitive range.

<strong>Case Study #5</strong> examined non-competitive contracting with HAL, Inc. due to proprietary knowledge and constraints on time, supporting a non-competitive award due to it being the only practical source.

<strong>Case Study #6</strong> pertained to shortcomings in an elevator maintenance contract. It revealed a lack of specificity, leading to potential cost increases and misunderstandings, advising more detailed work specifications.

<strong>Case Study #7</strong> expressed concern over ordering branded materials without alternatives or proper cost analysis, recommending an independent cost estimate and inclusion of "or equal" clauses.

<strong>Case Study #8</strong> dealt with issues of receiving and inspecting deliveries, highlighting procedural gaps in verifying shipment contents, resulting in financial discrepancies and recommending stricter receipt protocols.

<strong>Case Study #9</strong> involved contract administration errors where changes were handled inadequately or expensively due to lacking cost analysis, stressing the need for independent estimates and stricter verification processes.

Each case study underscores common procurement pitfalls such as insufficient planning, inadequate cost analysis, and poor contract management, advocating for thoroughness and transparency in public procurement practices.
Keywords
procurement
case studies
housing authorities
cost analysis
contract management
competitive range
non-competitive contracting
sealed bid
independent cost estimate
public procurement