Purchasing Policies And Procedures Quiz

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Quizzes Created: 1 | Total Attempts: 412
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  • 1/19 Questions

    Failure to obtain a purchase order or approval for a P-Card purchase is considered:

    • An Unauthorized Purchase
    • An honest mistake
    • Not a big deal
    • A criminal misdemeanor
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About This Quiz

This quiz test employees' knowledge of the purchasing policies and procedures.

Purchasing Policies And Procedures Quiz - Quiz

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  • 2. 

    True or False: P-Card purchases are exempt from Purchasing Policies and Procedures.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    P-Card purchases are not exempt from Purchasing Policies and Procedures. This means that P-Card purchases must still adhere to the established guidelines and regulations outlined in the organization's purchasing policies. P-Card holders are required to follow the proper procedures and protocols when making purchases using their P-Cards, ensuring that all transactions are in compliance with the organization's purchasing policies. Therefore, the statement that P-Card purchases are exempt from Purchasing Policies and Procedures is false.

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  • 3. 

    In lieu of the City going through the formal sealed bid process or acquiring quotes, we may:

    • Use an existing State of Florida, Co-op, or other formally competitively bid government contract

    • Buy half from one vendor and the other half from another vendor

    • Buy half now and the other half later

    • Buy half on one employee’s P-Card and the other half on another employee’s P-Card

    Correct Answer
    A. Use an existing State of Florida, Co-op, or other formally competitively bid government contract
    Explanation
    The explanation for the given correct answer is that instead of going through the formal sealed bid process or acquiring quotes, the City has the option to use an existing State of Florida, Co-op, or other formally competitively bid government contract. This means that the City can utilize a contract that has already been competitively bid by the state or other government entities, which can save time and resources. By using such a contract, the City can ensure that the procurement process is still fair and competitive, even without going through the formal bid process.

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  • 4. 

    True or False: The City of Coconut Creek is a member of the Southeast Florida Governmental Purchasing Co-operative.

    • True

    • False

    Correct Answer
    A. True
    Explanation
    The City of Coconut Creek is a member of the Southeast Florida Governmental Purchasing Co-operative. This means that the city has joined the cooperative, which is an organization that allows its members to pool their resources and leverage their buying power to obtain goods and services at a lower cost. Being a member of this cooperative can provide the City of Coconut Creek with benefits such as cost savings and access to a wider range of vendors.

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  • 5. 

    True or False: Surplus is City owned property which has a purchase price of $1,000.00 or more, has a City fixed asset number, has been identified as in-operable, no longer in use, obsolete, or not economically feasible to repair or maintain and requires City Commission approval to dispose of.

    • True

    • False

    Correct Answer
    A. True
    Explanation
    Surplus refers to City owned property that meets certain criteria, including having a purchase price of $1,000.00 or more, a City fixed asset number, being in-operable, no longer in use, obsolete, or not economically feasible to repair or maintain. Additionally, the disposal of surplus property requires approval from the City Commission. Therefore, the given statement is true.

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  • 6. 

    Purchases between $5,000.00 and $24,999.99 require:  

    • Human Resources’ Approval

    • 3 Written Competitive Quotes

    • Commission Approval

    • 3 Verbal Quotes

    Correct Answer
    A. 3 Written Competitive Quotes
    Explanation
    Purchases between $5,000.00 and $24,999.99 require 3 written competitive quotes. This means that in order to make a purchase within this price range, the buyer must obtain written quotes from at least three different suppliers or vendors. The purpose of this requirement is to ensure that the buyer is getting the best possible price and value for the purchase by comparing multiple offers.

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  • 7. 

    The provisions in the Purchasing Division’s Policies and Procedures Reference Guide:

    • Are a general “Rule of Thumb”

    • Must be followed by all employees, at all times, when conducting City business

    • Should be followed when its convenient

    • Are not grounds for disciplinary action if violated

    Correct Answer
    A. Must be followed by all employees, at all times, when conducting City business
    Explanation
    The correct answer is that the provisions in the Purchasing Division's Policies and Procedures Reference Guide must be followed by all employees, at all times, when conducting City business. This means that these guidelines are mandatory and must be adhered to by every employee in the Purchasing Division when conducting any business on behalf of the City. Failure to follow these provisions may result in disciplinary action.

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  • 8. 

    True or False: The purpose of the Reference Guide is to replace the policies and procedures used for carrying out the purchasing function at the City of Coconut Creek.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    The purpose of the Reference Guide is not to replace the policies and procedures used for carrying out the purchasing function at the City of Coconut Creek.

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  • 9. 

    A Sole Source is:

    • A source selected because they manufacture a product that is preferred by the using department

    • A source selected when there are no other sources capable of providing the goods or services except for the one selected

    • A source selected due to the compatibility of equipment, replacement parts, training, warranty, or some other unique purpose although other sources are available

    • A source selected because they claim to be the only available vendor in the area

    Correct Answer
    A. A source selected when there are no other sources capable of providing the goods or services except for the one selected
    Explanation
    A Sole Source is a source selected when there are no other sources capable of providing the goods or services except for the one selected. This means that there are no alternative options available that can meet the requirements or specifications needed. It is chosen out of necessity rather than preference or convenience.

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  • 10. 

    Pursuant to Administrative Order G-09 – Receiving of Gifts, employees may accept nominal gifts from vendors and residents in the amount of:

    • $20.00

    • $15.00

    • $10.00

    • $ 0.00

    Correct Answer
    A. $ 0.00
    Explanation
    According to Administrative Order G-09, employees are not allowed to accept any gifts from vendors and residents. Therefore, the correct answer is $0.00.

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  • 11. 

    Blanket Purchase Orders can be used for:

    • Individual purchases up to $2,500.00

    • An indefinite period of time

    • Services and leases for example electricity or copiers

    • Items purchased on a recurring basis where individual purchases do not exceed $500.00

    Correct Answer
    A. Items purchased on a recurring basis where individual purchases do not exceed $500.00
    Explanation
    Blanket Purchase Orders are a type of purchasing agreement that allows for the procurement of items on a recurring basis. This means that the same items can be purchased multiple times over a period of time without the need for individual purchase orders for each transaction. The condition mentioned in the answer, where individual purchases do not exceed $500.00, indicates that the Blanket Purchase Order can be used for recurring purchases as long as each individual purchase does not exceed the specified amount. This enables efficient and streamlined procurement for regularly needed items.

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  • 12. 

    An emergency purchase order can be obtained:

    • Anytime during hurricane season

    • If you have to meet a deadline

    • When the health, safety, or welfare of the citizens or employees may be affected

    • When purchasing procedures will take too long

    Correct Answer
    A. When the health, safety, or welfare of the citizens or employees may be affected
    Explanation
    An emergency purchase order can be obtained when there is a potential threat to the health, safety, or welfare of the citizens or employees. In such situations, it is crucial to act quickly and efficiently to address the emergency and ensure the well-being of individuals. The regular purchasing procedures may take too long in these cases, making it necessary to obtain an emergency purchase order to expedite the procurement process and provide the necessary resources or services promptly.

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  • 13. 

    To view current and closed solicitations, awarded bid documents, sole source notifications, current City surplus on auction, vendor information, etc., visit:

    • The City Clerk’s Office

    • The Purchasing webpage at www.coconutcreek.net/purchasing

    • The City’s website at www.coconutcreek.net

    • Your Department Administrative Assistant

    Correct Answer
    A. The Purchasing webpage at www.coconutcreek.net/purchasing
    Explanation
    The correct answer is "The Purchasing webpage at www.coconutcreek.net/purchasing" because it is specifically mentioned in the given information as a source to view current and closed solicitations, awarded bid documents, sole source notifications, and vendor information. The other options mentioned, such as the City Clerk's Office, the City's website, and the Department Administrative Assistant, may also provide some of this information, but they are not explicitly stated as the source for it in the given information.

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  • 14. 

    The P-Card Authorization Form is used:

    • To issue an employee a P-Card

    • In lieu of a lost receipt

    • For all P-Card purchases over $2,500.00

    • To fax a vendor your P-Card information

    Correct Answer
    A. For all P-Card purchases over $2,500.00
    Explanation
    The P-Card Authorization Form is used for all P-Card purchases over $2,500.00. This form is required to authorize and document high-value purchases made using the P-Card. It ensures that proper approval and oversight are in place for large expenses, and helps to prevent unauthorized or fraudulent use of the P-Card. By requiring this form for purchases over $2,500.00, the company can maintain control and accountability over their spending.

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  • 15. 

    A Fixed Asset is:

    • A piece of property or equipment which has a unit cost of $1,000.00 or more

    • A piece of property or equipment that cannot be moved

    • An employee who has been with the City for more than 20 years

    • Any purchase that has a total cost of $1,000.00 of more

    Correct Answer
    A. A piece of property or equipment which has a unit cost of $1,000.00 or more
    Explanation
    The correct answer is "A piece of property or equipment which has a unit cost of $1,000.00 or more." This definition accurately describes a fixed asset, which refers to a tangible item that is owned by a company or organization and is used for long-term operations. Fixed assets are typically of high value and have a useful life of more than one year. By specifying that the unit cost must be $1,000.00 or more, it further emphasizes the significant value and long-term nature of fixed assets.

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  • 16. 

    A Check Request is generally issued for:

    • Services

    • Travel related expenses, memberships, subscriptions

    • Equipment repairs and maintenance

    • Past due invoices

    Correct Answer
    A. Travel related expenses, memberships, subscriptions
    Explanation
    A Check Request is generally issued for travel-related expenses, memberships, and subscriptions. This means that when an individual or organization needs to pay for expenses related to travel, such as accommodation, transportation, or meals, or when they need to renew or purchase memberships or subscriptions, they can submit a check request to request payment for these expenses. The check request serves as a formal request for the payment to be made, ensuring that the expenses are properly accounted for and paid in a timely manner.

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  • 17. 

    The most recent revision of the Reference Guide is:

    • 03/02/09

    • 08/02/09

    • 02/20/07

    • 02/21/67

    Correct Answer
    A. 03/02/09
    Explanation
    The most recent revision of the Reference Guide is 03/02/09.

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  • 18. 

    True or False: Approved purchase orders are kept and administered by the Purchasing Division.

    • True

    • False

    Correct Answer
    A. False
    Explanation
    Approved purchase orders are not kept and administered by the Purchasing Division. They are typically managed and maintained by the Accounts Payable department or a similar financial department within an organization. The Purchasing Division is responsible for initiating and processing purchase orders, but once they are approved, they are usually handed over to the appropriate department for further processing and record-keeping.

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  • 19. 

    What graphic appears on the cover of the Reference Guide?  

    • A Picture of City Hall

    • A Stack of Coins

    • The City Logo

    • A Butterfly Made of Money

    Correct Answer
    A. A Butterfly Made of Money
    Explanation
    The graphic on the cover of the Reference Guide is a butterfly made of money. This suggests that the guide may provide information or tips on managing finances or making money. The butterfly symbolizes transformation and growth, which could imply that the guide offers strategies for financial success and prosperity.

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Quiz Review Timeline (Updated): Sep 25, 2024 +

Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.

  • Current Version
  • Sep 25, 2024
    Quiz Edited by
    ProProfs Editorial Team
  • Feb 24, 2009
    Quiz Created by
    Pkershaw
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