Certified Professional Public Buyer (CPPB) Practice Test

If toner delivery has been a problem, what should the buyer do first?

1. Terminate the contract for non-performance

2. Document the performance and notify the supplier

3. Purchase toner from the next low bidder

4. Finish the contract and remove the supplier from the next bid

The correct answer is: Document the performance and notify the supplier

The most appropriate first step for the buyer when toner delivery has been problematic is to document the performance and notify the supplier. This approach emphasizes communication and accountability in addressing the issue. By documenting the performance, the buyer creates a record of the issues that have occurred, which can serve as critical evidence if the situation escalates or further action is needed. Notifying the supplier directly opens a line of communication, allowing the buyer to express concerns, seek explanations, and potentially work collaboratively to resolve the delivery problems. This step demonstrates a willingness to address the issue professionally and can lead to improvements in service, rather than immediately resorting to drastic measures like terminating contracts or punitive actions, which might not address the underlying problem. In contrast, options that include termination or moving directly to the next low bidder do not allow for the opportunity to rectify the situation with the current supplier, potentially wasting resources and time if the issue can be resolved through proper communication and documentation.