Commonly Used Terms and Definitions
Click word of choice to see its definition
|
|
|
|
|
|
|
|
|
|
| |
|
|
| |
|
|
| |
|
|
| |
|
|
| |
|
|
| |
|
|
| |
|
| ||
|
| ||
|
| ||
|
|
Terms And Definitions
A form of public notice of an intended purchase. The placement of a notice in a news-paper
or other publication according to legal requirements to inform the public that the
government is requesting bids on a specific purchase it intends to make.
The process of putting together all component parts of an item of equipment by the
manufacturer where the assembly plant is located within the territorial borders of
the state of Louisiana. “Assembled” shall not mean the reassembly of parts packed
for shipping purposes. Reference LA R.S 39:1591(9) Also means the assembly of computers
and related equipment when such assembly takes place in Louisiana. Reference LA R.S.
38:2251.A(1)
The executed document submitted by a Bidder in response to an Invitation for Bids,
a Request for Quotation or a multi-step bidding procedure.
The submission of prices by individuals or firms competing for a contract, privilege,
or right to supply merchandise or services.
A specification that cites brand name, model number, or some other designation that
identifies a specific product to be offered exclusive of others.
Change Order A written order directing the contractor to alter, deviate, add or delete
to a preexisting purchase order or contract.
The process by which two or more vendors vie to secure the business of a purchaser
by offering the most favorable terms as to price, quality, delivery and/or service.
All types of state agreements, regardless of what they may be called for the purchase
of supplies, services or major repairs. Also, an “Agreement”. It includes awards
and notices of award, leases, letter contracts, and purchase orders.
A purchase made without following normal purchasing procedures in order to obtain
goods or services to meet an urgent or unexpected requirement where health and public
safety or the conservation of public resources is at risk.
A phrase used to indicate the acceptability of products of similar or superior function,
purpose, design, and/or performance.
Items that are tangible non-consumable property, as distinguished from supplies. For
purposes of expensing, tangible non-consumable items valued in excess of $100.
A bid which must be submitted in a sealed envelope and in conformance with a prescribed
format, and to be opened at a specified time. See ” Sealed Bid“.
An unsealed competitive offer conveyed by letter, telephone, facsimile, or other means
and under conditions different from those required for formal bidding.
Invitation to Bid(ITB)
or
Invitation for Bids (IFB) (1) The solicitation document used for competitive sealed bidding, the customary
method used by state and local governments for the purchase of equipment, materials,
supplies, and construction. (2) All documents, whether attached or incorporated by
reference, utilized for soliciting bids.
Those repairs made to movable or immovable equipment with the purpose of fixing the
item to an operational status.
The process of making a product suitable for use from raw materials by hand or by
machinery. Reference 38:2251.A(3)
Denotes the permissive (desired characteristics). Also, the use of “should” means
the same.
A method for contracting for goods and services, whereby proposals are solicited from
qualified suppliers, and the offer deemed by the awarding authority to be most advantageous
in terms of criteria as designated in the Request for Proposals, may be further revised
with the successful offeror in terms and non-mandatory requirements, but not price.
A one-time purchase made non-competitively or after solicitation of competitive quotes/
bids other than under a term contract.
The process of manufacturing, planting, cultivating, growing, or harvesting. Reference
LA R.S. 38:2251.A(7)
The executed document submitted by an offeror in response to a Request for Proposal
(and the basis for subsequent negotiation).
A purchase of an item that is available from only one manufacturer. Differentiated
from a sole source in that the manufacturer may distribute item through one or more
distributors.
Opening The process of opening and reading bids, conducted at the time and place specified
in the Invitation for Bids and/or the advertisement, andin the presence of anyone
who wishes to attend.
Theerection, construction, alteration, improvement, or repair of any public facility
or immovable property owned, used, or leased by a public entity.
The words used in a solicitation to describe the supplies, services, or construction
to be purchased, and includes specifications attached to, or made part of, the solicitation.
Unless the context requires otherwise, the terms “purchasing description”, “purchase
specification” and “specification” may be used interchangeably.
A statement of price, terms of sale, and description of goods or services offered
by a prospective seller to a prospective purchaser, usually for purchases below the
amount requiring formal bidding. The stating of the current price of a commodity,
or the price so stated.
The document used in informal, uncompetitive solicitation of information, data, comments,
or reactions from possible suppliers preceding the issuance of a Request for Proposals
or a multi-step bidding procedure.
(1) All documents, whether attached or incorporated by reference, utilized for soliciting
(competitive) proposals. The RFP procedure permits negotiation of proposals and terms
as distinguished from competitive bidding and an Invitation for Bids. (2) The solicitation
document used in the competitive negotiation process. The procedure allows changes
to be made after proposals are opened and contemplates that the nature of the proposals
and/or terms offered will be negotiated most responsive offeror prior to finalizing
a contract.
The document generally used for seeking competition on small purchases or on any purchase
lower than the amount that requires competitive sealed bidding. Can be used for obtaining
price and delivery information for sole-source and emergencies.
(1) An internal document by which a using department or agency requests the purchasing
department to initiate a procurement. May also be a form used for obtaining supplies
from a storeroom or warehouse. (2)The information transmitted by a using department
or agency requesting the central purchasing office to effect a contract for a particular
need or group of needs. The request may include, but is not limited to, a performance
or technical description of the requested item, delivery schedule, transportation
mode, criteria for evaluation, suggested sources of supply, and information related
to the making of any written determination required by policy or procedure.
A bid which has been submitted in a sealed envelope to prevent its contents being
revealed or known before the deadline for the submission of all bids; usually required
by law or rule on major procurements to enhance fair competition.
The furnishing of labor, time, or effort by a contractor, not involving the delivery
of a specific end product other than reports which are merely incidental to the required
performance.
Denotes the imperative (mandatory requirements). Also, the use of “will” and “must”
means the same.
An award for a commodity or service to the only known capable supplier, occasioned
by the unique nature of the requirements, the supplier, or market conditions.
The process of notifying prospective bidders or offerors that the jurisdiction wishes
to receive bids for furnishing goods and services. The process may consist of public
advertising, mailing Invitations for Bids, posting notices, telephone or facsimile
messages to prospective bidders, or all of these.
A description of what the purchase seeks to buy, and consequently, what a bidder must
be responsive to in order to be considered for award of a contract. A specification
may be a description of the physical or functional characteristics, or the nature
of, a supply or service. It may include a description of any requirements for inspecting,
testing, or preparing a supply or service item for delivery. A purchase description.
Items that are consumed or expended in the course of being used, as distinguished
from equipment.
A technique by which a source of supply is established for a specific period of time.
Term contracts characteristically are established through competitive sealed bidding
and usually are based on indefinite quantities to be ordered “as needed”, although
such contracts can specify definite quantities with deliveries extended over the contract
period.
