IV. GLOSSARY OF COMMONLY ENCOUNTERED PURCHASING TERMS
1. Acknowledgement: A form used by a vendor to advise
a purchaser that their order has been received, usually implying it has
2. Back Order: That portion of an order which the vendor
cannot deliver on schedule and which has been reentered for shipment
3. Best Interest of the University: This purchase is made
so as to be advantageous to the University of Connecticut.
4. Bid Sample: An item furnished by a bidder to show the
characteristics of the item offered in the bid.
5. Blanket Order: An order wherein only the total amount
of money to be spent and time frame in which orders may be placed is known
within a defined commodity group.
6. Brand Name or Equal Specification: See Specification.
7. Confirming Order: A purchase order placed verbally
or otherwise for goods or services prior to the formal issuance of a purchase
document against authorized encumbered funds.
8. Conflict of Interest: Contracting with any University
employee or their relative for services or goods represents a potential
conflict of interest. It is important that the appearance of preferential
treatment be nonexistent. For that reason, such transactions are discouraged.
However, an exception can be made via the competitive bid process. The
request for quote must be advertised and sealed bids submitted.
9. Construction: A general term used to include all work
required to build, improve, alter, repair, maintain or demolish any public
building, road, sidewalk or other real property structure.
10. Contract: Official University document executed by
an authorized University official for the procurement of materials, services,
construction or the disposal of materials.
11. Cost Analysis: Evaluation of cost data for the purpose
of arriving at costs actually incurred or estimates of costs to be incurred,
prices to be paid and costs to be reimbursed.
12. Descriptive Literature: Information available in the
ordinary course of business that shows the characteristics, construction
or operation of an item offered in a bid or proposal.
13. Design Specification: A specification that sets forth
physical characteristics in definitive terms.
14. Discussions: Means an exchange of information or other
manner of negotiation used in the source selection process.
15. Emergency: Any situation which requires immediate
action to assure continued functioning of critical services or to protect
life and/or property.
16. Equipment: Any item which is an entity unto itself,
capable of being repaired, having a minimum value of $1000 and a normal
life expectancy of three years or more.
17. Established Catalog Price: The price included in a
catalog, price list, schedule or other form that:
a. is regularly maintained by a manufacturer, distributor or contractor.
b. is either published or otherwise available for inspection by customers.
c. states prices at which sales are currently or were last made to a significant
number of buyers in any category constituting the general buying public
for the materials or services involved.
18. Expendable Materials: All tangible materials other
than fixed assets.
19. FOB: Means "Free on Board": the shipping designation
which defines the point of title transfer from seller to buyer. Designation
is usually qualified by naming a location; i.e., shipping point, destination,
name of city, etc.
20. Incremental Award: An award of portions of a definite
quantity requirement to more than one contractor. Each portion is for
a definite quantity and the sum of the portions is the total definite
21. Invitation for Bids: Means all documents including
detailed scope of work and/or technical specifications whether attached
or incorporated by reference, which are used for soliciting bids in accordance
with established procedures.
22. K.D. (Knocked Down): An abbreviation meaning the article
designed is supplied unassembled.
23. Lead Time: The period of time from the date goods
or services are requisitioned to the time when goods can be delivered.
24. Lowest Responsive Bidder: Person, company or corporation
who submits a bid or proposal which conforms in all material respects
to the Invitation For Bid or Request for Proposal, has the capability
to perform the contract requirements and the integrity and reliability
which will assure good faith performance.
25. Multiple Award: An award of an indefinite quantity
contract for one or more similar materials or services to more than one
bidder or offeror.
26. Price Analysis: Evaluation of price data, without
analysis of the separate cost components and profit as in cost analysis,
which may assist in arriving at prices to be paid.
27. Procurement: Means buying, purchasing, renting, leasing
or otherwise acquiring any materials, services or construction. Procurement
also includes all functions that pertain to the obtaining of any material,
service or construction, including description of requirements, selection
and solicitation of sources, preparation and award of contract and all
phases of contract administration.
28. Purchase Description: Words used in a solicitation
to describe the materials or services for purchase and may include specifications
attached to or made a part of the solicitation.
29. Purchase Order: A legal document used to formalize
a purchase transaction with a vendor.
30. Purchase Request or Requisition: That document or
electronic transmission whereby a department requests the procurement
of materials, services or construction.
31. Purchasing or Procurement Agent: Any person duly authorized
by the Director of Procurement and Logistical Services to perform the
procurement duties and responsibilities outlined in his/her job description
and commodity assignments, within the limits of that authority.
32. Request for Information: Solicitation issued to prospective
bidders which is used to obtain information relative to how a prospective
contractor proposes to perform certain work, its qualifications, and terms
and conditions. Not used to obtain price information.
33. Request for Proposals: Solicitation of proposals based
on a generalized scope of work with contract award to the responsible
contractor submitting the most advantageous and responsive proposal.
34. Request for Proposal: Two-Step Negotiation - Solicitation
of a Request for Information, review and selection of acceptable proposals
and the subsequent solicitation of sealed bids from those contractors
submitting technically acceptable proposals.
35. Request for Quotation: Information solicitations issued
for the purpose of obtaining written quotations for a definitive scope
36. Responsible Bidder: A bidder whose reputation, past
performance and business and financial capabilities are such that s/he
would be judged to be capable of satisfying the University's needs for
a specific contract.
37. Responsive Bidder: A bidder whose bid does not vary
from the specifications or terms set out by the University in its Request
for Quotation or Invitation to Bid.
38. Services: The furnishing of labor, time or effort
by a contractor which does not involve the delivery of a specific end
product other than required reports or performance. Services do not include
Personal Services Agreements.
39. Sole Source: A good made and marketed or service supplied
by a contractor having the exclusive right to manufacture and sell such
item, substantiated by its technological, specialized or unique character.
40. Solicitation: An Invitation for Bid, Request for Proposal,
a Request for Quotation, Request for Information or any other invitation
or request by which the University of Connecticut invites a contractor
to participate in a procurement process.
41. Specification: Any description of the physical or
functional characteristics or of the nature of a material, service or
construction item. Designated types of specifications may be:
a. Brand Name Specification means a specification limited to one or more
items by manufacturers' names or catalog numbers.
b. Design Specification means a specification that sets forth physical
characteristics in definitive terms.
c. Functional Specification means a specification that sets forth the
specific operational action or results for which it is to be used.
d. Performance Specification means a specification that sets forth a capacity
objective that has been determined necessary for the item involved.
42. Standing Order: A type of order which is for a specific
item(s) to be shipped multiple times within a specified time frame with
exact quantities and prices per unit established.
43. Uniform Commercial Code: A set of rules covering commercial
transactions that are subscribed to by all 50 states, except Louisiana,
as published by the American Law Institute and the National Conference
of Commissioners on Uniform State Laws.
44. Unit Price: A price which the contractor is paid for
the selected unit for materials or service; e.g. pounds, each, hour, etc.
45. Vendor: Any person or company that sells something
or charges for a service.
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