GLOSSARY OF COMMON PROCUREMENT TERMS

GLOSSARY OF COMMON PROCUREMENT TERMS

ADDENDUM	An addition or supplement to a document; e.g., items or information added to a procurement document.
ALTERNATE	Goods or services that deviate with respect to features, performance or use from the goods or services specified in the procurement document.
ARO	After receipt of order.
BID	A written offer to perform a contract to provide goods or services to the State in response to a bid opportunity.
BIDDER	A supplier who submits a bid to the State.
BRAND NAME EQUAL	A specification that uses one or more manufacturers’ brand names or catalog numbers to describe the standards of quality, performance and other characteristics needed to meet the requirements of a solicitation and provide for the submission of equivalent products.
CONTRACT	Any written instrument or electronic document containing the elements of offer, acceptance, and consideration to which an agency is a party. Statewide Contracts:  Contracts for goods and services established and administered by the Division of Purchases on behalf of all agencies.  Various Agency Contracts:  Contracts for goods and services established and administered by the Division of Purchases on behalf of several agencies. Agency Specific Contracts:  Contracts for goods and services established and administered by the Division of Purchases on behalf of a specific agency. Agency Contracts:  Contracts for goods and services established and administered by the agency, itself.  Certain purchasing authority limitations apply.
CONTRACTOR	An individual, company, corporation, firm or combination thereof with whom the State develops a contract for the procurement of goods or services.
CONTRACTOR’S REPRESENTATIVE	An individual designated by the bidder or Contractor to act on their behalf and with the authority to legally bind the bidder or Contractor concerning the terms and conditions set forth in bid and contract documents.
DEBARMENT	The disqualification of a person to receive invitations for bids or requests for proposals, or the award of a contract by a government body, for a specified time commensurate with the seriousness of the offense, the failure, or the inadequacy of performance.
DEFAULT	Failure by a party to a contract to comply with contractual requirements.
DELEGATED AUTHORITY	For goods/services not available on State contracts and costing less than $2,000, agencies have been granted authority to purchase without competitive bids.  Limited delegated authority has been granted to certain agencies above $2,000 on an agency-by-agency basis.
DELEGATED PROCUREMENTS	Direct procurement of goods/services by the agency, granted by the Director of Purchases and may be conditioned by dollar amounts, terms or time limits and granted or withdrawn by the Director.
DELIVERY	The formal handing over of property; the transfer of possession, such as by carrier to purchaser.
EMERGENCY PURCHASE	Those purchases necessary for preservation of life or property or to avoid serious disruption of agency operations.
EQUAL/EQUIVALENT/ APPROVED EQUAL	Used to indicate that an item may be substituted for a required item if it is equal in quality, performance and other characteristics.
FOB DESTINATION, Freight Prepaid And Added	Buyer pays freight charges. Seller is responsible for goods in transit.

FOB DESTINATION, Freight Prepaid And Allowed	Seller pays freight charges. Seller is responsible for goods in transit.
FOB ORIGIN, Freight Prepaid And Added	Buyer pays freight charges. Buyer is responsible for goods in transit.
FOB ORIGIN, Freight Prepaid And Allowed	Seller pays freight charges. Buyer is responsible for goods in transit.
INTERAGENCY PURCHASE	A purchase by one governmental unit from another.
INVITATION FOR BID (IFB)	A solicitation in which the terms, conditions, and specifications are described and responses are not subject to negotiation.
LEAD TIME	The period of time between when the contractor receives the order and the agency receives the goods/services.
NEGOTIATED PROCUREMENT	A solicitation in which it is not advantageous to set forth all the actual, detailed requirements at the time of solicitation and responses are subject to negotiation. Price must be a factor in the award but not the sole factor.
OFF-CONTRACT PURCHASE	If a state agency locates a vendor that can provide the identical contract item at a lower price, a waiver to "buy off state contract" may be granted by the Division of Purchases.
POLITICAL SUBDIVISION	A Kansas political subdivision is any Kansas municipality, agency or subdivision authorized to levy a tax or certify a levy of tax, on tangible property and other entities enumerated in Kansas law.  Political subdivisions in Kansas include, but are not limited to: Airport authorities Cities and municipalities Community-based mental health centers Counties County hospital districts Drainage districts Groundwater management districts Housing authorities Metropolitan transit authorities Port authorities Public building commissions Rural water supply districts School districts Townships
PROPRIETARY	Trade secrets or proprietary information legally recognized as such and protected by law.
PUBLIC PURCHASING	The process of purchasing an item or service that meets the needs of the agency, at the best price, from the most responsive and responsible bidder.
PURCHASE ORDER	The signed written acceptance of the offer from the vendor. A purchase order serves as the legal and binding contract between both parties.
PURCHASER	Also known as Buyer, Procurement Officer, Contract Officer.  Includes procurement staff of the Kansas Department of Administration, Division of Purchases, as well as state agencies, political subdivisions, and institutions of higher education who purchase under applicable state laws.
QUALIFIED PRODUCTS LIST	A list of products that, because of the length of time required for test and evaluation, are tested in advance of procurement to determine which suppliers comply with the specification requirements. Also referred to as an "approved brands list."
REQUEST FOR PROPOSAL (RFP)	A solicitation in which it is not advantageous to set forth all the actual, detailed requirements at the time of solicitation and responses are subject to negotiation. Price must be a factor in the award but not the sole factor.
REQUEST FOR QUOTATION (RFQ)	A bid for one-time, single purchase of goods/services.  Non-negotiable.  May be made by telephone, fax or sealed bids after 3 days’ posted notice.  Certain dollar limits apply.

RESPONSIBLE BIDDER	A bidder whose reputation, past performance, and business and financial capabilities are such that the bidder would be deemed capable of satisfying an organization's needs for a specific contract.
RESPONSIVE BIDDER	A bidder whose bid does not vary from the specifications and terms set out in the invitation for bids.
SOLE SOURCE	An acquisition where, after a search, only one supplier is determined to be reasonably available for the required product, service or construction item.
STATE AGENCY	State institutions of higher education, offices of the elective state officers, the supreme court, the court of appeals, the administrative and other departments of state government and the offices of all appointive officers of the state.
STATE PROCUREMENT OFFICER	An individual designated by the State to act on behalf of the state to develop and administer contracts within the limits established by law.
SUBCONTRACTOR	A person or business who is providing or performing an essential aspect of the contract under the direction of the contractor.
TABSHEET	A spreadsheet prepared after most bid openings, reflecting all vendors and pricing.  This becomes public record after award (see bid document or Division of Purchases website for instructions to obtain copy).
VENDOR	A business that provides or furnished goods, materials, or services.