Purchasing Definitions, Standard Terms and Conditions

Description

CITY OF ROUND ROCK PURCHASING DEFINITIONS, STANDARD TERMS AND CONDITIONS DEFINITIONS The following definitions shall be used to identify terms throughout specification documents: 1. AGREEMENT: A mutually binding legal document obligating the Vendor to furnish the goods, equipment, or services specified within the solicitation and obligating the City to compensate in accordance with the conditions of the agreement. 2. BID/PROPOSAL/RESPONSE: A document submitted by a respondent in response to a solicitation to be used as the basis for negotiations or for entering into an agreement. 3. BIDDER/PROPOSER/RESPONDENT: The party identified throughout the solicitation document that considers themselves qualified to provide the goods, equipment, or services specified and submits a response to the solicitation. 4. CITY: Identifies the City of Round Rock, located in Travis and Williamson Counties, Texas. 5. GOODS: Represent materials, supplies, commodities, and equipment. 6. IFB: Invitation for Bid – A document used to solicit competitive or multi-step sealed bids. 7. PIGGYBACK AGREEMENT: A term used to identify a contract or agreement that has been competitively bid in accordance with State of Texas statutes, rules, policies, and procedures and have been extended for the use of state and local agencies and active CO-OP entities. 8. PO: Purchase Order – A written document by the City to a vendor formalizing all the terms and conditions of a proposed transaction, to include but not be limited to, a description of the requested item, delivery schedule, terms of payment, transportation, delivery location, price, quantity, and special instructions. 9. RFI: Request for Information – A non-binding method whereby a jurisdiction publishes via newspaper, internet, or direct mail its need for input from interested parties for an upcoming solicitation. A procurement practice used to obtain comments, feedback, or reactions from potential suppliers (contractors) prior to the issuing of a solicitation. Generally, price or cost is not required. Feedback may include best practices, industry standards, technology issues. 10. RFP: Request for Proposal – The document used to solicit proposals from potential providers for goods and services (Respondents). Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to agreement award. May include a provision for the negotiation of Best and Final Offers.