For purposes of this subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
AGENCY. An agency, bureau, commission, committee, council, department or other entity, instrumentality, officer, agent, employee or other person acting on behalf of the city.
ADVANTAGEOUS. A judgmental assessment of what is in the city’s best interest.
BID. The executed document submitted by a “bidder” in response to an invitation for bid.
BRAND NAME SPECIFICATION. A specification that cites a brand name, model number or some other designation that identifies a specific product as an example of the desired characteristics and/or quality of merchandise.
CENTRAL STORES. The program operated by the city which develops standard specifications, procures, warehouses and delivers certain supplies for city agencies.
CITY. The City of Boulder.
CONTROLLED ITEMS. Those supplies and services identified by the city as commonly used items which, when consolidated for purchasing purposes, result in volume adequate to obtain discounted prices.
DAYS. Calendar days. In computing any period of time prescribed or allowed by these rules, the day of the event after which the designated period of time begins to run is not to be included, but the last day of the period so computed is to be included, unless it is a Saturday, Sunday or a legal holiday, in which event the period runs until the end of the next business day.
DESCRIPTIVE LITERATURE. Information available in the ordinary course of business which shows the characteristics, construction or operations of an item and enables the city to consider whether the item meets its needs.
EXCLUSIVE CONTRACT. That city agencies must obtain the specified supply or service from the contract holder(s), unless the contract allows otherwise.
EXIGENCY. A purchase made without following normal purchasing procedures due to a sudden and unexpected happening or unforeseen occurrence or condition which requires immediate action.
FOB or F.O.B. Free on board; a term used in conjunction with an identified physical location to determine:
(1) The responsibility and basis for payment of freight charges; and
(2) The point at which title for the shipment passes from seller to buyer. Deliveries are usually FOB destination which means a shipment is to be delivered to the destination designated by the buyers.
OFFER. Proposal.
OFFEROR. A person submitting a proposal when a procurement is made by a request for proposal process.
OFFICE SUPPLY. An item commonly used in a business office such as pens, pencils, paper and the like.
PURCHASE ORDER. A document used to formalize a purchase contract with a vendor.
REQUEST FOR INFORMATION. A document used to informally solicit information about a market or type of available supply or service where there is not enough information readily available to write an adequate specification or work statement.
REQUEST FOR QUOTE. Any source selection method allowed for in M.C.A. Title 18.
REQUISITION. The document used to request that a contract be entered into for a specific need, and may include, but is not limited to, the description of the requested item, delivery schedule, transportation data, criteria for evaluation, suggested sources of supply, and information supplied for the making of any written determination required by M.C.A. Title 18, Chapter 4 or these rules.
RESIDENT BIDDER. A bidder that meets the requirements of M.C.A. § 18-1-103.
RESPONSIBLE BIDDER OR OFFEROR. A person who has the capability in all respects to perform rally the contract requirements and the integrity and reliability which will assure good faith performance.
RESPONSIVE BIDDER OR OFFEROR. A person who has submitted a bid or offer which conforms in all material respects to the invitation for bids or request for proposals.
RESTRICTIVE SPECIFICATION. Specifications that unnecessarily limit competition by eliminating supplies and services that would be capable of satisfactorily meeting actual needs.
SOLICITATION. An invitation for bid, a request for proposal, or any other document issued by the city for the purpose of soliciting bids or proposals to enter into a contract with the city.
SPECIFICATIONS. A detailed description of what the purchaser requires and what a bidder or offeror must offer to be considered for an award.
STATE-MADE. Manufactured or produced in the state and made with the use of parts, material or supplies of which 50% or more were manufactured or produced in this state; or employment of persons of whom 50% or more are bona fide residents of the state as defined in M.C.A. § 18-2-401.
SURPLUS SUPPLIES. Supplies no longer needed by an agency for its use in the discharge of its duties and responsibilities, excluding books.
TERM CONTRACT. A contract in which supplies or services are offered at a predetermined unit price for a specific period of time.
UNIT PRICE. The price of a selected unit of a supply or services; such as, price per ton, foot, box.
VENDOR. A seller of supplies or services.
(Ord. 173, passed 9-10-2001)