For the purpose of this chapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
ALTERNATE PROCUREMENT METHOD. Those methods of procuring goods and services allowed, beside from sealed bidding.
BEST VALUE. The basis for awarding contracts for services to the offeror which optimizes quality, cost and efficiency, among responsive and responsible offerors. Such basis shall reflect, wherever possible, objective and quantifiable analysis.
BLANKET PURCHASE ORDER. A purchase order containing multiple delivery dates over a period of time, often negotiated to take advantage of predetermined pricing; normally used when there is a recurring need for goods.
BOARD. The San Juan County Board of Commissioners.
BUSINESS. Any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, vendor, contractor or any other private legal entity.
CONTRACT. A written document that includes an agreement between the County Board of Commissioners and another party regardless of whether or not the document is labeled or characterized as a “contract”, “agreement”, “memorandum”, “letter of understanding”, “statement of understanding”, “grant application”, “donation form” or other legally binding document. All COUNTY CONTRACTS shall be approved as to content and form by the County Attorney.
EMERGENCY PURCHASES. If the governing body determines that a natural disaster or fiscal emergency exists, and that the expenditure of money in excess of County General Fund budget is necessary to respond to the natural disaster or fiscal emergency, the County Board of Commissioners may make expenditures and incur deficits that are reasonably necessary to meet the natural disaster or fiscal emergency. (See UCA § 17-36-27.)
ENCUMBRANCE. The county shall use an encumbrance system or other budgetary controls to ensure that no expenditure is made for any item of an appropriation unless there is a sufficient unencumbered balance in the appropriation and available funds, except in cases of an emergency. (See UCA § 17-36-19.)
EQUIPMENT. Tangible property (other than land and buildings) used in the operation of a department.
INVOICE. A formal billing, submitted by a vendor, showing the amount due and terms of payment for supplies delivered or services rendered.
PROFESSIONAL SERVICES. Those services provided to the county, including those that involve specialized expertise, use of professional judgment and/or a high degree of creativity. The individual or company may be based on qualifications to include, but not limited to, specialized skills, education and training, experience, demonstrated effectiveness, judgment and integrity. These qualifications are not necessarily found in the individual or company that offers the lowest price.
PUBLIC WORKS PROJECTS. All works constructed for public use, protection or enjoyment, ordinarily of a fixed nature, such as buildings, docks, canals, waterworks, highways, roads and the like and shall apply to those commodities or projects involving labor or both materials and labor and shall include such items as construction, paving and repair contracts.
QUOTE. A stated price by a vendor for goods, services or equipment. QUOTES may be provided by fax, mail, e-mail or by printing listed prices of vendor websites.
REQUEST FOR PROPOSALS (RFP). A formal competitive solicitation made to potential vendors in which vendors propose the best method or solution to a clearly defined county need.
REQUEST FOR QUOTES (RFQ). The process to request information, where quotes are obtained from vendors without formal advertising or receipt of sealed bids. Used where price competition is desired, but the situation does not require competitive sealed bids, small or emergency purchases.
REQUISITION. A request to the Purchasing Agent for the purchase of one or more goods or services necessary to carry on or improve a particular function of the county.
SOLE SOURCE PURCHASE. A procurement method that allows, under certain conditions, for procuring goods or services from a single source without soliciting bids from multiple sources.
SPECIFICATIONS. A written description of the physical functional characteristics needed commodities and/or services setting forth, in a clear concise manner, the performance and/or physical characteristics of the commodities and/or services to be purchased, and the circumstances under which the purchase shall be made.
STATE CONTRACT. Any contract entered into by the State of Utah from which counties within the State of Utah are authorized to make purchases from and pursuant to the terms of said contract.
VENDOR. A supplier of goods or services to the county.
(Ord. 2020-04, passed 2-18-2020)