Procurement Glossary

Definitions of commonly used terms are provided here for your convenience.

Acceptance letter: Letter that creates an immediate binding contractual relationship between the Council and the successful tenderer prior to entering into a formal contract. 

Advanced Technology Clause: An affirmation clause required on all Automated Information Systems (AlS) products. 

Aggregation: Adding together the value of separate contracts for the same supply, service. 

Appraisal: A detailed assessment of the general capacity of a contractor, supplier or service provider to meet certain general criteria or standards. 

Approved list: A list approved by the Council of potential contractors, suppliers or service providers, who have met pre-set criteria. Also called a 'preferred supplier list'. 

Approved Products List (APL): A list of products that have been approved prior to the bidding process that meet a defined specification. Referred to as a qualified products list. 

Assignments: The legal transfer of a right or property. 

Audit trail: System or paper generated evidence showing how and by whom certain processes and functions were carried out. 

Authorized officer: An officer of the Council who has been nominated by the Council to manage a contract or contracts with a contractor, supplier or service provider.

Automated Term Contract: A contract by which orders can be processed by the CPA computer system when the agency provides the required coded information on the Contract Purchase Requisition. Eliminates the need for the agency to describe items on the requisition. 

Award: The act of accepting a bid, thereby forming a contract between the state and a bidder.

Benchmarking: Comparison of performance against other providers of similar services, particularly those recognised as adopting best practice. 

Best and final offer (BAFO): The detailed and fully priced offer submitted by the Respondent for the contract, following the issue of the Council's Invitation to submit best and final offer (BAFO) 

Best Interests of the State: Most advantageous to the state in light of all relevant circumstances.

Bid: An offer to contract with the State submitted in response to a bid invitation issued by the CPA or an issuing entity. 

Bid Deposit:  A deposit required of bidders to protect the state in the event a low bidder attempts to withdraw its bid or otherwise fails to enter into a contract with the state. Acceptable forms of bid deposits are limited to: cashier's check, certified check, or irrevocable letter of credit issued by a financial institution subject to local laws; a surety or blanket bond from a company chartered or authorized to do business in the United States Treasury listed; a United States Treasury Bond; or certificate of deposit. 

Bid Sample: A sample required to be furnished as part of a bid, for evaluating the quality of the product offered. 

Bid Tabulation: The recording of bids and bidding data for purposes of bid evaluation and record keeping. 

Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or other entity that submits a bid, such as agents, employees, and representatives. 

Bidder Affirmation Clauses: Bidder affirms by signature on the Invitation for Bid (IFB) compliance with seven affirmations required by  Government Code. 

BME Business: Black and Minority Ethnic Business - A business where 51% or more is owned by members of ethnic minority groups OR if there are few owners where at least 50% of the proprietors are from black or minority ethnic groups.