The
following terms are commonly used in the Purchasing
and Contracting process:
Bid
- a quotation received from a vendor
in response to a solicitation from the
County.
Bidder
- one who responds to a solicitation for a bid.
Board
of Supervisors - the Board of Supervisors,
County of Los Angeles, California.
Boilerplate
- the standard terms and conditions
on a purchase order, agreement or contract.
Cash
Discount - an allowance or deduction granted by
the vendor that reduces the price of goods received.
This is typically used as an incentive to pay an invoice
within a specific time frame.
Change
Order - a formal notification to
the vendor of a change in some form
to a purchase order, agreement or contract.
Commodity
- a commercial article.
Conference,
Bidders'/Proposers - an open forum for potential
bidders/proposers to receive clarification on the
points outlined in the solicitation and ask questions
concerning the solicitation.
Confirming
Purchase Order - a purchase order
issued after a verbal agreement made
by the department.
County
- the County of Los Angeles.
Critical
Elements - factors that were requested of proposers,
in the Solicitation Document, to respond to and on
which their proposals are evaluated.
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Debarment
- the process that precludes an existing
contractor and/or a bidder/proposer
from:
1)
submitting a bid/response to a County solicitation;
2)
being awarded a contract; and/or
3)
performing work on a County contract for a period
of up to three (3) years.
Department
- the departments, commissions, or committees
under the jurisdiction of the County
of Los Angeles.
Director
- the department head.
Discount
- an allowance or deduction granted
by the vendor to the County that reduces
the price of goods received.
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Evaluation
Document - a document used to evaluate, rank and
ultimately recommend selection of a contractor.
Evaluation
- the process by which the County reviews proposals
and which result in the recommended selection of a
contractor.
Evaluator
- a person who evaluates a proposal.
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GAIN
- Greater Avenues for Independence assists local businesses
meet their staffing needs. GAIN provides employment-related
services to CalWORKS recipients to help find employment,
stay employed and move on to higher paying jobs.
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Invitation
for Bids (IFB) - a solicitation
based on a very specific and non-negotiable
statement of work. Contract recommended
for award to the lowest most responsible
and responsive bidder.
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Job
Walk - an on-site visit by potential bidders/proposers
to a location to observe the operation, layout of
a facility, a system or equipment.
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Living
Wage - a program that requires contractors
to pay its full-time employees, who
provide Proposition A and Cafeteria
services to the County, a living wage
of either:
1)
$8.32 per hour and at least $1.14 per hour towards
health benefits; or
2)
$9.46 per hour. Established by the
County of Los Angeles Board of Supervisors
in June 1999 (see County Code Chapter
2.201).
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Non-responsibility
- a finding by the County that a bidder/proposer is
incapable of performing as a responsible County contractor,
based on past performance history or other relevant
documentation.
Non-responsive
- generally refers to the failure of a proposer to
comply with all solicitation requirements making the
proposer ineligible for consideration in that specific
proposal evaluation process.
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Oral
Interview - an interview between the Evaluation
Committee and the Proposer to clarify the contents
of the proposal or to conduct a product demonstration.
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Proposal
- an offer to provide services and/or solutions to
an identified problem at a particular price under
given terms and conditions.
Proposer(s)
- one who responds to a solicitation for a proposal.
Proposition
A - (Prop A) amended the County Charter to permit
outside contracting, through the competitive bid process,
of County services or activities being performed or
capable of being performed by County employees.
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Quotation
- a statement of price, terms of sale,
and description of goods or services
offered by a vendor to the County.
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Request
for Proposal (RFP) - solicitation based on proposed
solutions in response to a defined need of the County.
Contract recommended for award to the proposer who
submits the proposal deemed to be in the overall best
interest of the County (generally the highest-ranking
proposer).
Request
for Statement of Qualifications (RFSQ) - solicitation
based on establishing a pool of qualified vendors
to provide services through Master Agreements.
Requisition
- a formal written request for something
- commodity or service - that is needed.
Responsible
- a bidder/proposer that has conducted themselves
in an acceptable manner as determined by the Board
of Supervisors (see County Code 2.202.030), and has
the financial and managerial ability to perform the
required work.
Responsive
- a bid/proposal submitted to the County that complies
with all solicitation requirements.
Retroactive
Purchase Order or Contract - a purchase
order or contract issued without authorization.
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Site
Visit - evaluators' visit to a location to observe
and evaluate the proposer's operation or proposed
solution in a live environment.
Solicitation
Document - a document developed
by the County to obtain bids, proposals,
and other information from bidders/proposers.
Submission
Deadline - the time and date specified by the
County for receipt of bids/proposals.
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Vendor
Mailing List - a list of vendors who are to receive
information concerning a solicitation.
Vendor
- an organization/company submitting
a bid or proposal in response to the
County's solicitation for goods and/or
service.
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