Page 101 - CONTRACT POLICY MANUAL

82. Public Bid Opening: The process of opening and reading bids at the time and place specified
in the solicitation and in presence of anyone who wishes to attend.

83. Procurement Council: A committee of County employees appointed by department heads
and chaired by the County Procurement Officer to discuss purchasing issues and make
recommendations regarding County-wide purchasing policies.

84. Real Property Contracts: Includes acquiring, leasing, licensing constructing, operation, and
maintaining County-owned or County-occupied facilities and assets. Agreements concerning
the purchase or use of County owned or private sector parking spaces are considered real
property contracts.

85. Rejection of Bid(s): The non-acceptance of submitted bid(s).

86. Retroactive Contract: An unauthorized purchase or commitment made to a supplier/vendor
without an approved written contract in place prior to delivery of any goods and/or services.

87. Request for Information (RFI): A request for information is used when the government does
not presently intend to award a contract but needs to obtain price, delivery, other market
information, or capabilities for planning purposes. Responses to request for information
notices are not offers and cannot be accepted by the County to form a binding contract.

88. Request for Quote (RFQ): A small order amount purchasing method. Generally used for
small orders under a certain dollar threshold. A request is sent to suppliers along with a
description of the commodity or services needed and the supplier is asked to respond with a
price.

89. Request for Proposal (RFP): The solicitation document which includes a scope of work and
terms and conditions used to secure proposals for services or goods not clearly defined by
the County in terms of exact specifications or manner of delivery of services or where price
is not the sole selection criteria.

90. Responsible Bidder: A bidder who has the capability in all respects to perform in full the
contract requirements and who has the integrity and reliability which will assure good faith
performance.

91. Responsive Bidder: A bidder whose bid conforms in all material respects to the terms and
conditions, the specifications and other requirements of the solicitation.

92. Services: The furnishing of labor, time or effort by a contractor involving the delivery of a
specific performance.

93. Sole Source: An award for a commodity or service to the only known capable supplier,
occasioned by the unique nature of the requirement, the supplier, or market conditions.

94. Sole Source Justification: A document submitted by department staff for approval to contract
with a particular party without competitive bidding.

95. Solicitation: A good faith effort to obtain a bid or proposal for the provision of goods or
services.

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