Page 102 - CONTRACT POLICY MANUAL

96. Specifications: A description of what the purchaser seeks to buy, and consequently, what a
bidder/proposer must be responsive to in order to be considered for award of a contract.

97. Standard: A characteristic or set of characteristics for an item that, for reasons of
performance level, compatibility or interchangeability with other products, etc., is generally
accepted by producers and by users of the item as a required characteristic of all items for
the designed purpose.

98. Steering Committee: A committee which assists in contract administration usually in a
management or consulting contract.

99. Subcontractor: Any person undertaking part of the work under the terms of the contract, by
virtue of a separate contract between the contractor and subcontractor.

100. Supplier: An actual or potential contractor; a vendor.

101. Surplus Property: Inventory not needed by the owning department or by other departments
at the present time or in the foreseeable future.

102. Terms and Conditions: A general reference applied to the provisions under which
bids/proposals must be submitted and which are applicable to most purchase contracts.

103. Terms of Payment: Methods and timelines by which the County must render payment under
a purchase contract.

104. Unilateral Contract: used when there are exclusive providers of a necessary service or
commodity within a geographic area, or when one vendor has the exclusive authority for
services necessary to the County.

105. Using Department: A unit of the County which utilizes good and services procured by the
Deputy Purchasing Agent.

106. Value Analysis: An organized effort to analyze the function(s) of products, systems
specifications and standards, and practices and procedures, intended to satisfy the required
function(s) in the most economical manner.

107. Vendors List: See Bidders List.

108. Waiver of Bid(s): A process authorized by law or rule whereby the County Procurement
Officer or Deputy Purchasing Agents may procure items without competitive bidding
procedures because of unique circumstances related to a particular need or procurement.

109. Waiver of Mistake or Informality: The act of disregarding errors or technical
nonconformities in the bid/proposal which do not go to the substance of the bid/proposal and
will not adversely affect the competition between bidders/proposers.

110. Warranty: A representation of utility, condition, and durability made by a bidder or proposer
for a product offered.

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