Page 95 - CONTRACT POLICY MANUAL

SECTION 5

GLOSSARY

1. Addendum: A written change, addition, alteration, correction or revision to a bid, proposal
or contract document.

2. Agenda Staff Report (ASR): A document by which matters are submitted to the Board of
Supervisors for consideration during its regular meetings.

3. Alternate Bid: A bid submitted in knowing variance from the specifications, terms,
conditions or provisions of the solicitation. Such a bid is acceptable only when the variance
is deemed to be immaterial.

4. Amendment: An agreed addition to, deletion from, correction or modification of a document
or contract.

5. Appeal: A written notice of disagreement, signed by a person of authority, from a protestor
to the County Procurement Officer in appealing a decision of department Deputy Purchasing
Agent.

6. Arbitration: A process by which a dispute between two contending parties is presented to
one or more disinterested parties for a decision; a process whereby a disagreement is
resolved.

7. Award: The presentation of a purchase contract or contract to a bidder or proposer.

8. Best Interest: The discretionary rationale used by a purchasing official in taking action most
advantageous to the jurisdiction when it is impossible to adequately delineate a specific
response by law or regulation.

9. Best Practice: A business process, activity or operation that is authorized by the County
Procurement Officer.

10. Bid: The offer submitted by a bidder in response to an Invitation for Bid (IFB), a request for
quotation, or a two-step bidding procedure. A bid includes a cost for goods or services to be
provided per the specifications included in the bid solicitation issued by the County.

11. Bid Bond: An insurance instrument in which a third party agrees to be liable to pay a certain
amount of money in the event that a specific bidder, if its bid is accepted, fails to accept the
contract as bid.

12. Bid Opening: The formal process through which bids are opened and the contents revealed
for the first time to the jurisdiction, other bidders, and, usually, to the public.

13. Bid Surety: A guarantee, in the form of a bond or deposit, that the bidder, if awarded a
contract will accept the contract as bid, otherwise the bidder (in the case of a deposit) or the
guarantor (in the case of a bond) will be liable for the amount of the deposit or bond,
respectively.

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