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PROCUREMENT GLOSSARY
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0-9905Order:Theterm905isusedbytheUW'sProcurementServicesorganizationandbysomePurchasingandAccountingSystem(PAS)userstoidentifyaPASpurchaseorderwhichislessthan$5,000,flaggedasa"confirmingorder"inPAS(meaningitispurchaseddirectlyfromthevendorwithoutUWBuyingstaffintervention)andtherearenoattachmentswiththeorder(suchasaquoteorcontractingdocumentation).
AAccessibleIT:PeopleusingUWservicesandwebsiteshaveawiderangeofabilitiesandusemanydifferenttechnologies.TheAccessibleTechnologyCenter(ATC)servesuserswithdisabilities,allowingfulluseofcampuscomputingresources.InformationaboutProcurementofITisavailableathttp://www.washington.edu/accessibility/procurement/.AdvanceApproval:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithinBankingandAccountingOperationstoreviewAdvancementRequests.AEDApproval:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithinUWEnvironmentalHealth&SafetytoreviewallAutomatedExternalDefibrillator(AED)orders.Agency:Asdefined“Agency”shallmeanofWashingtoninstitutions,theofficesoftheelectivestateofficers,theSupremeCourt,thecourtofappeals,theadministrativeandotherdepartmentsofstategovernment,andtheofficesofallappointiveofficersofthe"Agency"doesnotincludethelegislaturebutdoesincludecolleges,communitycollegesanduniversitieswhochoosetoparticipateinstatecontract(s).[236-48-003WAC].AllorNothingAward:TheresultofacompetitiveSolicitationthatrequiresthataContractbeexecutedwithasingleContractorfordeliveryofgoodsand/orservices.Intheeventthatsuppliersareunabletodelivertheentiretyofthegoodsand/orservicesrequired,noContractisexecuted.NopartialfulfillmentopportunitiesareavailableasaresultoftheSolicitation.
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Alternate:(1)Asubstituteofferofgoodsandserviceswhichisnotatleastafunctionalequalinfeatures,performanceanduseandwhichmateriallydeviatesfromoneormoreofthespecificationsinacompetitivesolicitation.(2)Abidsubmittedinknowingvariancefromthespecifications,terms,conditionsorprovisionsofthesolicitation.Suchabidisacceptableonlywhenthevarianceisdeemedimmaterial.Approver:ApersonwithinthedepartmentwhoreviewseProcurement(Ariba)orderstoapproveordenyforprocessing.Award:Theacceptanceofabidorproposal;thepresentationofapurchaseagreementorcontracttoabidder.Amendment:ForthepurposesofaContract,shallmeananagreementbetweenthepartiestochangetheContractafteritisfullysignedbybothparties.Suchagreementshallbememorializedinawrittendocumentdescribingtheagreeduponchangeincludinganytermsandconditionsrequiredtosupportsuchchange.AnOrderDocumentshallnotconstituteanAmendmenttoaContract.
BBid:Awrittenoffertoperformacontracttopurchaseorsupplygoodsand/orservicesinresponsetoaninvitationtobid(ITB),RequestforProposal(RFP)orothertypeofsolicitation.BidList:ListofpotentialbiddersmaintainedbyPurchasingServicesfromwhichnamesmaybedrawnforsolicitationofbids,quotes,orproposals.(See“WEBS”).BidEvaluation:Theprocessofexaminingabidafteropeningtodeterminethebidder’sresponsibility,responsivenesstorequirements,andtoascertainothercharacteristicsofthebidthatrelatetodeterminationofthesuccessfulbidder.BidOpening:Theformalprocessthroughwhichbidsareopenedandthecontentsrevealedforthefirsttime.BidSample:Asamplerequiredofabidderforexamination,comparison,testingandevaluationbytheprospectivepurchaser.
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Bidder:Asupplierwhosubmitsabid,quotationorproposal.Biennium:Twoyearbudgetingperiod.BeginsJuly1stinodd-numberedyearsandendsJune30thofodd-numberedyears.BienniumClose:TheWashingtonStateFinancialandAdministrativePolicies,Regulations,andProceduresrequirethatallgoodsandserviceschargedagainsttheexpiringbienniummustbereceivedbyadesignateddateinlateJune.Inaddition,allinvoicesanddocumentsshouldbereceivedandrecordedintothefinancialsystembycertaincut-offdates,inordertoensurethatallexpendituresarecorrectlychargedagainsttheexpiringbiennium.Brand:Aspecificationidentifyingamanufacturerofthegoodsdescribedinacompetitivesolicitationtoidentifyastandardofqualityagainstwhichotherproductswillbeevaluated.BSCCabinetApproval:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithinUWEnvironmentalHealth&SafetytoreviewallBiologicalSafetyCabinetorders.BusinessPurpose:ExplanationofhowthepurchaseorpaymentisusedforUWbusiness.Primarilyneededforauditpurposes.
CCarryover:UnexpendedbudgetbalancesinLocalFundAllocation(LFA),ResearchCostRecovery(RCR),andGeneralOperatingFund(GOF)budgetscancarryoverastemporaryallocationsinthenewbiennium.ForGOFbudgets,thepracticehasbeentoallowuptoa1%carryover.LFAandGOFcarryoverreturntotheunit,school,collegeorcampusasLFAfunds.RCRisreturnedasRCRfunds.Carry-forward:Carry-forwardindicatesthatportionofapermanent(on-going)commitmentthatisnotfundedinthecurrentbiennium.CentralReceiver:Agroupofpeoplewithinadepartmentwhoreceiveinvoicesonbehalfofthedepartmentfortheassignedorgcode.
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Commodity:Anarticleoftrade,amovablearticleofvalue,somethingthatisboughtorsold.Commodity(EthylAlcohol)Approver:ApersonwithinadepartmentwhohastheauthoritytobuyethanolalcoholfortheassignedbudgetororgcodeintheeProcurement(Ariba)system.Competition:Theprocessbywhichvendorsvietosecurethebusinessofapurchaserbyofferingmostfavorabletermsastoprice,quality,deliveryand/orservice.CompetitiveSolicitation:Aspecificationidentifyingamanufacturerofthegoodsdescribedinacompetitivesolicitationtoidentifyastandardofqualityagainstwhichotherproductswillbeevaluated.ComplianceApprover:AnoptionalrolewithintheeProcurement(Ariba)system,allowingadepartmenttoreviewandapproveatransactionforcomplianceaccuracy.ConfidentialInformation:AnyinformationmeetingthecriteriainRCW42.56.210oranyinformationdesignatedasconfidentialpursuanttolaw.ConfirmingOrder:ArchivedtermforanorderinPAS,underthedirectbuylimit,wheretheitemhasalreadybeenpurchased.ConflictofInterest:Asituationwherethepersonalinterestsofacontractor,publicofficialoremployeeare,orappeartobe,atoddswiththebestinterestofthestate.Contract:Alltypesofagreements,regardlessofwhattheymaybecalled,fortheprocurementofgoodsandservices.ContractManagement:Planned,ongoingorperiodicactivitythatmeasuresandensurescontractorcompliancewiththeterms,conditions,requirementsofacontract,andmayincludeauditingofinvoices.Contractor:Individual,company,corporation,firm,orcombinationthereofwithwhomthepurchaserdevelopsacontractfortheprocurementofgoodsandservices.SeeSupplier.CooperativePurchasing:Thecombiningofrequirementsoftwoormorepoliticalentitiestoobtainadvantagesofvolumepurchases,reductioninadministrativeexpensesorotherpublicbenefits.
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CoveredSpend:AprimarygoalofProcurementServicesistohave85%oftheUW’s“addressable”spendforgoods&services(meaningspendwhichProcurementServicescanimpact)coveredbycontracts;inotherwords,bemanagedbyProcurementServices.Accordingtoindustryexperts,“covered”spendtypicallyresultsincostsavingsofroughly8%,plusreducesriskfortheorganizationandincreasesefficiency.ProcurementServicesstaffhavebeencreatingnewcontractsandpublicizingthemthroughthe“UWContracts”webpageforcampuscustomerstoaccess.DueinlargeparttotheeffortsofProcurementServicesstaff,thepercentageofcoveredspendhasincreasedfrom58%in2011tothecurrent71%,whichtranslatestoroughly$6Millioninadditionalsavingsoverthepastsixmonthsforgoodsandservices,demonstratingthatwearewellonourwaytothegoalof85%coveredspend,andevengreatersavingsforthecampus!CPOApproval:CentralOfficeroleineProcurementthatallowsspecificpeoplewithintheCapitalProjectsOfficetoreviewanyorderwithabudgetbeginningwith40-XXXXorusingspecific,CapitalProjectassignedaccountcodes.CustomAnimalAntibodies:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithintheOfficeofAnimalWelfaretoreviewallCustomAnimalAntibodiesorders.CustomQuote:Aquotationcreatedbythesupplierinresponsetoaspecificrequestfromacustomer,whichthesupplierplacesintheireProcurementcatalogsite,andthecustomerintermcanaccept(ornot)andifacceptedbythecustomer,becomesanorderprocessedthrougheProcurement.
DDebrief:UnsuccessfulbiddersmaybeentitledtoadebriefmeetingwiththeBuyerand/orendusertodiscusstheresultsofthesolicitationprocess.DeliveryTerms:Conditionsinacontractrelatingtofreightcharges,placeofdelivery,timeofdeliveryormethodoftransportation.DesignSpecifications:Atypeormethodofwritingapurchasedescriptioncharacterizedbydetailastohowtheproductistobemanufacturedorworkistobeperformed.Appropriateforuniqueproductorcustomwork.
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DirectBuyLimit:Thedollarlimitationsetbystatelawunderwhichpurchasesmaybemadewithoutsecuringcompetitivepricing.OrdersunderthislimitcanbepurchaseddirectlybyadepartmentwithoutapprovalofProcurementServices.Thedirectbuylimitdoesnotincludetax.Someexceptionsmayapplytothepurchaseofcertainitems,andbyordermethod.Discount:Anallowanceordeductionfromanormalorlistpriceextendedbyasellertoabuyertomakethenetpricemorecompetitive.Disposition:Transferring,trade-in,selling,ordestroyinggoodsthatareexcess,surplusorscrap.DesignatedOperatingFunds(DOF):DesignatedOperatingFundsarefundsoverwhichtheUniversityhasunlimiteddiscretionthoughtheUniversity,asamatterofinternalpolicy,mayhaverestrictedtheiruse.Composedof:indirectcosts(oroverhead)chargedtoself-sustainingbudgetsandgrants,interestincome,summerquarterrevenue,hospitalrevenue,administrativeoverhead,andmiscellaneousfees.DISApprover:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeopleinITtoreviewtechnology-relatedordersbeforetheyaresenttothesupplier.
EEffectiveDateofAward:Thedatethatperformanceofthecontractshallstart.EIOApprover:CentralOfficeroleineProcurement(Ariba)thatallowspeoplewithintheEquipmentInventoryOfficetoreviewordersforequipment-relatedpurchasespriortotheorderbeingsenttothesupplier.Emergency:Unforeseencircumstancesbeyondthecontroloftheagencywhichpresentareal,immediate,andextremethreattotheproperperformanceofessentialfunctionsorwhichmayreasonablybeexpectedtoresultinexcessivelossordamagetoproperty,bodilyinjury,orlossoflife.Emergencypurchase:ApurchasemadeinwhichthenormalcompetitivepurchasingprocedureshavebeenwaivedbyadeclarationofemergencyissuedbytheAgencyDirector.
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EnabledSupplier:AsupplierwhoisontheAribanetwork.Encumbrance:Anoutstandingcommitmentonabudget.Theyceasetobeencumbranceswhenpaid.ePayables:ThepreferredpaymentmethodfortheUniversityofWashington.ThisisanelectronicpaymentmethodinwhichthesupplierisissuedaghostedcardsimilartocreditcardexceptthecardisuploadedwithfundseverytimeAPissuesapayment.Suppliersarenotifiedviaemailforeachremittancemadebytheuniversity(similartoacheckremittance.)SeetheePayableswebsite(http://f2.washington.edu/fm/ps/epayables)formoreinformation.EPEATRegisteredElectronicProduct:EPEATRegisteredElectronicmeansthefollowingproductsthatqualifiesforregistrationasanEPEATproduct:
1. Acathoderaytubeoraflatpanelcomputermonitorhavingaviewableareagreaterthanfourincheswhenmeasureddiagonally;
2. Adesktopcomputer;3. Alaptop;or4. Aportablecomputer
Equal:
1. Anofferofgoodsand/orserviceswhichmeetsorexceedsthequality,performanceanduseofthespecificationsidentifiedinacompetitivesolicitation.
2. Aphraseusedtoindicatetheacceptabilityofproductsofsimilarorsuperiorfunction,purpose,design,and/orperformance.See“Brand.”
Equipment:Personalpropertyofadurablenaturethatretainsitsidentitythroughoutitsusefullife.EvaluationCommittee:Acommitteethatadvisesandassistthepurchasingactivityinevaluationandaward.Exclusions:Toomitfromconsideration.Exemptions:Freefromdutyorobligationrequiredbyothers.ExistingOrder:AnorderthathasbeensetupinthePASsystemagainstarequisition.
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FFairMarketPrice:
1. Thepricedeterminedbythepurchasingactivitytobeconsistentwithcurrentmarketvalueforthegoodsandservices.
2. Apricethatwouldinduceawillingpurchaserorawillingsellertosellinanopenmarkettransaction.
FOB:AcronymforFreeonBoard.FormalCompetition:Processofsolicitingwritten,sealedbidsfromseveralsuppliers.Formalcompetitiongenerallyrequiresthatthesolicitationbepubliclyadvertised,throughamediumsuchastheinternetornewspaper,andbidresponsesaredueataspecifictime,andareheldsealeduntiltheduedateandtime,atwhichtimetheyareopened,reviewedandevaluatedthroughaprocessmanagedbytheBuyer,withparticipationfromthecustomer.FormalSealedBid:Abidthathasbeensubmittedinasealedmanner,eithermanuallyorelectronically,topreventitscontentsbeingrevealedorknownbeforethedeadlineforsubmissionofallbids.FullyApproved:AtermusedwiththeeProcurementmoduletransactionstoindicateeveryoneintheapprovalflowhasapprovedthetransaction.FumeHoodApproval:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithinUWEnvironmentalHealth&SafetytoreviewallFumeHoodorders.FundingApprover:ApersonwithinthedepartmentwhoreviewseProcurement(Ariba)paymenttransactionstoapproveordenyforprocessing.FundingApprover1:AnoptionalrolewithintheeProcurement(Ariba)systemprovidingtheflexibilityfordepartmentstoreviewordersbasedondollarlevelforabudgetlevelororgcode.FundingApprover2:AnoptionalrolewithintheeProcurement(Ariba)systemprovidingtheflexibilityfordepartmentstoreviewordersbasedondollarlevelforabudgetlevelororgcode.
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GGeneralOperatingFunds(GOF):GeneralOperatingFunds(GOF)arefundsoverwhichtheUniversityhassignificantdiscretion.TheyarecomposedofStateappropriations(taxsupport)andoperatingfeerevenue(aportionoftuition).GOFexpendituresaresubjecttoStateofWashingtonandinternalUniversityofWashingtonpolicesandprocedures.Goodsand/orServices:Material,supplies,services,andequipmentofferedforsalebyasupplier(s)andrequiredbyanagencytoaccomplishcontinuingandnecessaryfunctions.GoodsApproval:ACentralOfficeroleineProcurement(Ariba),whichallowsProcurementServicesBuyerstoreview,approve,andplacePurchaseOrders(EIsorBPOs)specificallyforGoodstosuppliers.GoodsandServicesApproval:ACentralOfficeroleineProcurement(Ariba),whichallowsProcurementServicesBuyerstoreview,approve,andplacePurchaseOrders(EIsorBPOs)foreitherGoodsorPurchasedServicestosuppliers.
HHostedCatalog:Catalogitemsstoredlocally-searchingforandorderingproductsisperformedwithintheeProcurementmodule.
IInformalCompetition:Processofsolicitingcompetitivequotationsfromthreeormoresuppliersusinganinformalmethodsuchasemail,fax,phone.Usedforsmallerdollarpurchases.EvaluationandawardprocessconductedbyBuyer,requiringminimalparticipationbycustomer.Informality:Animmaterialvariationfromtheexactrequirementsofthecompetitivesolicitation,havingnoeffectormerelyaminorornegligibleeffectonquality,quantity,ordeliveryofthesuppliesorperformanceoftheservicesbeingprocured,andthecorrectionorwaiverofwhichwouldnotaffecttherelativestandingof,orbeotherwiseprejudicialtobidders.
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Inspection:Anexaminationofdeliveredmaterial,supplies,services,and/orequipmentpriortoacceptanceaimedatformingajudgmentastowhethersuchdelivereditemsarewhatwasordered,wereproperlydeliveredandreadyforacceptance.Inspectionmayincludeahighlevelvisualexaminationoramorethoroughdetailedexaminationasiscustomarytothetypeofpurchase,assetforthinthesolicitationdocumentand/orasagreedbetweentheparties.Inspectionshallbeacknowledgedbyanauthorizedsignatureofthepurchaser.InvitationtoBid(ITB):Thesolicitationdocumentutilizedtosolicitbidsintheformal,sealedbidprocedureandalldocumentsattachedorincorporatedbyreference.InvoiceDiscrepancy:AsituationcreatedinPASwhenaninvoiceisclearedforpayment,butareasonexistswithinPAStopreventthis.Reasonsmightinclude,theinvoiceamountwouldsendtheorderoverthesetNotToExceed(NTE)limit,theorderisclosed,etc.DiscrepanciesmustbeclearedwithinPASbeforeaninvoicecanbepaid.InPAS,aninvoicediscrepancyiscalledanATA(AuthoritytoAdjust).InvoiceManager:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeopleProcurementServicestoreviewinvoicesfortax,budget,ordiscrepancyissues.ITGoodsandServicesApproval:ACentralOfficeroleineProcurement(Ariba),whichallowsProcurementServicesBuyerstoreview,approve,andplacePurchaseOrders(EIsorBPOs)foreitherITGoodsorITServicestosuppliers.
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LLateBidsorQuotations:Abidorproposalreceivedattheplacespecifiedinthesolicitationafterthetimedesignatedforallbidsorquotationstobereceived.
MMachineryandEquipment(M&E)SalesTaxExemption:EquipmentpurchasedforcertainUniversityresearchanddevelopmentactivitiesmayqualifyforasalestaxexemptionallowedunderRCW82.08.02565,knownastheMachineryandEquipmentTaxExemption,or"M&EExemption."ReadaboutM&ESalesTaxExemptiononthemoreontheEquipmentInventoryOfficewebsite(http://f2.washington.edu/fm/eio/machinery-and-equipment).ManualBPO:ACentralOfficeroleinProcurementServicescreatedtoemailorfaxaPurchaseOrdertoasupplierwhenthesuppliercannotreceivetheorderovertheAribaNetwork.
NNewOrder:AnorderthatisintendedtobesetupagainstanewrequisitioninthePASsystem.(See“ExistingOrder”).Non-Catalog:ItemisnotavailableineitheraPunchoutorHostedcatalogsotheuserspecifiestheitemdescription,price,commoditycode,accountcode,partnumberandsupplier.Non-CatalogPurchaseOrder:Afterarequisitionisfullyapproved,eProcurementcreatesatleastonepurchaseorder.Eachpurchaseorderisassignedauniquenumber(beginningwithEI)thatissenttosupplierstoconfirmplacementoforder.OrdersaresenttosupplierseitherthroughtheAribaSupplierNetworkormanually.Non-CatalogRequisition:Anelectronicrequesttopurchasegoodsand/orservicesthatmayrequireapprovalofoneormorebudget/organizationapprovers.Eachrequisitiongetsassignedauniquenumber(beginningwithS)thatisnotseenbysuppliers.
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Non-POInvoice:AmoduleineProcurement(Ariba)inwhichcampuscustomerscancreateapaymenttoasupplierundertheDirectBuyLimit,whenapurchaseorderisnotrequired.Non-POInvoiceAdmin:ACentralOfficeroleineProcurementthatallowspeoplewithinProcurementServicestoreviewanyNon-POInvoicessubmittedovertheDirectBuyLimitorwithoutaFundingApprover.Non-POInvoicePreparer:PreparesandSubmitsNon-POInvoices.Notenabled:AsupplierwhoisnotontheAribaNetwork.
OOEM:OriginalEquipmentManufacturer.OfficialDutyStation:Whereemployee'sworkisperformedonapermanentbasis.Namelythelocationtheyspendmostoftheirtimeworking.OSPApproval:ApersonwithinadepartmentwhoreviewsaSubcontractorderandapprovesitforprocessing.
PP2IAdmin:ACentralOfficeroleineProcurement(Ariba)thatallowspeoplewithinProcurementServicestoreviewanyPaymentstoIndividualssubmittedwithoutaFundingApprover.PASTransition:ACentralOfficeroleineProcurement(Ariba)thatallowsOfficeofSponsoredProjects(OSP)toreviewBlanketPurchaseOrdersthatarebeingtransitionedintoeProcurementfromPAS.PaymenttoIndividual(P2I):ApaymentmechanismineProcurement(Ariba)inwhichcampuscustomerscancreateapaymenttoanindividualforalimitedscopeofservices,withouthavingtheindividualregisterasasupplierwiththeUW.
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PayMode:PayModeisanACHpaymentoptionforthosewhocannotacceptpaymentsviaePayables.TheseareelectronicpaymenttransfersmadethroughtheAutomatedClearingHouseNetworkfromoneaccounttoanother.Pre-ApprovedPreparer:AnoptionalroleineProcurement(Ariba)thatallowsapersonwithinadepartmenttoplaceanorderuptoaspecifieddollarlimitwithoutadditionalapproval.Preparer:ApersonwithinadepartmentwhocreatesaCatalog,Non-CatalogOrder,orBlanketPurchaseOrder(BPO).ProcurementCoordinator:TheBuyerresponsibleforconductingaspecificSolicitation.ProcurementServices:TheUWdepartmentwithstaffwhohaveformaldelegatedauthoritytoexecutecontractsonbehalfoftheUniversity.PromptPaymentDiscount:Adiscountofferedbythebiddertoencouragetimelypaymentbypurchaserwithinthestatedtermidentifiedbybidder.Proposal:Anoffertoperformacontracttosupplygoodsorservicesinresponsetoarequestforproposal.Proposer:ApersonsubmittingaproposalinresponsetoaRequestforProposals(RFP).PunchoutCatalog:Usersaredirectedtoasupplierwebsitetosearchforandorderproducts.Purchase:Shallincludepurchase,lease,rentingorlease-purchaseofgoodsandservices.PurchaseOrder(PO):Acontractbetweenabuyerandaseller.Itshouldincludeanaccuratedescriptionofwhatisbeingpurchased,fromwhom,atwhatprice,andunderwhattermsandconditions.Arequisitionbecomesapurchaseorder(P.O.)whentheorderisplaced.PurchasedService:Labor,timeoreffortprovidedbyanindependentcontractornotinvolvingthedeliveryofaspecificendproductandisusuallyawardedthroughcompetition.Generally,theseservicesmeetmoreroutineneedsofanagencyforgeneralsupportactivities.
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Purchaser:TheauthorizeduserofaContractwhomayoractuallydoesmakepurchasesofmaterial,supplies,services,and/orequipmentundertheContract.PurchasingActivity:Apurchasingunit(UWPurchasingServices)withinanagency(UW)thatbuysforanidentifiableprogram,region,ordivision.
QQuotation:Anoffertoperformacontracttosupplygoodsand/orservicesinresponsetoarequestforquotation.
RReceiptApprover:ApersonwithinadepartmentassignedasasecondlayerofapprovaltoreceiveaninvoiceifthePreparercreatesthereceipt.ReceivingAdmin:ACentralOfficeroleineProcurement(Ariba)thatallowspeoplewithinProcurementServicestoreviewanyreceiptcreatedthatdoesnothaveaReceiptApproverorCentralApprover.RecurringOrder:Anorderthatwillbeplacedmorethanonceforthesamegoodorservicefromthesamesupplierusingthesameordernumber.Astandingorderisacommontypeofrecurringorder.RecycledMaterial:Goodscontainingrecycledmaterials.Wastematerialsandby-productsthathavebeenrecoveredordivertedfromsolidwasteandthatcanbeutilizedinplaceofaraworvirginmaterialinmanufacturingaproductandconsistsofmaterialsderivedfrompost-consumerwaste,manufacturingwaste,industrialscrap,agriculturalwastesandotheritems,allofwhichcanbeusedinthemanufactureofneworrecycledproducts.ReimbursementApprover:ACentralOfficeroleineProcurement(Ariba)thatallowspeoplewithinProcurementServicestoreviewanyeReimbursementsover$3500.00orwherethereimbursementispaidtoaNon-UWindividual.ReimbursementReviewer:ACentralOfficeroleineProcurement(Ariba)thatallowspeoplewithinProcurementServicestoreviewanyeReimbursementssubmittedwithoutaFundingApprover.
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ReqAdministrator:ACentralOfficeroleineProcurement(Ariba)thatallowspeoplewithinProcurementServicestoreviewanypurchaserequestsubmittedsubmittedover$50,000.RequestforProposal(RFP):Thedocumentutilizedtosolicitwrittenproposalsfrompotentialsuppliers.Bothcostandnon-costfactorsareevaluatedinadditiontoconditionsofresponsivenessandresponsibilitytoachievebestvalue.Aweightedpointassignmentmethodofevaluationmaybeusedifconsideredappropriate.RequestforQuotation(RFQ):
1. Thedocumentusedtosolicitwrittenquotations.2. Therequestandthequoteinresponsemaybeeitherwrittenororalasspecifiedbythe
purchasingactivity.Factorsimpactingcostandconditionsofresponsivenessandresponsibilityarenormallyevaluated.Non-costfactorsmaybeevaluatedandallfactorsmaybeweightedifconsideredappropriate.
3. Therequiredusedocumentgenerallyusedforseekingcompetitiononsmallerpurchaseslowerthantheamountthatrequirescompetitivesealedbidding.
Requester:Adepartmentuserrequestingthepurchaseorder.Enteredinthe“OnBehalfOf”field.Requisition:ApurchaserequestenteredinPASbyacampusdepartmenttocommunicatewhattheuserwantstobuy.Thespecificationsandqualificationrequirementsarewritteninanoutcomebasedformallowingforconsiderationofabroadrangeofdifferentsolutionstomeettheprocurementneed.ResponsibleBidder:Character,integrity,reputation,judgment,experience,andefficiencyofthebidder;Furtherconsiderationsmayinclude,butarenotlimitedtowhetherthebiddercanperformthecontractwithinthetimespecified,thequalityofperformanceofpreviouscontractsorservices,thepreviousandexistingcompliancebythebidderwithlawsrelatingtothecontractorservicesandsuchotherinformationasmaybesecuredhavingabearingonthedecisiontoawardthecontractApersonwhohasthecapabilityinallrespectstoperforminfullthecontractrequirementsandmeetstheelementsofresponsibility.ResponsiveBidder:Apersonwhosebidconformsinallmaterialrespectstothetermsandconditions,thespecifications,andotherrequirementsofasolicitation.RevisedCodeofWashington(RCW):PermanentlawsoftheStateofWashingtoninforce.SealedbidlimitThatdollaramountestablishedbyRCWabovewhichtheformalsealedbidprocedurewillbeused.RFx:Agenerictermforacompetitivesolicitation.Thesolicitationmethodusedwillbedeterminedbythedollaramountoftherequesteditemandthecomplexityoftheproject.Differenttypesofsolicitations
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includeRequestforQuote(RFQ),RequestforProposal(RFP),InvitationtoBid(ITB),RequestforInformation(RFI),RequestforQuoteandQualifications(RFQQ).Risk:Theprobabilityofloss(financial,reputational,physical)totheUniversityofWashingtonarisingfromtheactionsofthesupplierintheperformanceofacontract.Highriskcontractsincludebutarenotlimitedtothefollowing:newtechnology,complexservices/systems,dangerousactivities,aircharters,vesselcharters,patientcarerelatedservices/equipment.Buyersmitigatetheserisksbyacquiringinsurance,limitingliability,warranties,verifyingreferencesandfinancialstability,etc.RoHSCompliantElectronicProduct:RoHSCompliantElectronicProductmeansthefollowingproductsdefinedthatmeetstherequirementsoftheRoHSDirective:Acathoderaytubeorflatscreentelevisionhavingaviewableareagreaterthanfourincheswhenmeasureddiagonally.RSApproval:CentralOfficeroleineProcurement(Ariba)thatallowspeoplewithintheRadioactiveSafetyOfficetoreviewordersforradioactiveorX-rayandLaserpurchasespriortotheorderbeingsenttothesupplier.
SSAF:Previouslyknownasthe"statusactionform",thisisnowtheelectronicformattoliquidateanencumbrance.Segmenting:Thesegmentingofarequirementorprojectintopartstoavoiddollarlimitationsorcompetitionisprohibited.Thepartsofanacquisitionarethoseitemswhichwouldnormallybeacquiredtogethertoaccomplishataskorproject.ServicesApproval:ACentralOfficeroleineProcurement(Ariba),whichallowsProcurementServicesBuyerstoreview,approve,andplacePurchaseOrders(EIsorBPOs)specificallyforServicestosuppliers.SingleSourcePurchase:Apurchaseofgoodsorserviceswhichisclearlyandlegitimatelylimitedtoasinglesourceofsupply.See“SoleSource”.SoleSource:Purchaseswhichareclearlyandlegitimatelylimitedtoasinglesourceofsupplyandpurchasesinvolvingspecialfacilities,services,ormarketconditions,inwhichinstancesthepurchasepricemaybebestestablishedbydirectnegotiation.
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Solicitation:ThedocumentedprocessofnotifyingprospectivesuppliersthattheUniversitywishestoreceiveanoffertofurnishgoodsand/orservices.TheprocessmayconsistofissuingawrittenRFx(RequestforProposal,RequestforQuotation,etc.),publicadvertising,andpostingonlinenoticestoprospectivebidders.Thesolicitationprocessendswiththeselectionofasupplierbasedoncriteriasetforthinthesolicitationdocument.Theterm“solicitation”isoftenusedinterchangeablywiththeterm“bid”or“invitationtobid”.SpecialMarketCondition:SameasSingleSourcePurchase.Specifications:Isaclearandaccuratedescriptionofthetechnicalrequirementsforamaterial,productorservice,includingtheprocedurebywhichitwillbedeterminedthattherequirementhavebeenmet.Specificationsareusedwherewelldefinedmaterials,productsorservicesareusedwherewelldefinedmaterials,productsorservicesaretobeprovided,andformalspecificationsfortheitemsareavailable.Splitting:Thesplittingofcontinuing/repetitiverequirementsforthesamegoodorserviceintoseveralpurchasestoavoiddollarlimitationsorcompetition.See"Segmenting".StandingOrder:Anarrangementbetweenabuyerandasupplierinwhichthesupplierisinstructedtodeliveraspecificgoodorserviceataspecifictimeinterval.Example:12reamsofcopypaperdeliveredeachmonthfor12months.Thesupplierdelivers12reamsofpapereachmonthandinvoicesagainstthestandingorder.ThiscouldbeapurchaseorderestablishedagainstaPASrequisitionoranarrangementtoregularlybilltoaProCard.StandardPurchasingForms:FormsandtemplatesdevelopedbyUWPurchasingServicesforuniversityuse.StateContract:Thewrittendocument,administeredbytheStateofWashington,OfficeofStateProcurementonmemorializingtheagreementbetweenthesuccessfulBidderandtheOfficeofStateProcurementformaterials,supplies,services,and/orequipment.StatementofWork(SOW):Ascopeofworkdescribestheworktobeperformedortheservicestobeprovided.Itdescribestasks,directsmethodologiestobeused,andsetsforththeperiodofperformance.Itshouldcontainonlyqualitativeandquantitativedesignandperformancerequirements.SubApprover:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithintheOfficeofSponsoredProgramstoreviewallSubcontractawardorders.
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Subcontract:Aformalcooperativeresearchrelationshipwithanotherorganization,generallyauniversityornon-profitresearchcenter,thatispartofasponsoredagreement/proposalacceptedbytheUniversityofWashingtonandtheotherorganizationparticipatingintheresearchprojectorprovidesarequiredservicetocompletetheresearchproject.(SeeGIM7formoreinformation).Subcontractor:Apersonorbusinessthatis,orwillbe,providingorperforminganessentialaspectofacontractunderthedirectionandresponsibilityoftheContractorandwiththeagreementofthePurchasingActivity.Supplier:Avendorofpurchasedgoodsandservices.SeeVendorandContractor.
TTermsandConditions:Alllaws,requirements,andconditionsassociatedwithacontractorpurchaseorder(P.O.).TINMatching:CentralOfficeroleineProcurement(Ariba)thatallowsspecificpeoplewithinProcurementServicestoverifythenameandTaxIDnumberofallP2I(PaymenttoIndividual)paymentswiththeIRS.
UUsedEquipment:Goodsofferedforsalewhichdonothaveafullfactorywarrantyandwhicharenotbeingrented,leased,orotherwiseintheactualpossessionofthestateagencyconsideringthepurchaseatthetimeofthepurchasetransaction.
VVehicle:Adevice,asamotorvehicle,boat,airplaneorapieceofmechanizedequipment,fortransportingpassengers,goods,orapparatus.Vendor:Aproviderofmaterials,supplies,services,and/orequipment.SeeSupplier.
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WWashingtonAdministrativeCode(WAC):Regulationsofexecutivebranchagenciesareissuedbyauthorityofstatutes.LikelegislationandtheConstitution,regulationsareasourceofprimarylawinWashingtonState.TheWACcodifiestheregulationsandarrangesthembysubjectoragency.WashingtonElectronicBusinessSolution(WEBS):TheStateofWashingtonwebsitewhereallstateagenciespostonlinenoticesnotifyingsuppliersofRFxopportunities.Suppliersmustregisteronthewebsitetoreceivethenotifications.Watcher:AnoptionalrolewithineProcurement(Ariba)thatallowspeoplewithinadepartmenttoviewallordersundertheassignedbudgetororgcode.Thisroleisviewonly(cantakenoaction).
