Oklahoma County E-Bid Registration

Purchasing and Bid Regulations

Purchasing Principles

Purchasing Month 2006

Definitions

• ITB - Invitation to Bid; a formal request to prospective vendors soliciting price quotations or bids; contains, or incorporates by reference, the specifications or scope of work and all contractual terms and conditions.



• RFP - Request for Proposal; all documents, whether attached or incorporated by reference, utilized for soliciting competitive proposals.



• RFQ - Request for Qualifications; an informal solicitation or request for information, where oral or written qualifications are obtained from vendors, without formal advertising or receipt of sealed bids; used only where statutes do not require formal sealed bids, such as small or emergency purchases, construction projects, etc.



• E-Bid - Allows vendors to receive solicitations electronically.



• Sealed Bids - A bid submitted in response to an ITB. Bid is submitted in a sealed envelope to prevent dissemination of its contents before the deadline for the submission of all bids.



• FOB - Free on Board



• ARO - After Receipt of Order



• Amendment - A revision or change to a document; often used to correct a solicitation.



• Modification - An agreed addition to, deletion from, correction or modification of a document or contract.



• Tabulation - The recording of bids and bidding data listing items offered, prices, delivery schedules, etc., submitted in response to a solicitation for the purpose of comparison, analysis, and record keeping.



• Award - The presentation, after careful consideration, of a purchase agreement or contract to the selected bidder or offeror.



• Responsive Bidder - A vendor who has submitted a bid which conforms in all material respects to the requirements stated in the solicitation.