Wyo. Code R. agency 006, Subagency 0006, app DEFINITIONS - DEFINITIONS
The following definitions are an integral part of these rules and whenever used in these rules or in any purchasing policy statement, memoranda or correspondence these terms shall be understood to have the following meanings.
1. Action. Process
to follow to accomplish procedures.
2. Addendum. A supplement denoting a written
change to an Invitation for Bid, Request for Proposal or Contract.
3. Addition. Used in construction context for
any construction addition to any existing public structure.
4. Advertising. The solicitation of
competitive sealed bids through advertising. Publication of notice of
acceptance.
5. Affidavit. A written
statement sworn to before a notary.
6. Agency. The division of government
initiating the purchasing process.
7. Agreement. An understanding or arrangement
between two or more parties.
8.
Alteration. A modification.
9.
Amendment. A formal statement of a change.
10. Award. To declare as legally
granted.
11. Bank Money Order. An
order for the payment of a specified amount of money, issued and payable at a
bank.
12. Bid. A competitive price
offer made by an intended seller, usually in reply to an invitation for bid. A
price offer made at a public auction.
13. Bid Opening. The act of publicly removing
bids from bid file, opening the bid envelopes, and making available for public
inspection, the bids received.
14.
Bidder. Any vendor interested in answering bid invitations for the purpose of
supplying the State with the items listed on the bid invitation.
(a) Local Bidder. Bidder residing in the
community of any State Agency issuing bid invitations.
(b) In State-Bidder. Bidder residing within
the State of Wyoming and whose main offices and principles of the company have
been in the State for a least one year.
(c) Out-of-State Bidder. Bidder living
outside of the State of Wyoming and whose main offices and principles reside
outside the State. Agents in the State for a company whose main offices and
principles reside outside of the State DO NOT qualify that company as an
in-state Bidder
15.
Bond. A bond executed in connection with a contract and which secures the
performance and fulfillment of all the undertakings, covenants, terms,
conditions, and agreements contained in the contract.
16. Brand Name Product. A product whose
manufacturer is identified on the product, or on the package.
17. Certificate of Deposit. A certificate
from a bank stating the named person has a specified sum on deposit.
18. Certified Check. A check drawn on a bank
and accepted by it.
19. Commodity.
Articles supplied to agencies distinguishable from goods or services or a
quantity of goods.
20. Competitive
Bidding. The offer of firm bids by individuals of firms competing for a
contract, privilege or right to supply specified services or
merchandise.
21. Confirming Order.
A purchase order restating the same terms originally placed orally.
22. Conservation. Preservation from loss,
waste or harm.
23. Construction.
The building of a Public Structure.
24. Consultant. A vendor hired by an agency
for the purpose of providing consulting services.
25. Contract. A written agreement entered
into by a vendor and the State whereby the vendor agrees to supply to the State
supplies, materials, labor, equipment, commodities or services under agreed
upon conditions and terms
26.
Contract Date. The date when a contract is accepted by all parties
thereto.
27. Contract Number. A
number assigned to Purchase Order-Contracts by the Division for reference of
subsequent payments under the contract. The number also serves as a reference
for future discussions.
28.
Contractor.
(1) any one of the parties to a
contract;
(2) one who contracts to
perform work of furnishing materials in accordance with a contract.
29. Cost Plus. The pricing system
permitting the seller to charge whatever his costs may be plus a fixed
percentage of that cost.
30.
Covering Letter. A letter sent with a package, another letter, etc; as an
explanation or introduction.
31.
Credit Note. The method of righting an overcharge, paying a trading rebate or
for meeting value of goods or package returned.
32. A&I. Administration and Information.
33. Delivery Time. A time, agreed
upon by the vendor, agency and the Division that the vendor will supply items
called for by the Purchase Order or Purchase Order Contract.
34. Discount. Vendor's deduction from the
selling price, usually upon some cost reducing condition such as prompt
payment.
35. Emergency Order.
Purchase of materials or services urgently needed.
36. Economic Life. The projected or
anticipated useful life of a major facility as expressed by terms of
years.
37. Encumbering. Obligates
money for a specific use. Once expenditures are encumbered, they cannot be used
for any other purpose.
38. Energy
Consumption Analysis. The evaluation of all energy systems and components by
demand and type of energy including the internal energy load imposed on a major
facility by its occupants, equipment and components, and the external energy
load imposed on a major facility by the climatic conditions of its
location.
39. Energy Efficient.
Acting or producing effectively with a minimum of waste expense.
40. Energy Systems. All utilities, but not
limited to heating, air conditioning, ventilating, lighting and the supplying
of domestic hot water.
41.
Escalation. The amount of adjustment permitted by an escalator
clause.
42. Escalator Clause. A
contract clause generally permitting a change upward, or downward, in case
certain events transpire.
43.
Excise Tax. A tax imposed on the manufacture, sale or consumption of
product.
44. Expenditure. The
actual spending of funds.
45. Fair
Market Value. The value of an item as determined by negotiation between buyers
and sellers and which value would be acceptable as a basis of a purchase and
sale.
46. Firm Offer. A definite
proposal to enter into a sales contract.
47. F.O.B Point. F.O.B. means Free on Board
and indicates that during shipment of goods, by the vendor to the agency, the
items are shipped free of cost to the agency to the point indicated on the
Purchase Order or Purchase Order Contract.
48. Forms. Universally used documents with
blanks for the insertion of details or information.
49. Furniture. Movable articles in a room
that render it fit for working; the necessary equipment.
50. Goods or Services. Items that are being
purchased by a Purchase Order or Purchase Order Contract.
51. Initial Cost. The monies required for the
capital construction or renovation of a major facility. Original price
paid.
52. Invitation for Bids.
Solicitation of prospective suppliers by a purchaser requesting competitive
price quotations.
53. Lease. A
contract conveying from one person to another real estate or property for a
term in quotations.
54. Letter of
Intent. See Notice of Award.
55.
License. A certificate granting permission to do a specific act or
acts.
56. Life Cycle Cost. The cost
of a major facility including its initial cost, the cost of the energy consumed
over its economic life and the energy consumption related cost of its operation
and maintenance.
57. Liquidated
Damages. A sum agreed upon between the parties to a contract, to be paid as
ascertained damages by that party who breaches the contract.
58. List Price. The price published in a
catalog or other means of publication.
59. Major Facility. Any publicly owned or
leased building having twenty-five thousand (25,000) square feet or more of
usable floor space.
60. Materials.
Items necessary to complete the specifications called for in construction
contracts.
61. Merchandise. Various
goods purchased as inventory for the Warehouse and used for resale by the
Warehouse to various state agencies.
62. Mutual Assent. In every contract each
party must agree to the same thing. Each must know what the other intends; they
must mutually assent to be in agreement
63. Negotiation. Conference with a view of
reaching agreement.
64. Net Price.
Price after all discounts, rebates, etc. have been allowed.
65. Non-negotiated. Purchase or contract
without use of conference to reach an agreement.
66. Notice of Award. A preliminary
quasi-contractual arrangement by letter customarily used in circumstances where
the items, quantities, price and delivery dates are known, but where the
principal contract provisions may require additional time-consuming
negotiations. Used to enter into interim agreements, pending a definitive
contract production, or delivery of the supplies materials or
services.
67. Notary. A public
officer authorized to administer oaths by way of affidavits and depositions;
also to attest to deeds and other formal paper in order that such papers may be
used as evidence and be qualified for recording.
68. Offer. To bid, to present for
approval.
69. Open Competition.
Competition among vendors, on an equal basis, for the award of bid
invitations.
70. Order. An
instruction issued to a supplier for goods to be delivered at a
price.
71. Partial Payment. The
payment authorized in a contract upon delivery of one or more complete units
called for under the contract, or upon completion of one or more distinct items
or service called for there under.
72. Penalty Clause. A clause in a contract
specifying the sum of money to be paid if the contractor defaults on the terms
of his contract particularly in respect to time.
73. Performance Record. Record to indicate a
supplier's ability to keep delivery promises and reliability, together with a
consistency of quality of the product.
74. Policy. Statements of regulations
governing the processes for procurement of supplies, materials, labor,
commodities or services for use by State agencies.
75. Prepaid. A term denoting that
transportation charges have been or are to be paid at the point of
shipment.
76. Prevailing Wage.
Wages paid in the locality in which the public works are being performed, to
workman engaged in work of a similar character
77. Price. The amount paid or to be paid for
the articles furnished by the seller.
78. Price Adjustment Clause. A clause in a
contract allowing for adjustment in price up and/or down in accordance with
circumstances arising during the term of the contract due to variances in
wages, cost of living, etc.
79.
Price Schedule. The list of prices applying to varying quantities or kinds of
goods.
80. Procurement Policy.
Course of action adopted in the buying of materials and services.
81. Progress Payments. Payments arranged in
connection with purchase transactions requiring periodic payment in advance of
delivery for certain statical amounts or for certain
percentages of the purchase price
82. Proprietary Article. An item made and
marketed by a person or persons having the exclusive right to manufacture and
sell it.
83. Public Structure. Any
structure owned by the State of Wyoming.
84. Purchase Order Number. A number issued by
the Division for the purpose of referencing all Purchase Order-Vouchers sent to
vendors authorizing the vendor to supply items authorizing payments to be made
to the vendor from the Office of the Auditor.
85. Purchasing Technique. The manner or
method by which purchases are made.
86. Quality. That which fits a product to a
given use.
87. Quantity. Amount or
number.
88. Quotation. A sales
proposal including price, sales terms, and conditions. A price statement as an
offer. A bid.
89. Recycled. To
reuse waste material.
90.
Renovation. Revision to a major facility which will affect any energy
system.
91. Resource Conservation
and Recovery Act. A public law requiring the consideration of recycled content
in the purchase of goods or materials.
92. Repair. Used in construction context for
any repair to any public structure.
93. Request for Proposal. A procurement
technique used to obtain pricing in a competitive environment.
94. Requirement. Materials, personnel or
services needed for a specified period.
95. Requisition. An internal document by
which an agency sends to the Division details of materials or services to meet
its needs.
96. Responsibility. The
governmental unit or vendor whose duty it is to take action to see that
procedure processes are accomplished.
97. Sales Tax. Levy upon a vendor's sale by
an authorized level of government.
98. Service. The supplier's ability to comply
with promised delivery date specifications and technical assistance
99. Sole Source. See Proprietary
Article.
100. Specifications. A
statement containing a detailed description or enumeration of particulars, as
of the terms of a contract, etc.
101. Standard Contract. Standardized form of
terms and conditions of contract.
102. Subcontractor. A person who takes a
portion of a contract from the principal contractor.
103. Supplier. Furnisher.
104. Supplies. Items provided to agencies by
vendors to aid in accomplishing their daily work activities. Also, supplies are
used by contractors to complete construction contracts.
105. Supply. Furnishing or providing of what
is needed to sustain an organization.
106. Terms. Requirements established by
vendors to the agencies for payments of Purchase Orders and Purchase
Contract.
107. Terms of Contract.
Stipulations made in contracts.
108. Terms of Payment. The methods of payment
under a sales contract.
109. Trade
Discount. A reduction from list price predicated upon the position of the buyer
in the distribution channel.
110.
Trade-In. A piece of merchandise accepted as partial payment for a new
purchase.
111. Use Tax. A tax
imposed upon the user of goods.
112. Value. Intrinsic worth.
113. Value Analysis. The investigation of the
performance of a material or a component in terms of its function and its
costs.
114. Value Change Proposal.
A formal cost reduction or efficiency proposal submitted by a contractor to the
state for approval or disapproval.
115. Value Incentive Clause. A clause used in
Invitations for Bid to allow a contractor the opportunity to submit a Value
Change Proposal.
116. Vendor.
Commercial enterprises that furnish the agencies supplies, labor, materials,
equipment, commodities or services.
117. Wage Survey. A semi-annual investigation
conducted by the Division to ascertain prevailing wage.
118. Waiver. Dispense with.
119. Warrant. The check issued by the Office
of the Auditor to pay debts incurred by the State of Wyoming.
120. WOLFS. Wyoming Online Financial
System.
Notes
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