§ 2-261. Definitions.

The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:

Commodity means personal property, including but not limited to, goods, supplies, apparatus, equipment, material and other forms of tangible personal property.

Competitive solicitation means the requesting and receiving of two or more sealed bids, proposals or other replies submitted by responsible, responsive vendors in accordance with the terms specified in this division and the chosen procurement method.

Contractual service means the rendering of time and effort by individuals and firms as independent contractors, rather than the furnishing of specific commodities. This term applies to services, including but not limited to, construction, evaluations, consultations, maintenance and professional or technical services.

Cooperative purchasing agreement means the town participates in joint procurement of commodities or services with other public entities within the state, in order to obtain lower prices through greater purchasing volume.

Invitation to bid means a written solicitation for competitive sealed bids with the title, place, date and time of the public bid opening designated therein and specifically defining the commodity and/or contractual service for which bids are sought. The invitation to bid may be used when the scope of work for a contractual service can be specifically defined or precise specifications can define the actual commodity and/or contractual service required.

Minor irregularity means a variation from the competitive solicitation's terms and conditions which does not affect the price of the bid or proposal, give the bidder or proposer an unfair competitive advantage over other bidders or proposers, or adversely impact the interests of the town.

Piggyback purchase means the town selects a provider of goods, services, or construction by utilizing an existing government contract which is made available to the town. Government contracts include contracts of the state, general services administration (federal) and other governmental agencies within the state, including, but not limited to, counties, other municipalities, school districts, and special districts.

Procurement method means one of the following:

(1)

Invitation to bid (ITB);

(2)

Request for proposal (RFP);

(3)

Request for qualifications (RFQ).

Quote means an oral or written assignment of pricing from a potential vendor for commodities or contractual services.

Request for proposal means a written solicitation for competitive sealed proposals with the title, place, date and time of the public opening designated. Such proposal shall include, but is not limited to, general information, functional or general specifications, a statement of work, proposal instruction and evaluation criteria. All requests for proposals shall state the relative importance of the evaluation criteria. A request for proposal may be used when the purpose and use of the commodity or contractual service sought can be specifically defined and the town is capable of identifying necessary deliverables.

Request for qualifications means a written solicitation for sealed proposals when the town desires to purchase services based on the qualifications of the respondents but has not specifically defined the statement of work for which a service is required, but has specified the overall type of service required.

Responsible, responsive vendor means a person or business entity who has submitted a bid, proposal or other reply that conforms in all material respects to the solicitation and who has demonstrated the capability in all respects to fully perform the contract requirements and who has the integrity and reliability to provide a reasonable assurance of good faith and performance. Such determination shall be in the sole discretion of the approval authority subject to the requirements of the solicitation.

(Ord. No. 418, § 3, 7-24-2018)