Glossary.pdf

Department of General Services Printers, Multi-Functional Devices Procurement Division Event ID #: 0000000258

Glossary

Acceptance Satisfactorily meeting contract deliverables per Exhibit

11.34, General Provisions (GSPD-401, Information Technology) revised 09/05/2014, paragraph 16(e).

Bid

An offer, made in response to a request to perform a contract for work/labor or to supply goods at a specified price, whether or not it is the result of competition or a non-competitively bid contract. Also known by other names such as proposal or quote. 2. An offer made in response to an Invitation for Bids (IFB).

Bidder 1. A supplier who submits, or has identified their intention to submit, a bid to the State in response to a solicitation.

2. An individual, sole proprietorship, firm, partnership, corporation, or any other business venture that responds to an Invitation for Bids.

Bidder’s Conference A public meeting concerning a particular solicitation that is attended by potential bidders and/or other interested parties and is held during the Acquisition Phase prior to the bid submission date.

Buyer

An individual with fiduciary responsibility authorized to act as an agent for the State to acquire goods and/or services. Sometimes referred to as a contract or purchasing official or professional.

CA –

Contract Administrator

The DGS-PD representative who will represent the DGS-PD on any contract(s) resulting from the solicitation.

Contractor Business that is awarded a contract as a result of the solicitation.

Contract Implementation Period

Period after contract award in which the CA and Contractor will work closely together ensure that all contract procedures and terms are clearly understood and in place.

Coordinator The DGS-PD representative who will handle any protest that may be filed.

CUF –

Commercially Useful

Function

As defined by the Military and Veterans Code, Section 999 (b) (5) (B):

(i) A person or an entity is deemed to perform a “commercially useful function” if a person or entity does all of the following:

(I) Is responsible for the execution of a distinct element of the work of the contract.

(II) Carries out the obligation by actually performing, managing, or supervising the work involved.

(III) Performs work that is normal for its business services and functions.

(IV) Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

(V) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

(ii) A contractor, subcontractor, or supplier will not be considered to perform a “commercially useful function” if the contractor’s, subcontractor’s, or supplier’s role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of a disabled veteran business enterprise participation.

Deliverables

Contracted goods, services, other items (e.g. reports), or results a supplier agrees to produce/provide in performance of a contract.

DGS-PD –

Department of General Services, Procurement

Division

The State department conducting the solicitation and responsible for contract management after contract award.

DVBE –

Disabled Veteran Business

Enterprise

Company certified by the State Office of Small Business and DVBE Services according to the requirements and procedures of the Military and Veterans Code, Sections 999 – 999.13 and the California Code of Regulations, Title 2, Sections 1896.60 – 1896.95.

EPP –

Environmentally Preferable

Purchasing

Policy mandated by Public Contracting Code Section 12400 – 12404 requiring the procurement of goods having a reduced impact on health and the environment.

Evaluated Bid Price

The monetary figure used to determine the low bidder selected for award. The figure is derived by applying all eligible preferences to the net bid price.

Evaluation and Selection Report

A written document prepared by the buyer to describe the goods or information technology acquisition with emphasis on the supplier selection process, price analysis and other pertinent facts and decisions supporting the transaction (i.e., a contract award or change). Also known by other names or specific forms (e.g., Procurement Summary, etc.).

General Provisions (GP) 1. Terms and conditions applicable to a contract.

2. A document that is required to be included with certain goods and information technology contracts.

3. GSPD 401IT (rev. 09/05/2014)

Group One of the four (4) different types of Printers and Multi- Functional Devices listed in solicitation They include personal printers, workgroup printers, multi-functional devices and plotters.

Incentive During bid evaluation, an adjustment made to provide a monetary or other advantage to a qualified Bidder as established by law and regulation and which may impact the determination of supplier selection. An incentive is available to certified DVBEs.

Index Price/List Price/MSRP Publicly available list price used as the basis for contract discount pricing. This pricing must be available on the internet, to the general public, without a password.

Information Technology (IT)

1. SAM 4819.2: Information technology means all computerized and auxiliary automated information handling, including systems design and analysis, conversion of data, computer programming, information storage and retrieval, voice, video, data communications, requisite systems controls, and simulation. The term "information technology" is commonly abbreviated as "IT."

2. Transaction type: An acquisition classification identifying the acquisition of goods/services as information technology as opposed to non-IT services or goods.

Invitation for Bids (IFB)

A type of solicitation document used in a formal competitive bidding process for goods, services, and IT goods/services and sometimes for informal acquisitions of IT goods/services. An IFB is used when specifications are detailed in functional and/or technical terms for goods and IT, or for non-IT services when there is little discretion performing the work. Award is based on low price.

Local Agency Any city, county, city and county, district or other governmental body or corporation empowered to expend public funds for the acquisition of products (Public Contract Code Section 10298).

Leveraged Procurement Agreement (LPA)

A leveraged procurement is the method used to combine State departments' requirements for the same items or for families of similar items, thus providing standardization and "leveraging" the State's buying power to:

1. Achieve lower prices, better terms/conditions, and/or improved service through volume purchasing; and 2.

Minimize the administrative costs associated with individual departments having to undergo the acquisition process repetitively to fulfill their individual, ongoing requirements for the same item(s).

Examples of the State's leveraged procurement agreements include Master Agreements (such as cooperative agreements for the Western States Contracting Alliance [WSCA] contracts), California Multiple Award Schedules (CMAS), Statewide Contracts, Software Licensing Program (SLP) contracts, and the State Price Schedules.

Mandatory

Mandatory Source or Contract: Refers to, unless exempted, the required use of specified existing sources (e.g., products/services available through Prison Industry Authority or some Leveraged Procurement Agreements) for listed goods, services, and information technology goods/services.

Net Bid Price

The adjusted price of a proposed bid in response to a solicitation. Adjustments can include, but may not be limited to, items such as mathematical corrections or omissions, allowable discounts and trade-ins, and applicable preferences and incentives. Items such as sales and use tax are generally not evaluated and therefore, usually not included unless specifically stated otherwise in the solicitation.

OEM –

Original Equipment

Manufacturer

The company that builds the device (e.g., Ford, Dodge).

Pacific Time Local California time, whether daylight savings or standard, as appropriate for the date.

Preferences During bid evaluation, an adjustment made to provide a monetary or other advantage to a qualified Bidder as established by law and regulation and which may impact the determination of supplier selection. Types of preferences include: Small Business, Target Area Contract Preference Act (TACPA), and Recycled Content Program.

Prime Contractor The primary party who has contracted with the State for completion of the contract.

Procurement Official The DGS-PD representative conducting the solicitation.

Also the sole point of contact for Bidders in relation to the solicitation.

Reseller Company that sells goods manufactured by an OEM.

Responsive Supplier/Bidder

A Bidder whose solicitation response is compliant with solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract.

SB –

Small Business

Company certified by the State Office of Small Business and DVBE Services according to the requirements and procedures of the California Code of Regulations, Title 2, Sections 1896 – 1896.40.

SB/DVBE Off-Ramp The mechanism by which a State department may purchase from a supplier other than the awarded contractor. To make an off-ramp purchase, the department must solicit at least two SBs or DVBEs for the same brand and model of device that is on contract.

The purchase must be less than $250,000.00.

Software

An all-inclusive term which refers to any computer programs, routines, or subroutines supplied by the contractor, including operating software, programming aids, application programs, program products, and any associated documentation.

State The government of the State of California.

Subcontractor

An individual or business contracting to perform part, or all, of another's contract.

Take Back Program A program whereby a Contractor removes and reuses or recycles the device and/or the device’s component parts.

Team The State Evaluation Team, which develops, releases, and evaluates the IFB and its responses.

Warranty

A promise or affirmation given by a contractor to the State regarding the nature, usefulness, or condition of the supplies or performance of services furnished under the contract. Generally, a warranty's purpose is to delineate the rights and obligations for defective items and services, and to foster quality performance.