AGENCY SPECIFIC TERM CONTRACT: A Term Contract for the use by a specified agency. Depending on the dollar value of the contract, it may be handled by P&C or NCDOT Purchasing.
BEST VALUE PROCUREMENT: The terminology used to identify the method required for Purchasing Information Technology commodities and service.
COMMODITIES: Any equipment, materials, or supplies. Also, referred to separately in this manual as goods and items.
COMPETITION: The fair and open solicitation of offers from more than one source. The receipt of offers from more than one source. It must be reasonable and adequate for the amount of the expenditure and the specific requirement.
CONSULTANT CONTRACTS: Work or task performed by NCDOT employees or independent contractors possessing knowledge, experience, expertise and professional qualifications to investigate assigned problems or projects and to provide counsel, review, analysis or advice in formulating or implementing improvements in programs or services. This includes but, is not limited to, the organization, Planning, directing, control, evaluation of a program, agency, or department.
CONTRACTUAL SERVICES: When an independend contractor performs services requiring sqecialized knowledge, experience, expertise or similar capabilities for a State Agency for compensation from Agency funds. The services may include (by way of illustration, not limitation) services such as, maintenance of buildings or equipment, auditing, film production, employee training and food service, provided that the service is not primarily for review, analysis or advice in formulating or implementing improvements in programs or services (in which case rules relating to consultant contracts shall be applicable).
EMERGENCY: A situation which endangers lives, property, or the continaution of a vital program and which can be rectified only by immediate on-the-spot purchase (or rental) of equipment, supplies, materials, printing, or contractual services.
HUB: any one of the following:
INFORMATION TECHNOLOGY (IT): Electronic data processing goods and services and telecommunications goods and services, microprocessors, software, information processing, office systems, any services related to the foregoing, and consulting or other services for design or redesign of information technology supporting business processes.
INVITATION FOR BIDS: A solicitation document. This document or RFP is required to be used for competitive procurements over $25,000.00. Normally used for larger, advertised competitive procurement for commodities.
LEASE: A Contract conveying from one to another use of a commodity for a designated period of time in return for established periodic payments. Does not contain an option nor an obligation to Purchase.
NEGOTIATION: The Act of making a purchase; when all offers have been rejected, or when there is justification for waving the competitive process, or when an emergengy or pressing need arises.
OFFER: This term may refer to a proposal, quote, or bid submitted in response to a request for proposal, request for quotations, invitation for bids, or negotiation.
OFFEROR: Company, firm, corporation, partnership, individual, ets., submitting a response to a solicitation document or in response to a negotiation.
OPEN MARKET CONTRACT: A contract for the purpose of a commodity or contractual service not covered by a term contract.
PERSONAL SERVICE: Services provided by a professional individual (person) on a temporary basis, including (by way of illustration, not limitation) those provided by a doctor, dentist, attorney, architect, professional engineer, scientist performer of the fine arts and similar professions: the exemption applies only if the individual is using professional skills to perform a professional task; a personal service may also be a consultant service, in which case consultant contracting procedures shall be followed.
PRESSING NEED: A need arising from unforeseen cases including, but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work, and which can be rectified only by immediate on-the-spot purchase (or rental) of equipment, supplies, materials, printing, or contractual services.
PURCHASE: The solicitation of, and acceptance, an offer to (1) provide a service, or (2) lease or rent a commodity, or (3) sell a commodity outright, or (4) sell a commodity through a lease purchase or installment contract.
REQUEST FOR PROPOSALS: A solicitation document. This document or the IFB is required to be used for competitive procurements over $25,000.00. Normally used for larger, advertised competitive procurements for services. It is an alternate acquisition method to the IFB. An RFP may also be handled as a two step process.
REQUEST FOR QUOTES: A solicitation document, normally used for smaller competitive procurements.
SOLE SOURCE: When an item or service is available from only one known source.
STATEWIDE TERM CONTRACT: A term contract handled by P&C for all agencies, unless exempted by statute, rule, or special term and condition specific to that contract.
TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity or contractual service for a specified period of time based on estimated quantities only. Sometimes referred to as "Requirements Contract or "Indefinite Quantity Contract".
