List of Definitions

A. Agreement:

1. An understanding, usually in writing, between two or more competent parties, under which one party agrees to certain performance as defined in the agreement and the second party agrees to compensation for the performance rendered in accordance with the conditions of the agreement. Agreements and contracts are sometimes used synonymously.

2. A legally binding promise, enforceable by law.

3. An agreement between parties with binding legal and moral force, usually exchanging goods or services for money or other consideration.

B. Award: award on a quote, bid, or proposal for which the City Commission has lawfully appropriated funds.

C. Bid: Formal written offer of a price by a vendor to the City to furnish specific goods and/or services in response to an Invitation to Bid.

D. Change Order: A written order that is issued by the City directing the Contractor to change the contract amount or time within the scope of the contract in accordance with the contract's terms, allowing changes by the City to be made with the consent of the Contractor or, when authorized by contract, to issue such change order unilaterally without the consent of the Contractor.

E. Emergency Purchases: Procurement that is made in response to a requirement when the delay incident for complying with all governing rules, regulations, and procedures would be detrimental to the health, safety, and welfare of the City anc/or its citizens and includes immediate repairs that are needed to prevent further damage to public property.

F. Invitation to Bid (ITB): The solicitation for competitive sealed Bids for Joods and/or services for which the scope of work, specifications or contractual terns and conditions can be reasonable and closely defined.

G. Local Preference: Procurement laws mandating that bid prices for a preferred class of bidders be given special consideration when comparing their bid price3 with those of other bidders not in the preferred class, i.e., "local" suppliers may be given a bid preference over suppliers that are not defined as "local."

H. Piggyback: Form of intergovernmental cooperative purchasing in which an entity will be extended the pricing and other terms of a contract entered into with another entity. Generally, a larger entity will competitively award a contract that will include language allowing other entities to utilize the contract, which may be to their advantage in terms of pricing, thereby gaining economies of scale that they normally would not receive if they competed on their own.

I. Procurement: Buying, purchasing, renting, leasing or otherwise acquiring any goods or services for public purposes in accordance with the laws, rules, regulations, and procedures intended to provide for the economic expenditure of public funds. It includes but is not limited to, all functions that pertain to obtaining ary supplies, materials, equipment and/or services, including construction projects.

J. Professional Services: Those services within the scope of the practice of architecture, professional engineering, landscape architecture, or registered surveying and mapping, as defined by the laws of the State of Florida, or those performed by any architect, professional engineer, landscape architect, or registered surveyor and mapper in connection with his or her professional employment or practice, the acquisition of which is pursuant to Florida Statute 287.055.

K. Proposals: An executed formal document submitted to the City stating the good(s) and/or service(s) offered to satisfy the need requested in the Request for Proposals or Request for Statement of Qualifications.

L. Purchase Order: The City's document used to authorize a purchase transaction with a vendor.

M. Quotation: A statement of price, terms of sale, and description of goods or services offered by a supplier that will not exceed $25,000.00.

N. Request for Proposal (RFP): A solicitation for Proposals for goods and/or services for which the scope of work, specifications or contractual terms cannot reasonably be closely defined. Evaluation of Proposals is based on stated criteria and the RFP shall state the relative importance of all evaluation factors. Other factors may be considered as stated in the RFP.

0. Single Source: A procurement decision whereby purchases are directed to one source because of standardization, warranty, or other factors, even though other competitive sources may be available.

P. Sole Source: Selection of one particular supplier to the exclusion of all others. This decision may be based on lack of competition, proprietary technology, copyright, or a supplier's unique capability. In government procurement, a sole source justification may be required from the requestor.