Purchasing Manual - Rockwall ISD

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Rockwall Independent School District (RISD) Purchasing ManualBulk Purchasing: Purchasing in large quantities to seek a lower price per unit; volumepurchasing.Budgeted Purchases: Purchases that assigned budget owners are authorized to make withinapproved budget limits.Calendar Day: Every day shown on the calendar, Saturdays, Sundays, and holidays included.Cash Discount: A discount from the purchase price allowed by the seller to the purchaser whenpayment is made within a designated period.Cash on Delivery (COD): Payment due and payable upon delivery of goods.Catalog: A listing of item identifications arranged systematically.Change Order: A written order directing the contractor to make changes which the Changesclause of the contract authorizes the District to order without consent of the contractor.Code of Ethics: Written guidelines within which judgments and considerations of professionalethics and behavior should be made for all public officials and employees of a district.Collusion: A secret agreement or cooperation between two or more persons to accomplish afraudulent, deceitful, or unlawful purpose.Combination Specifications: Contain elements of both design and performance specifications.Some features of each are included to allow a vendor to use ingenuity to meet the performanceneeds of the government and also to require certain necessary design characteristics. This isprobably the most common type of specification.Commodity: An article of trade, a movable article of value, something that is bought or sold;any movable or tangible thing that is produced or used as the subject of barter or sale.Competition: The process by which two or more vendors vie to secure the business of apurchaser by offering the most favorable terms as to price, quality, delivery and/or service.Competitive Bidding: The submissions of prices by individuals or firms competing for acontract, privilege, or right to supply merchandise or services.Competitive Negotiation: A method for contracting for goods and services, whereby proposalsare solicited from qualified suppliers, following submission of which changes in proposals andprices are allowed, and the offer deemed by the awarding authority to be most advantageous interms of criteria as designated in the Request for Proposals is accepted; a negotiatedprocurement.Competitive Sealed Proposals: A term used for competitive negotiation as a source selection.169
Rockwall Independent School District (RISD) Purchasing ManualComponent Purchases: Purchases of the component parts of an item that in normal purchasingpractices would be made in one purchase.Confirming Order: A de facto purchase order issued to a vendor listing goods or servicesprocured verbally and/or outside established purchasing procedures. Since a confirming orderprecludes competition it may be illegal under certain laws/ordinances.Conflict of Interest: A situation where the personal interests of a contractor, public official oremployee are, or appear to be, at odds with the best interests of the district.Contingency: A possible future event or condition arising from presently known or unknowncauses, the outcome of which is indeterminate at the present time.Cooperative Purchasing: (1) The combining of requirements of two or more political entities toobtain the advantages of volume purchases, reduction in administrative expenses, or other publicbenefits. (2) Procurement conducted by, or on behalf of, more than one Public ProcurementUnit, or by a Public Procurement Unit with an External Procurement Activity.Decentralized Purchasing – Although the purchasing operation is overseen by the PurchasingDepartment much of the actual purchasing is done on the campus or department level byacquiring quotes from district approved vendors and making purchases from the vendor offeringthe best value.Delivery Schedule: The required or agreed time, or rate, of delivery of goods or services.Delivery Terms: Conditions in a contract relating to freight charges, place of delivery, time ofdelivery, or method of transportation.Descriptive Literature: Information, such as illustrations, charts, drawings, and technical datawhich show the characteristics or construction of a particular product or explains its operations,furnished by a bidder as part of the bid to describe the items he offers. The term refers only toinformation required to evaluate a product, and need not include other information such as thatrelates to the qualifications of a bidder or operating or maintaining equipment.Design-Build: The district and the design/build contractor enter into a specific contract whereinthe contractor undertakes the responsibility to provide for the design and construction of theproject in conformance with basic requirements which have been set forth by the district. Thecontract may be lump sum, cost plus a fee or guaranteed maximum, lease or lease-purchase. Thecontract is generally entered into after project definition but before substantial design work hasbeen done.Design Specifications: A type or manner of writing a purchase description characterized bydetail as to how the product is to be manufactured or work is to be performed; genericspecification. Appropriate for a unique product or custom work.170
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Purchasing Manual - Rockwall ISD

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