Untitled Document

G L O S S A R Y

List of terms and topics used in the preparation of bids/proposals for Purchasing and Financial Services.
Click on the appropriate letter to display or search for a specific term or topic.

A-F G-M N-R S-Z

A-F

Advertising Bids

Assigning Bid Numbers

Assemble Information

Bid - ITB (Invitation to Bid). Invitation to offer a price for a commodity or service.

Bid Evaluation Form

Bid/Proposal Card

Catalog - A typed list of current bids/proposals available.

Commodity - all purchases not classified as contractual services and minor construction are considered commodities. Supplies, equipment, materials, lease of space, interest on deferred payments, trade-ins.

Contractual Services - service(s) that require a contract between the University and the person/company providing the service(s). Speakers, lecturers, consultants, linen and uniform rental, maintenance, professional architects, temporary services.

Cover Sheet Page 1 and 2 of a bid/proposal which includes space for bidder to include company name, address, phone numbers, e-mail address, web address, and signature(s) of authorized representatives of the company submitting the bid/proposal.

Distribution of Bids

EEO Form - A 2-page document officially titled "Certificate of Non-Segregated Facilities."
This document states that the vendor does not have segregated facilities for employees.

Extend a Bid - See instructions under Opening Date, 10:30 a.m., "Do we have at least two sealed bids?"

Fax-on-demand System an automated computer system which allows vendors and the general public to have the requested bid/proposal faxed directly to a fax machine.

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G-M

Mailing List

Meeting Notices

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N-R

Opening Date The actual date that all sealed bids/proposals received for a specific bid/proposal will be opened and read by a purchasing agent and information read, recorded on a tabulation sheet by the designated person.

Posting Bid/Proposal Tabulations

Proposal - RFQ (Request for Proposal). Invitation to recommend or suggest a commodity or service for consideration.

Protesting Bids/Proposals

Recording - A verbal list of current bids/proposals available.

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S-Z

Tabulation sheet - document used during bid opening to record information read by purchasing agent opening the bids/proposals. Information includes vendor's name, and total amount offered by vendor. Once figures on the tabulation sheet have been verified, and an award has been made and posted, the tabulation sheet becomes an official document of the final results for a bid/proposal.

Vendor Application Form a written request to be placed on USF's Purchasing & Financial Services vendor list. The application form also gives information about how to become a minority vendor.

W-9 Form Official IRS form to request taxpayer identification number and certification. Added to each bid/proposal for bidder to complete. When bid/proposal is awarded, we will already have the awarded vendors correct taxpayer identification number to report to the IRS.

Website

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