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Glossary of Terms
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It is basically the process where a buying organisation publishes its intention
to purchase goods, works or engage the services of consultant from a vendor / contractor
/ consultant (a supplier) through a process of seeking formalised bids in order
to select the most competent and/or competitive bids.
In practice, there are several variations of this process and their individual usage
depends upon the size of procurement, the nature of the works, and the type of goods,
works or services being procured.
Tenders can be fixed amount tenders, item rate tenders or percentage rate tenders.
There are also open tenders and limited tenders. Tenders can be for one-time supply
of goods or rated contracts where the resultant bids become a contractual framework
for multiple supplies over a period of time.
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Single Round Single Envelope Tendering
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It means a single bid response to a set of tender documents being submitted to the
buyer by each of the "suppliers" in a single sealed envelope before the due cut-off
date and time.
The bids are then opened by authorised personnel from the buying organisation, which
may sometimes be opened in the presence of the bidders.
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Single Round Multiple Envelope Tendering
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This means a single bid response to a set of tender documents being submitted to
the buyer by each of the suppliers in multiple envelopes before the due cut-off
date and time. In such cases, the envelopes contain different parts of the requested
bids. For example, envelope one would be for the technical detail information, and
envelope two would be for the financial offer.
Depending on the method of tender, one of the envelopes is opened first for evaluation.
In such a system, the detail of the second envelope is opened only after the content
of the envelope that has been opened first has been completed. Typically the opening
of the other envelope will depend upon the suitability and shortlisting of the bid
documents contained in the first envelope.
Further bid analysis, evaluation and adjudication is then made only for those bidder(s)
who qualify from their submission(s) in the first envelope.
This method is usually adopted for goods or services where technical criteria are
significantly more stringent than required for standard goods (e.g. design and construction
works) but can be used for goods, services and works type contracts.
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This tendering process is usually used for large projects or complex engineered
goods where Multi Round Tendering may be carried out in more than two rounds of
bidding
Initially only an "Expression of Interest" or PQQ may be invited. This may constitute
the pre-qualification round for further technical and financial bidding rounds.
Only the shortlisted vendors from the pre-qualification round will go through to
further technical and financial rounds. There may be one more shortlisting step
after the technical round—for example through a process of "Competitive Dialogue".
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To repudiate means that a party to an agreement / contract /communication or the
like cannot deny the authenticity of various kinds of communication or information
that originated from them. These could be:
- A document; or
- The sending of a message; or
- A statement; or
- A bid
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A digital certificate is non-reputable. There are various classes of Digital Certificates.
In the case of Nextenders a Digital Certificate in most cases is of Class II or
Class III and the DC is personal to an individual and to be authentic the identity
of the individual must be verified by a Trusted Authority before the DC is issued
in the individuals name, making its use unique
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It relates to purchasing of goods and services that are made outside normal purchasing
policy, which means the expenditure is non-compliant.
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Catalogue/Catalog Management
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Catalogue management allows buyers to simplify the management of supplier catalogues
and to classify goods and services through category management so that purchases
can be organised and managed in a way that it brings in the following benefits:
- Increases the control of purchase spend
- Helps to reduce Off-Contract and Maverick purchasing
- Centralise and manages catalogue access and standardise access to contract prices
- Creates a self-service regime for buyers, whilst allowing purchase control authorisations
- Reduces the time and effort needed to maintain catalogue updates
- Allows rapid search and comparison of goods and services and pricing
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It is part of a Catalogue/Catalog Management system that connects a buyer to a supplier's
external web site from within the eProcurement system. To do this, the buyer "virtually"
leaves or "punches out" from their designated eProcurement system to view an external
supplier's web-based "punchout catalogue" to view and order products, whilst in
the background the eProcurement application transparently captures information about
the purchase.
In fact the process is well defined, otherwise it would simple encourage Maverick
Spending. A Supplier's Punchout catalogue can take a variety of forms—it can be
the normal catalogue, subject to special discount structures that are client/buyer
specific (borne out of a separate tendered framework agreement) or a client/buyer
specific catalogue with fixed ranges and special prices that have been agreed between
the parties.
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