Home |  About |  Contact |  How to Use

Definitions

Agency Types

For each contract, we identify the Issuing Agency, Awarding Agency and Lead Agency when applicable. Following is information on how ProcureSource defines these specific agency types.

Issuing Agency - this is the agency or organization that issued the solicitation.

Awarding Agency - An awarding agency is the organization that awarded the contract. Depending on the process, this may be different than the Issuing Agency.

Lead Agency - We define a Lead Agency as a public agency that issues, evaluates and awards contracts on behalf of the cooperative. A Lead Agency is also separate and independent from the cooperative and is one of several public agencies that act as Lead Agencies for the cooperative. If a contract has been solicited by the cooperative staff or by an entity acting as the sole issuer for a cooperative, we do not identify them as a lead agency on ProcureSource.

Solicitation Types

Within the due diligence area of each contract, you'll find a field called Solicitation Type. The Solicitation Type information was pulled directly from the contract documents. The following list identifies the options and provides a general definition* for the Solicitation Type information that you'll find within ProcureSource. The Solicitation  Type information is an important part of the due diligence process if your have certain procurement requirements that specify the type of solicitation you can use.

BVB - Best Value Bid
A procurement method that emphasizes value over price. The best value might not be the lowest cost. Generally achieved through the Request for Proposal (RFP) method

IFB - Invitation for Bid and ITB - Invitation to Bid
All documents used to solicit competitive or multi-step sealed bids.

ITN - Invitation to Negotiate
A competitive negotiation process that is used when the procurement authority deems it is in their best interest to negotiate with offerors to achieve “best value”. A form of source selection that is similar to the Request for Proposal process. A short list of acceptable proposers is created. Two negotiation methods are allowed: single negotiation and concurrent negotiation.

RFB - Request for Bid
Same as Invitation for Bid (IFB) or Invitation to Bid (ITB)

RFI - Request for Information
A non-binding method whereby a jurisdiction publishes via newspaper, internet, or direct mail its need for input from interested parties for an upcoming solicitation. A procurement practice used to obtain comments, feedback or reactions from potential suppliers (contractors) prior to the issuing of a solicitation. Generally price or cost is not required. Feedback may include best practices, industry standards, technology issues, etc.

RFP - Request for Proposal
The document used to solicit proposals from potential providers for goods and services (Offerors). Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to contract award. May include a provision for the negotiation of Best and Final Offers. May be a single step or multi-step process. Introduced in the Armed Services Procurement Act of 1962 as well as by the Competition in Contracting Act of 1984.

RFQ - Request for Quotation
A small order amount purchasing method. Generally used for small orders under a certain dollar threshold, such as $1000.00. A request is sent to suppliers along with a description of the commodity or services needed and the supplier is asked to respond with price and other information by a pre-determined date. Evaluation and recommendation for award should be based on the quotation that best meets price, quality, delivery, service, past performance and reliability.

RTN - Request to Negotiate
Same as Invitation to Negotiate (ITN)

Negotiated
Conferring, discussing, or bargaining to reach agreement in business transactions. A bargaining process between two or more parties, each with its own agenda and objectives, seeking to reach a mutually satisfactory agreement on, or settlement of, a matter of common concern. A process of planning, reviewing, and analyzing used by a buyer and a seller to reach acceptable agreements or compromises.

 

*Information obtained through the NIGP Online Dictionary of Procurement Terms.