Page History

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1. University Policy-Travel and Business Expense Policy
2. University Policy – Alternate Purchase Card
3. University Policy – Contracts
4. IRT/ITAP

IV. DEFINITIONS

1. Bid: The formal submission of an offered price for the goods or services being sought by the University. A bid is submitted to the University in electronic format and opened in public at an advertised time and place. Any bidder unable to submit its bid in electronic format must first contact the University and ask for alternative methods of submission upon explanation of its inability to submit electronically.  The lowest responsive, responsible bidder is awarded the contract. 
2. Bid Waiver: A statutorily created category of items that may be purchased without a formal advertising of a public bid.
3. Cooperative Consortium: a type of cooperative arrangement, among public entities, to agree to aggregate demand to get lower prices from selected suppliers. It is often used by government agencies to reduce costs of procurement.
4. Contracting agent: The business officer of the University having the power to prepare advertisements, to advertise for and receive bids, and to make awards for the University in connection with the purchases, contracts or agreements permitted by this policy or the officer, committee or employee to whom the power has been delegated by the University.
5. Contracts: Contracts or agreements, or those interactions both written and verbal containing those elements that result in a contractual obligation to the University for the performance of work or the furnishing or hiring of services, materials or supplies, as distinguished from contracts of employment.
6. Extraordinary Unspecifiable Services: Services or products which cannot be reasonably described by written specifications.
7. Information Technology: Telecommunication goods and services, including, but not limited to, software, hardware and systems implementation, inclusive of support and support for voice, data and video.
8. Materials: Includes goods and property subject to Chapter 2 of Title 12A of the New Jersey Statutes, apparatus or any other tangible thing, except real property or any interest therein.
9. Professional Services: Services rendered or performed by a person authorized by law to practice a recognized profession and whose practice is regulated by law and the performance of which services requires knowledge of an advanced type in a field of learning acquired by a prolonged formal course of specialized instruction and study as distinguished from general academic instruction or apprenticeship and training. Professional services also means services rendered in the performance of work that is original and creative in character in a recognized field of artistic endeavor.
10. Project: Any work, undertaking, construction, or alteration.
11. Procurement Contract: A legal document agreed to by Rowan and a supplier on the pricing and terms of a transaction or a series of transactions in which the University acquires goods and services. In absence of an additional contract document the University’s purchase order is a legally binding contract between Rowan and a vendor.
12. Purchase Order: After all the processes have been completed through the requisition process, the document known as the purchase order is then sent electronically to the requisitioner in order for them to forward it to their selected vendor.  The purchase order is a formal document detailing specifically what is to be purchased, the terms, the supplier, ship to information, and all necessary data to complete ordering instructions to the vendor. Purchase Orders should be done for tangible goods, advertising, services, and construction.
13. Purchases: Transactions for a valuable consideration, creating or acquiring an interest in goods, services including real property or any interest therein.
14. Quotation: The offering of a price for goods or services being sought by the University. A quote must be written and may be rescinded by the vendor before acceptance of a contract. Requesting quotations is a less formal procedure than a request for bids. An email may act as a written quote.
15. Requisition: The initial request to the OC&P, for the procurement of goods and/or services. The requisition must contain all pertinent data needed by a vendor and required by the OC&P to fill the department's request. Requisitions can be regular or standing.
16. Sole Source: A sole source purchase request cannot be considered unless it is clearly demonstrated that no other similar product and/or service can meet the department’s needs. Brand preference or time issues may not be used as a reason to bypass normal requisition procedures. When a requisitioner requests a “sole source” purchase, they must complete the sole source request form (located on the OC&P website) and send it to the OC&P for approval.
17. Standing Order: A standing (blanket) purchase order is an encumbrance for a set amount of money for recurring purchases for which compliance has already been obtained. The standing order is setup by the Department for convenience, so a requisition does not have to be completed for every purchase.
18. Supplier: A person or entity that is the source of goods and services procured by the University.
19. University-Contracted Supplier: A supplier that has been solicited through an allowable Procurement process, and with whom the University has an agreement in effect for goods or services. University-contracted suppliers may include those who have various cooperative consortium contracts available to the University, as well as those under contract with the state of New Jersey.
20. Work: Includes services and any other activity of a tangible or intangible nature performed pursuant to a contract or agreement with the University.

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