Definitions

Item Definition
A
Authorised Officer means an officer of IPART who is responsible to the Delegate of IPART for the management and administration of the tendering process.
Agent/s Includes consultants, contractors, graduates, temporary staff, volunteers or any other person appointed to or engaged by IPART to perform work on its behalf
B
Best and Final Offer Request made to all or a short list of Suppliers to submit their final offers based on any new information or an amendment to the Specification
Business Case XXXX
C
Contract Is a binding agreement used to engage a Supplier for the supply of the requirements at a predetermined value and agreed term, which imposes obligations on both IPART and the Supplier

A Contract between two parties can also be a Purchase Order. A Contract entered into by IPART and the Supplier using IPARTs terms and conditions of engagement, or a schedule to an existing Contract between the Supplier and NSW Procurement as per a Whole of Government Arrangement.

Client Reference Group means a small team of senior officers representing the principal users of the supplies within IPART
Contract Manager or Category Manager means the officer responsible for managing an approved contract or category.
Contract the formal instrument of agreement which binds the Supplier and IPART
D
Delegate means the officer of IPART who is solely responsible and accountable for the procurement of goods and services, in accordance to the Director General’s instrument of delegations.
E
eQuote Refers to the online tool provided by NSW Government for the issue and receiving of quotations through a secure online system
eQuote Portal Is a secure Web based tool owned and managed by NSW Procurement, to facilitate the electronic distribution of tender documents to and from suppliers

IPART eQuote User Guide (located on the Intranet and D14/32032)

Evaluation Committee A group of representatives appointed with the appropriate level of expertise to assist in the process of evaluating supplier responses to a need with a resulting consensus or majority recommendation
Evaluation Plan A document that sets out the detailed process, team composition, criteria and protocols that are to be applied to the evaluation of a Tender response
F
Financial Delegate The management position nominated within IPART Delegation of Authority to incur expenditure under Section 12 of the Public Finance and Audit Act 1983 to approve nominated values of spend
G
Goods without limiting the generality of the expression, plant, machinery, motor vehicles, tools, furniture, floor coverings, office equipment, scientific apparatus, appliances, hardware, medical and pharmaceutical supplies, information technology software and hardware, fuel and provisions.
L
Lead Agency means a major NSW Government ministry, department or organisation, such as the Department of Finance and Services, that is accredited by the Board to procure goods and services for use by itself and/or other state institutions/organisations.
P
Procurement Refers to all activities that relate to  the acquisition of goods and/or services from the supply market
Procurement Advisory Board means a group of senior officers chaired by IPARTs Chief Executive with membership from such areas finance, and legal etc. to provide governance assurance of all those complex and strategic procurement projects for which the Chief Executive is accountable.
Procurement Manager Is accountable for all the stages of the procurement process – PLAN, SOURCE and MANAGE which includes being responsible and accountable for all the implementation of the procurement stages, the co-ordination of those stages, liaison with the Project Manager, CFO and other IPART staff members as required, record keeping and applying principles of governance and probity at all times
Project Manager This is an IPART staff member that creates a Business Case and initiates the need to source a good and/or a service from the supply market
Procurement Project Recommendation This document is prepared by the Procurement Manager in consultation with the Project Manager that clearly states the recommendations. It is to include a summary of the Evaluation Plan, the Supplier’s scores and the reasons for the recommendation to award to the selected Supplier(s) why other suppliers were not successful in their bid. The Evaluation Committee will review and then either reject this document seek clarification or endorse the document.
Project Refers to a planned set of sequential and related tasks to be executed over a fixed period and within certain cost and other limitations. The process, PLAN, SOURCE and MANAGE, is embedded in IPARTs Intranet and will be applied to all procurement related projects.
Project Steering Committee means the group of officers that advise the Responsible Officer in managing a single procurement project over the value of $XXXXX, finance, and legal etc.
R
Requirement/s The goods and/or services that are required by IPART to undertake its operation and are agreed between IPART and a supplier and clearly defined in RFQ/T documents, including qualitative or quantitative criteria
RM8 This refers to the name of the system utilised by IPART to electronically store documentation
S
Specification A section of a Quote or Tender document that clearly and unambiguously sets out the scope of the works, technical requirements, etc. to enable a supplier to respond effectively from both a cost and technical perspective.
Supplier/s Means a legal entity that can either be a person or an organisation that is engaged, on a temporary basis, to undertake a particular task on behalf of IPART that may include consultants who provide recommendations and/or specialist professional advice or the supply of goods.

The term Supplier also means Tenderer for the purposes of definition

Services includes, without limiting the generality of the expression, advising (other than legal advising), consultancies, information technology projects, printing and the performance of professional or trade operations of any kind.
Stakeholder Refers to any employee, contractor (contingent labour hire), or consultant of IPART who has a requirement to undertake a procurement activity
Suitably Qualified Supplier Is a Supplier who are available through a Whole of Government Arrangement
Supplier Refers to Consultants and/or Contractors whether or not they are registered for a Prequalification Scheme
T
Tender Is a process whereby a written invitation is sent to potential suppliers of a good or service to inform them about the information required for IPART to choose among them after they have submitted bids to IPART in response. Issuing a tender document begins the tender process by which IPART selects qualified and interested suppliers based on such things as their price, availability and proposed delivery terms.
Tender Documents These are documents that are used to facilitate the Tender process and are issued by IPART to suppliers These documents may be configured as follows and also include information as price schedules, terms and conditions, technical specifications, etc:

  • Request for Information (RFI)
  • Request for Proposal (RFP)
  • Request for Quote (RFQ)
  • Request for Tender (RFT)
Total Contract Value Refers to the total cost of the proposed Contract over the entire term of the Contract, including any contract extension periods or the possibility of flow on or variations that were not anticipated in the initial scope (not known or not possible to define at the time) but has been anticipated and subsequently included via a change to the contract via a variation of scope.
U
User/s A person of department within IPART that requires goods and/or services from the supply market in order to perform their duties
W
Whole of Government Arrangement/s Refers to NSW Government Schemes, Prequalification Lists, Whole of Government Suppliers and Panels where a Master Services Agreement has been executed and are the basis for any engagement
V
Value for Money means a balanced benefit measure covering quality levels, performance standards, risk exposure, other policy or special interest measures (e.g. environment impacts), as well as price. Generally, value for money is assessed for increasingly complex supplies on a ‘whole of life’ or ‘total cost of ownership’ basis, which includes the transitioning in, contract period and transitioning out phases of a contractual relationship.

It is often used in the sense of the ‘long term sustainability of value for money’, denoting that IPART focuses on choices that ensure value for money outcomes are promoted and protected in successive anticipated contracts. For simple supplies value for money will generally be focused on price