This glossary contains terms used
in this e-tendering guide. The My-IT Internet
for Small Business guide contains a broader glossary
of computer and
Internet
related
terms.
| Terms that
are used to describe the cycle of purchasing
activity: |
|
We’ve used this term
to describe the use of computers and the
Web at any stage in the purchasing cycle
from tender preparation, through purchasing
to delivery and invoicing. This cycle can
be broken down in to a number of stages,
as listed in the following definitions,
any of which can be ‘done’ e-lectronically. |
e-preparation |
The purchaser needs to prepare – creating
the electronic documentation and perhaps
also checking out the potential suppliers. |
e-notification |
The tender is then advertised – typically
on a public website that is regularly used
for tenders, but in ‘closed tender’ cases
it could be by email to an established
list of suppliers. |
|
The process of response, including clarification,
leading to submission of the tender in
electronic format (sometimes through a
web form, sometimes using separate text
and spreadsheet documents). It may involve
sub-stages such as a Pre-Qualification
Questionnaire. This is the focus of our
My-IT guide. |
e-awarding |
The awarding process involves the assessment
of tenders (using preset criteria) and
the negotiation of contracts (which can
be either for fixed supply or frameworks). |
e-ordering |
Once contract details are held online,
it is possible to use on-line processes
(web, email or special purchasing cards)
to place orders to call off goods and services
against contract |
e-invoicing |
The cycle is completed by e-invoicing,
which goes hand in hand with e-ordering
and is usually linked to automated payments. |
|
| Other
terms that are used in this guide: |
|
|
Suppliers
who have undergone a selection process
to get on the list that can be used for
closed tenders. Most public sector organisations
will have such a list and will have a
transparent process for new suppliers
to get on the list. The government G-cat
and S-cat lists are examples for high
end procurements. |
|
|
The appointment of
suppliers for a specified range of supply
(e.g. fruit and vegetables to the schools)
over a fixed period, typically including
agreed pricing. Goods and services are
then called of under the terms of the
Framework. |
|
|
Local Authorities
are responsible for local government
and for a number of services for which
e-tendering is being introduced – such
as public works, highways, waste, education,
libraries, social services and other
facilities as well as internal functions
such as computing and administration |
|
|
The My-IT
website is
about providing small businesses and
sole traders with simple ‘how
to’ information relating to using
information technology in business. It
is supported by Yorkshire
Forward (www.yorkshire-forward.com)
, the Regional Development Agency for
Yorkshire & Humber. |
|
|
The National Health
Service typically purchases through Strategic
Health Authorities and local operating
units. The Purchasing and Supply Agency
provides an important view of that activity.
The NHS is committed to increasing e-tendering
locally. |
|
|
Public sector tenders
over a specified value must be advertised
through the Official Journal of the European
Union unless they fall under current
framework or catalogue agreements. |
|
|
Swipe cards issued
by local authorities (such as Wakefield)
to enable their workers to purchase goods
from prescribed suppliers – for
example, perishables from a grocery store – with
a fast payment guarantee. |
|
|
A purchaser will
set up a reverse auction to enable suppliers
(typically already ‘approved’)
to bid in a fixed time window (e.g. an
hour) to sell specific volumes of goods
or services. It is called ‘reverse’ because
the suppliers are bidding to sell things! |
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