CLM Glossary

A

Abbreviated Classification: A one or two letter representation of the Classification, i.e. C, S, TS, and U.

Abstract of Offers: The record of all bids received on a sealed bid solicitation or in response to a negotiation solicitation. Data similar to SF 1409 or SF 1410.

Accounting Classification Reference Number (ACRN): A two position alpha or alpha/numeric control code used as a method of relating the accounting classification citation to detailed line item information contained in the schedule of a contract.

Acquisition Action Request (AAR): A formal and official request, in either electronic or hard-copy form, from a requiring entity to an acquisition office for the procurement of supplies or services or for the modification of a request submitted previously.

Address Type: A designation of government office such as: Additional POC, Contracting Officer's Representative (COTR), Administration Office (Admin), Invoice Office, Issuing Office, Delivery Office, Property Office, Order Office, Payment Office, Request Office, Technical Office, Place of Performance, and Small Business Administration Office.

Administration Contracting Office (ACO): The Administration Contracting Office (ACO) is the office that is responsible for administering contracts.

Administrative Change: A contract modification that does not affect the substantive rights of the parties (e.g., a change in the paying office or the appropriation data).

Agreement: Term used to describe the following types of agreements: Basic Agreements, Basic Ordering Agreements, and Blanket Purchase Agreements.

Amendment: A procurement vehicle created for the purpose of adding, changing, or deleting data on a processed Purchase Request or Solicitation.

Amendment Control Number: A unique temporary supplemental PIIN that is assigned to the unreleased Solicitation Amendment at the time of creation, for tracking purposes.

A-Modification: A modification issued by the contract administration/management office.

Announcement: Pre-award and Post-award notices designed to give vendors information on specific procurements.

Archiving: The process of removing transactions from the production database upon the expiration of the staging period. This process is separate from the award closeout process.

Attachment: Official documents associated to a contract file. Attachments are a part of the official contract document. In a UCF award document, attachments are listed in Section J.

Audit: Report resulting from a Price/Cost Evaluation of a Contractor's Proposal.

Authenticated CAR Header: Status describing a CAR that has been validated on the FPDS-NG web site, with no errors returned except for the Date Signed.

Award: An award is a procurement instrument that serves as a legally binding document between the government and a vendor. This includes: Contracts, Purchase Orders, Agreements, Orders, and Modifications.

Award Administrator: A user responsible for creating modifications to and orders off of an Award.

Award Date: Contracting Officer’s signature date on the award document.

Award Fee: An award amount that the contractor may earn in whole or in part during performance and that is sufficient to provide motivation for excellence in such areas as quality, timeliness, technical ingenuity, and cost-effective management and can be applied to any contract type in accordance with DFARS 216.470.

Award Type: Award Type is equivalent to Form Type (e.g. SF-1449, DD-1155)

B

Base Fee: The set fee that a contractor will earn for performance of a Cost Plus Award Fee (CPAF) contract in addition to any Award Fee. The base fee is fixed at contract award.

Base Line Item: A line item that is not an option line item.

Basic Agreement (BA): A written instrument of understanding, negotiated between an agency or contracting activity and a contractor that contains contract clauses applying to future contracts between the parties during its term and contemplates separate future contracts that will incorporate by reference or attachment the required and applicable clauses agreed upon in the basic agreement. A basic agreement is not a contract.

Basic Ordering Agreement (BOA): A written instrument of understanding, negotiated between an agency or contracting activity and a contractor to be used in future work. Terms and Conditions include such areas as a description of the supplies and/or services to be provided, and methods for issuing, pricing, and delivering future orders.

Bilateral Action: An Award/Award Modification that requires the contractor’s signature prior to the signature of the contracting officer.

Blanket Purchase Agreement (BPA): A simplified method of filling anticipated repetitive needs for supplies or services by establishing charge accounts with qualified sources of supply.

C

Commercial and Government Entity (CAGE): A CAGE Code is a five (5) position code that identifies companies doing, or wishing to do, business with the Federal Government. Foreign vendors use a NCAGE Code in lieu of a standard CAGE code. The code is used to support a variety of mechanized systems throughout the government. The code provides for a standardized method of identifying a given facility at a specific location.

Cancellation: The cancellation of a requirement in the pre-award phase of the procurement process, or post award phase for Purchase Orders where performance has not started and no cost to the government has yet occurred. Cancellations are either full or partial. Full no cost cancellation applies to an entire Purchase Order. Partial no cost cancellation refers to the Purchase Order but apply to line item(s). (For Example: Line Item 0001 with a quantity of 100 may be cancelled fully at no cost, but Line Item 0002 not cancelled).

Contract Data Requirements List (CDRL): The standard format for identifying potential data requirements in a solicitation and deliverable data requirements in a contract.The DD Form 1423, Contract Data Requirements List, is always an exhibit, rather than an attachment. Each CDRL item is an ELIN.

Contracting Officer (KO): A Contracting Officer is an official with the authority to obligate money for the federal government. The Contracting Officer uses the bulk of the processes and features within the federal system and his/her duties include issuing solicitations, awards, modifications and orders. This individual is also authorized by virtue of position or by appointment to perform the functions assigned by the Federal Acquisition Regulations.

Ceiling Percent: The percentage of Ceiling Price to Target Cost in a Fixed Price Incentive (FPI) contract. Ceiling % = Ceiling Price / Target Cost.

Ceiling on Firm Target Profit: The maximum amount to be negotiated for Target Profit when firm targets are set in a FPIS contract.

Ceiling Price: The maximum amount that may be paid to the contractor in a Fixed Price Incentive (FPI) type contract.

Central Contracting Registry (CCR): The Central Contracting Registry (CCR) is a central database containing basic business information where all vendors wishing to do business with the federal government under a FAR-based contract must be registered before being awarded a contract.

Classification: A marking that indicates the sensitivity level of a classified page, document, or item, such as Confidential, Secret, Top Secret, or Unclassified. These Markings display 1/3 larger than the rest of the text in printed output.

Classification Block: A set of markings that include Classified By, Reason, and Declassify On information.

Classification Reason: A concise justification for classification by the original classifier which, at a minimum cites the applicable classification categories in section 1.5 of E.O. 12958 (From DoD Guide to Marking Classified Documents, April 1997) as the basis for classification.

Contract Line Item Number (CLIN): Contract Line Item Number

Closed-out: The term used to describe an award that is physically complete and has gone through the procurement closeout process. A closed transaction may or may not be fully liquidated.

Codeword: An unassociated "word" assigned by program management to represent a DoD project.

Confirming Order: An Order confirming a previously issued verbal order.

Conform: Confirming a solicitation or amendment.

Conformed Copy: A system-generated representation of the Purchase Request, Solicitation or Award document reflective of the latest processed Amendment or Modification to be used for reference purposes.

Contract Type: A selection of pricing structures available to the Government when procuring items. Contract types vary according to (1) The degree and timing of the responsibility assumed by the contractor for the costs of performance; and (2) The amount and nature of the profit incentive offered to the contractor for achieving or exceeding specified standards or goals. The contract types are grouped into two broad categories: fixed-price contracts and cost-reimbursement contracts. The specific contract types range from firm-fixed-price, in which the contractor has full responsibility for the performance costs and resulting profit (or loss), to cost-plus-fixed-fee, in which the contractor has minimal responsibility for the performance costs and the negotiated fee (profit) is fixed. In between are the various incentive contracts, in which the contractor’s responsibility for the performance costs and the profit or fee incentives offered are tailored to the uncertainties involved in contract performance.

Contracting Officer Technical Representative (COTR): Individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contracting Officer Technical Representative Address (COTR Address): The address for the respective COTR, Contracting Officer Technical Representative. A stakeholder who has responsibility around the contract. Within the system, their duties could include accepting deliverables under the contract, receiving notifications related to the contract.

Contracting/ Issuing Office: An office that can issue solicitations, awards, orders, amendments, and modifications.

Cost Code: A DoD accounting line field used to differentiate similar lines of accounting. If cost code is included in the Accounting Line Fields it is considered part of the Line of Accounting.

Cost Reimbursement: Under a cost-reimbursement contract, the contractor agrees to provide its best effort to complete the required contract effort. Cost-reimbursement contracts provide for payment of allowable incurred costs, to the extent prescribed in the contract. These contracts include an estimate of total cost for the purpose of obligating funds and establishing a ceiling that the contractor cannot exceed (except at its own risk) without the approval of the contracting officer.

Cut-Off Date: End date and time for receipt of final revisions to offers following negotiations.

D

Data Item/Requirement: A requirement, identified in a solicitation and imposed in a contract or order that addresses any aspect of data; i.e., that portion of a contractual tasking requirement associated with the development, generation, preparation, modification, maintenance, storage, retrieval, and/or delivery of data. Data items are exhibit line items that can reside in CDRLs.

Debarment: Action taken by a debarring official to exclude a contractor from Government contracting and Government-approved subcontracting for a reasonable, specified period; a contractor that is excluded is "debarred."

Delivery Instance: An individual delivery slated for a particular line item.

Delivery Office: An office location that can accept/receive deliveries.

Delivery Order: An Order for supplies placed against an established contract or agreement or with Government sources.

Delivery Schedule: Combination of delivery instances (presumably different) related to a single line item.

Description of Modification: Modification specific items that include Change/Cancel Reason Code Text, Summary of Change statements, and modification only text that do not update the conformed copy.

Discontinuation: The process used to stop actions from being taken against a processed agreement.

Distribution Statement: A statement used in marking technical data to denote the extent of its availability for secondary distribution, release, and disclosure without need for additional approvals or authorizations from the controlling DoD office. (Refer to DoD Directive 5230.24, "Distribution Statements on Technical Documents (reference (c)).

DoD Program Code: The DoD Program Code designates that the specific item being acquired is in support of a specifically designated DoD Program. For example, if a contracting action is funded by the Ballistic Missile Defense Organization (BMDO), enter code CAA. Specific codes have been established to identify environmental cleanup programs and are used for all transactions involving environmental acquisitions. A list of the Environmental Cleanup Program Codes is found in the DoD Procurement Coding Manual, Section II Program and System or Equipment Codes (Description and Use of Program Codes).

Department Of Defense Activity Address Code (DODAAC): A six (6) character code that uniquely identifies a unit, activity or organization that has the authority to requisition and/or receive material.

Defense Priorities and Allocations System Rating (DPAS Rating): There are two levels of ratings, identified by "DO" and "DX". All DO ratings are of equal value and take precedence over unrated orders. All DX rated orders are of equal value and take priority over DO and unrated orders. A priority rating consists of the rating symbol (DO or DX) followed by the program identification symbol (e.g. A1, X7). An example DPAS priority rating is DO-A1. The program code itself does not designate priority with DO or DX ranges. The specific list of Program Identification Symbols is contained in 15 CFR 700 Schedule 1 Approved Programs and Delegate Agencies, Defense Priorities Allocations System Regulations.The Defense Priorities and Allocations System (DPAS) was established to ensure the timely availability of industrial resources to meet national defense requirements and provide a framework for rapidly expanding industrial resources in a national emergency. The DPAS rating is assigned to all military systems used in support of national defense, from the largest finished platform to the smallest component. It can be applied to all stages of acquisition research and development, initial design, production testing, delivery, and logistics support.

Defense Switching Network (DSN): Defense Switching Network phone number.

DUNS and DUNS + 4: The Dun & Bradstreet unique nine (9)-digit DUNS Number associated with an organization. DUNS+4 numbers are used to identify different CCR records for the same vendor at the same physical location. For example, a vendor could have two records for themselves at the same physical location to identify two separate bank accounts.

E

Effective Date: Date a Procurement Instrument becomes active.

Electronic Signature

Electronic Signature is a computer data compilation of any symbol or series of symbols, executed, adopted, or authorized by an individual to be the legally binding equivalent of the individual's handwritten signature. Thus signed electronic records contain the following information:

Name of the Signer
Title of the Signer
Date and time the signature was executed

Estimated Cost: The anticipated amount of costs to be incurred in the performance of a Cost Type contract (CPFF, CPAF, Cost).

Estimated Max Cost: In an Indefinite Delivery/ Indefinite Quantity Cost Sharing Contract, the maximum cost for the supplies or services that the Government may order and the contractor is required to furnish.

Estimated Price: The extended price for the estimated total quantity in an IDC Requirements type contract line.

Exchange Rate: The fluctuating, trade-weighted price of one country's currency in terms of another, as determined by the Federal Reserve Bank of New York on behalf of the U.S. Treasury.

Expired Agreements: The suspended state of an agreement that has exceeded its end date.

Express CAR Category: The Express CAR (Contract Action Report ) Category allows a user to process an Award/Award Modification without first creating a CAR Header, Exemption to Reporting, or Reason for Not Reporting.

Express CAR Header: A CAR Header that allows for multiple Awards/Modifications with the same Express CAR Category and Issuing Office Code to be added to a single CAR Header.

Extended Price: The value of the Quantity times the Unit Price.

F

Facilities Capital Cost of Money (FCCOM): An imputed cost related to the cost of contractor capital committed to facilities.

Federal Supply Class (FSC): The Federal Supply Class (FSC) is a four-character code. Each FSC covers items that are usually requisitioned or issued together; or items that constitute a related grouping for supply management purposes.

Firm Target Profit: Target Profit when firm targets are set in a FPIS contract.

Fiscal Year: DoD fiscal year begins 1 October and ends 30 September each year.

Fixed Fee: The set fee that a contractor will earn for performance of a Cost Plus Fixed Fee (CPFF) contract.

Fixed Fee Percent: The percentage of estimated cost that the fixed fee represents in a Cost Plus Fixed Fee (CPFF) contract. Fixed Fee % = Fixed Fee divided by Estimated cost

Fixed Price

Under a fixed-price contract, the contractor agrees to deliver the product or service required at a price not in excess of the agreed-to maximum. Fixed-price contracts should be used when the contract risk is relatively low, or defined within acceptable limits, and the contractor and the Government can reasonably agree on a maximum price. Contract types in this category include:

Firm fixed-price (FFP)
Fixed-price economic price adjustment (FPEPA)
Fixed-price award-fee (FPAF)
Fixed-price incentive firm (FPIF)
Fixed-price incentive with successive targets (FPIS)
Fixed-price contract with prospective price redetermination (FPRP)
Fixed-ceiling-price contract with retroactive price redetermination (FPRR)
Firm fixed-price level of effort term contract (FFPLOE)

Floor on Firm Target Profit: The minimum amount to be negotiated for Target Profit when firm targets are set in a FPIS contract.

Foreign Military Sales (FMS): Case Numbers are assigned to track funds and actions. That portion of United States security assistance authorized by the Foreign Assistance Act of 1961, as amended, and the Arms Export Control Act of 1976, as amended. This assistance differs from the Military Assistance Program and the International Military Education and Training Program in that the recipient provides reimbursement for defense articles and services transferred.

Federal Procurement Data System, Next Generation (FPDS-NG): Federal Procurement Data System, Next Generation (FPDS-NG) is an external application maintained by Global Computer Enterprises which collects contract data from all Services and Agencies in the Government for reporting purposes. Congress and federal departments and Agencies use FPDS-NG to track small business goals, report number and amount of contracts to date, show geographical placement of contracts, and summarize contract data for a specific contractor.All Awards and modifications to such must be reported to FPDS-NG unless valid Exemptions to Reporting, Reasons for Not Reporting, or Express CAR Categories are defined.

G

Government Estimate: An estimate of the cost for goods and/or estimate of services to be procured by contract. Such estimates are prepared by government personnel, i.e., independent of contractors.

Government Objective: Government's initial negotiation position, based on analysis of the offeror's proposal, taking into consideration all pertinent information including field pricing assistance, audit reports and technical analysis, fact-finding results, independent Government cost estimates and price histories.

Government Share: The amount of costs that the government will pay in a cost sharing contract.

Government Share Percent: The percentage of the total costs incurred by the contractor that the government will pay in a cost sharing contract.

Govt. Share Above Target: The Percentage of cost risk assumed by the Government above the target cost in the formula for adjusting the target profit or target fee in FPI or CPIF contracts respectively.

Govt. Share Below Target: The Percentage of cost risk assumed by the Government below the target cost in the formula for adjusting the target profit or target fee in FPI or CPIF contracts respectively.

H

Handling Caveat: Additional Markings on a page, document, or item that indicate how and where to limit the distribution.

Header: Term used to denote summary level information versus line item level information.

I

IDC Document Level Constraints

Contract Award Minimum Quantity (Minimum Guarantee Award Quantity Percentage) - The minimum percent of the quantity guaranteed to be ordered.
Contract Minimum Quantity - the minimum Quantity that must be ordered for all line items over the life of the contract across all orders.
Contract Maximum Quantity - the maximum Quantity that can be ordered for all line items over the life of the contract across all orders.
Contract Award Minimum Quantity (Minimum Guarantee Award Amount Percentage) - The minimum percent of the amount guaranteed to be ordered.
Contract Minimum Amount - the minimum Amount that must be ordered for all line items over the life of the contract across all orders.
Contract Maximum Amount - the maximum Amount that can be ordered for all line items over the life of the contract across all orders.
Contract Order Start Date - The projected start date for the ordering period.
Contract Order End Date - The projected start date for the ordering period.
Contract Order Minimum Quantity - the minimum Quantity that must be ordered for all line items on an individual order.
Contract Order Maximum Quantity - the maximum Quantity that can be ordered for all line items on an individual order.
Contract Order Minimum Amount - the minimum Amount that must be ordered for all line items on an individual order.
Contract Order Maximum Amount - the maximum Amount that can be ordered for all line items on an individual order.

IDC Types

There are three types of IDC contracts:

Definite Quantity – A definite-quantity contract provides for delivery of a definite quantity of specific supplies or services for a fixed period, with deliveries or performance to be scheduled at designated locations upon order.
Indefinite Quantity – An indefinite-quantity contract provides for an indefinite quantity, within stated limits, of supplies or services during a fixed period. The Government places orders for individual requirements. Quantity limits may be stated as number of units or as dollar values.
Requirements – A requirements contract provides for filling all actual purchase requirements of designated Government activities for supplies or services during a specified contract period, with deliveries or performance to be scheduled by placing orders with the contractor.

Indefinite Delivery Contract (IDC): A contract for supplies and/or services that does not procure or specify a firm quantity of supplies (other than a minimum or maximum quantity) and that provides for the issuance of orders for the delivery of supplies during the period of the contract.

Indefinite Delivery Vehicle (IDV): Encompasses all indefinite delivery contracts, Blanket Purchase Agreement, Blanket Ordering Agreement, or any other agreements against which individual orders or calls may be placed in accordance with agency procedures.

Informational [line/subline]: A line or subline that does not contain specific quantity and pricing information.

Invoice Office: An office that can receive invoices.

J

Justification and Approval (J&A): Documentation used to justify soliciting and awarding a contract without full and open competition.

Job Order Number (JON): A number that links funding to a specific job or task.

L

Labor-Hour and Time-and-Materials

There are two other types of compensation arrangements that do not completely fit the mold of either fixed-price or cost-reimbursement contracts. Labor-hour and time-and-materials contracts both include fixed labor rates but only estimates of the hours required to complete the contract. They are generally considered to most resemble cost-reimbursement contracts because they do not require the contractor to complete the required contract effort within an agreed-to maximum price; and the contractor is paid for actual hours worked.

Labor Hour (LH)
Time and Materials (TM)

Lease Agreement: Same functionality as Basic Agreement, except the PIIN has a “L” in the 9th position (Type of Instrument)

Line Item: This term is used generically to reference CLINs, Sublines, Exhibit Lines, Sub-Exhibit Lines.

Line Item Consolidation: The ability to combine multiple itemized lines into a single itemized line.

Line Item Estimated Amount: The government estimate of the cost of each individual line item.

Line Item Evaluated Amount: Adjusted offer line item total when Price Adjustment Factors or Evaluation Preferences are entered.

Line Item Offer Amount: The offered cost of each individual line item.

Line of Accounting (LOA): The appropriation data, including all data elements and any document reference number which may be included.

List of Parties Excluded from Federal Procurement and Nonprocurement Programs: A list compiled, maintained, and distributed by the General Services Administration containing the names and other information about parties debarred, suspended, or voluntarily excluded under the Nonprocurement Common Rule or the Federal Acquisition Regulation, parties who have been proposed for debarment under the Federal Acquisition Regulation, and parties determined to be ineligible.

M

Marking Information: This field will default with one of the following: Codeword, Trigraph, or Nickname from the Security Organization Table. The user will select which of the three will default on the form and it will be editable on the form.

Maximum Ceiling Award Amount: The Maximum Amount that can be ordered over the life of the IDV.

Maximum Fee: The maximum fee is the greatest amount of fee that the contractor will earn no matter what fee is calculated using the target cost, target fee, and share ratio in a CPIF contract.

Maximum Price: In an Indefinite Delivery/ Indefinite Quantity Contract, the extended price for the maximum quantity of supplies or services that the Government may order and the contractor is required to furnish. Quantity limits may be stated as number of units or as dollar values.

Maximum Quantity: In an Indefinite Delivery/ Indefinite Quantity Contract, the stated maximum quantity of supplies or services that the Government may order and the contractor is required to furnish. Quantity limits may be stated as number of units or as dollar values.

Major Defense Acquisition Programs/ Major Automated Information System Acquisition Programs (MDAPS/MAIS): In order to be an MDAP, an acquisition program must either be designated by the USD(AT and L) as an MDAP or estimated by the USD(AT and L) to require an eventual total expenditure for research, development, test, and evaluation of more than $365 million in FY 2000 constant dollars or more than $2.190B in procurement in FY2000 constant dollars.

Media/Status Code: Indicates the recipient of status and the means of transmission.

Military Standard Requisitioning and Issuing Procedures (MILSTRIP): 80 character string concatenating various piece of information and used in several legacy operations across the DoD. MILSTRIP is an acronym for Military Standard Requisitioning and Issue Procedures.

Minimum Fee: The minimum fee is the lowest amount of fee that the contractor will earn no matter what fee is calculated using the target cost, target fee, and share ratio in a CPIF contract.

Minimum Hours: In a Labor Hour type Indefinite Delivery Contract, the stated minimum quantity of hours that the Government is required to order and the contractor is required to furnish. Same as Minimum quantity in other Indefinite Delivery Contracts.

Minimum Quantity: In an Indefinite Delivery/Indefinite Quantity Contract, the stated minimum quantity of supplies or services that the Government is required to order and the contractor is required to furnish. Quantity limits may be stated as number of units or as dollar values.

Military Interdepartmental Purchase Request (MIPR): A request from one agency to another agency for goods and services that also transfers funding. A type of requisition.

Modification: A Procurement Instrument used in the post-award process for the purpose of making a change to the award. The conformed copy is not updated with the information from the Modification until the Modification is processed.

Modification Control Number: A unique supplemental numbering sequence that is assigned to the unprocessed Award, Order, or Agreement Modification at the time of creation, for tracking purposes.

Modification Issuing Address: This is the office responsible for completing the modification. Each modification can have a different Issuing office than the Award's Issuing office.

Multiple CAR: Multiple Contract Action Report - Used when a user needs to split the FPDS reporting of Award/Award Modification line items into multiple reports. For example, the user might have Firm Fixed Price and Cost type Line Items on an Award, so the user can use the Multiple CAR reporting method to report each line item on a different CAR Header.

Multiple Modification: A term used when multiple conformed copies of any Awards, Delivery Orders, Agreements, and Agreement Orders are changed via multiple modification functionality.Multiple modification functionality creates individual modifications for each user-selected Award, Delivery Order, Agreement, and Agreement Orders simultaneously.

N

Negotiation: Phase where the Government and the Contractor negotiate award changes (For example: termination settlement).

Nickname: An unclassified representation of a program and/or compartment to which a page, document, or item is associated. This is stored in the Security Organization table.

No Cost Settlement: This is a type of Termination. The Government uses the term "no cost" settlement to describe the terminations where there will not be a settlement cost. (For example: Termination for convenience that results in no settlement cost).

North American Industry Classification System (NAICS) Code: The North American Industry Classification System (NAICS) has replaced the U.S. Standard Industrial Classification (SIC) system, and was developed jointly by the U.S., Canada, and Mexico to provide new comparability in statistics about business activity across North America.

National Stock Number (NSN): A National Stock Number (NSN) is a thirteen (13) digit number assigned to an item of supply. It consists of the four digit Federal Supply Class (FSC) and the nine digit National Item Identification Number (NIIN). The NSN is used as the common denominator to tie together logistics information for an item of supply. A NIIN is a unique nine character code assigned to each item of supply purchased, stocked or distributed within the Federal Government; when combined with the four character FSC it composes the NSN. The NIIN is used as the common denominator for an item of supply

O

Offer: Response to a solicitation that if accepted, would bind the offeror to perform the resultant contract; this also includes subsequent revisions to offers.

Offer Evaluation: A procurement vehicle created for the purpose of summarizing and evaluating all offers received for a given Solicitation.

Office: A government organization that has some responsibility in the acquisitions process. An office can have more than one address type and more than one contact.

Option: An option “means a unilateral right in a contract by which, for a specified time, the Government may elect to purchase additional supplies or services called for by the contract, or may elect to extend the term of the contract” (FAR 2.101).

Option Line: A contract line item that is representative of an option (see Option definition). An option line is identified by an option indicator and is not a base line item.

Order: A procurement instrument for supplies/services placed against an established contract or agreement or with Government sources.

Order End Date: Date on which orders can no longer be placed against an Agreement.

Order Start Date: Beginning date on which Orders (Contracts in case of Basic Agreements) can be placed against an Agreement.

Ordering Instrument: A procurement instrument from which an Order, Call or Contract is created.

Organization: See definition for "Office."

Other Direct Costs (ODC): In a Time and Materials (T & M) type contract, the estimated amount for materials and incidental services for which there is not a labor category specified in the contract, such as travel, computer usage charges, etc.

Procurement Action Lead Time (PALT): The time, measured in days, between the start date and the actual completion date of a workload assignment, minus any suspended PALT time.

Payment Bonds: A written instrument executed by a bidder or contractor (the principal) and the second party (the “surety” or “sureties”) to assure fulfillment of the principal’s obligation to a third party (the “obligee” or “Government”) identified in the bond. If the principal’s obligations are not met, the bond assures payment to the extent stipulated, or any loss sustained by the obligee.

Payment Office: An office that makes payments under the contract/order.

Performance Bonds: A written instrument that secures performance and fulfillment of the contractor's obligations under the contract.

Physical Completion Date: The date in which an award is complete based on when the contractor has completed the required deliveries and the Government has inspected and accepted the supplies, all services have been performed and have been accepted by the Government, all option provisions have expired, or the Government has given notice of complete contract termination. For facilities contracts, rentals, use and storage agreements this date is based on when the Government has given notice of complete contract termination or the period has expired (FAR 4.480-4 details the contract physical completion regulations). The physical completion date, along with the type of contract, is used to calculate the projected closeout timeframe (refer to FAR 4.804-1 for the time standards).

Place of Performance: Designated location where services will actually be rendered.

P-Modification: A modification issued by the procuring contracting office.

Portion Markings: Portion Markings let the user of the information know at what level that paragraph within the classified page, document, or item should be protected. The Portion Marking will be comprised of the Classification and Trigraph.

Pre/Post Negotiation Position (PNP): Working document used to capture and analyze key price/cost data leading up to a negotiated contract change.

Precious Metal Code: A single alphanumeric code used to identify items that contain precious metal(s).

Priced [line/subline]: A line or subline that contains specific quantity and pricing information.

Procurement Instrument: Generic term to describe acquisition documents that can be created during the acquisition process. Documents include Solicitations, Amendments, Awards, Agreements, Orders and Modifications.

Procurement Instrument Identification Number (PIIN)

Number assigned to procurement instruments. The number consists of 13 alpha-numeric characters grouped to convey certain information.Positions 1 through 6. The first six positions identify the department/agency and office issuing the instrument. Use the DoD Activity Address Code (DoDAAC) assigned to the issuing office. DoDAACs can be found at https://day2k1.daas.dla.mil/daasinq/Positions 7 through 8. The seventh and eighth positions are the last two digits of the fiscal year in which the PII number was assigned.Position 9. Indicate the type of instrument by entering one of the following upper case letters in position nine.

Blanket purchase agreements - A
Invitations for bids - B
Contracts of all types except indefinite delivery contracts, facilities contracts, sales contracts, and contracts placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD - C
Indefinite delivery contracts -D
Facilities contracts -E
Contracting actions placed with or through other Government departments or agencies or against contracts placed by such departments or agencies outside the DoD (including actions with the National Industries for the Blind (NIB), the National Industries for the Severely Handicapped (NISH), and the Federal Prison Industries (UNICOR)) - F
Basic ordering agreements - G
Agreements, including basic agreements and loan agreements, but excluding blanket purchase agreements, basic ordering agreements, and leases - H
Do not use - I
Reserved - J
Short form research contract - K
Lease agreement L
Purchase orders--manual (assign W when numbering capacity of M is exhausted during the fiscal year) - M
Notice of intent to purchase - N
Do not use - O
Purchase order--automated (assign V when numbering capacity of P is exhausted during a fiscal year) - P
Request for quotation--manual - Q
Request for proposal - R
Sales contract - S
Request for quotation--automated (assign U when numbering capacity of T is exhausted during a fiscal year) - T
See T - U
See P - V
See M - W
Reserved for departmental use - X
Imprest fund - Y
Reserved for departmental use - Z

Position 10 through 13. Enter the serial number of the instrument in these positions. A separate series of serial numbers may be used for any type of instrument listed in paragraph (a) (3) of this section. Activities shall assign such series of PII numbers sequentially. An activity may reserve blocks of numbers or alpha-numeric numbers for use by its various components.

Procurement Profile: A set of unique characteristics that define certain personal details, warrant information, and certifications for a particular user.

Project Code: Identifies requisitions and all perpetuated documents as to special programs, exercises, projects, operations, or other purposes. This field is not the Project Code relating to the MILSTRIP Component.

Property Office: An office responsible for government property.

Proposal: An offer in a negotiated procurement.

Purchase Request (PR): Generically, the documented means by which an agency requests that goods or services be procured for their use. Also known as requisition document.

Q

Quantity Price Breaks (QPB): The ability to enter multiple quantity amounts or multiple quantity ranges within a line item for the purpose of establishing price breaks.

R

Reason for Not Reporting: The Reason for Not Reporting allows a user to process an Award/Award Modification without first creating a CAR or Exemption to Reporting. The five authorized reasons are: Automatically Processed; FPDS-NG not Updated to Reflect DoD Requirements; Previously Reported; Technical/Connectivity Failure; or Urgent and Compelling Action.

Requesting Office: An office that initiates purchase requests.

Rescind: An official revocation of either a termination or discontinuation action on a processed document.

Retention End Date: This is the next calendar date after the last day of the Retention Period and represents the day an award file becomes eligible to be destroyed in its entirety.

Retention Period: The timeframe a Government contract file must remain in existence.

S

Sealed Bid: Offer submitted to the Government in response to an Invitation for Bids which remains inaccessible until the indicated opening time.

Security Markings: All of the marking information; Classification, Codeword, Nickname, Trigraph, Classification Block, Handling Caveat, and Portion Marking.

Security Screen Classifications: A means for visibly labeling data with site-defined Screen Markings.

Settlement: Phase where the Government and the Contractor come to an agreement. A modification is created to incorporate the settlement terms.

Ship To Address: An office location that can accept/receive deliveries. Synonymous with 'Delivery' office.

Shipment Mode: A way to designate how an item should be shipped.

Signal Code: One-digit code, which identifies the “ship to” and, if applicable, “bill to” activities, i.e. the requisitioner or a supplementary activity.

Signed Date: The signed date is the date that the contracting officer 'signs' the award. For the case of online use, the signed date is always equal to the Date that the Award is finalized in the user's time zone. This is the date when the Award has been finally approved in the system. At this point in time, the conformed record is created, financial transactions (e.g. obligation) are initiated, and related workload assignments are closed. For an inbound, integrated transaction (e.g., data migration, system integration from parallel contract-writing applications) the signed date must be able to be passed in as it existed on the award in the source system.

Simplified Acquisition Procedures (SAP): DoD contracting policies and procedures for the acquisition of supplies and services, including construction, research and development, and commercial items, the aggregate amount of which does not exceed the simplified acquisition threshold. Policies outlined in FAR Part 13.

Simplified Acquisition Threshold (SAT): Commonly this is $100,000 but can be $5,500,000 for commercial items.

Single Contract Action Report (Single CAR): Used when a user wants to report all line items from an Award/Award Modification together on a single CAR Header.

Subline Number (SLIN): A priced or informational line item that is a subordinate of a contract line. SLINs numbering will contain the parent CLIN number with an additional 2-characters. If the SLIN is an info line, the 2-characters will be numeric beginning with 01. If the SLIN is priced, the 2-characters will begin with AA.

Small Business Administration Office: An office that provides contracting support for small businesses.

Small Business Coordination Record: The DoD Small Business Coordination Record (DD Form 2579) is used to screen proposed acquisitions to ensure: Consideration has been afforded small and small disadvantaged business concerns and that they receive an equitable opportunity to participate in the proposed acquisition.

Special Material Identification Code (SMIC): Supplements the National Stock Number to provide visibility to designated items to ensure their technical integrity.

Solicitation: A procurement vehicle created to send to prospective contractors by a government agency, requesting the submission of Offers or of information. The generic term includes Invitation for Bids (IFBs), Request for Proposals (RFPs), and Request for Quotations (RFQs).

Supplemental Procurement Instrument Identification Number (SPIIN)

Use supplementary numbers with the basic PII number, to identify:

Amendments to solicitations
Modifications to contracts and agreements, including provisioned item orders; and
Calls or orders under contracts, basic ordering agreements, or blanket purchase agreements, issued by the contracting office or by a DoD activity other than the contracting office, including DoD orders against Federal supply schedules.

Staging Period: The timeframe a contract file remains in the procuring contracting office before being eligible to move to a records holding or staging area.

Staging Period End Date: This is also referred to in this document as the 'Move from Production Date'. This is the next calendar date after the last day of the Staging Period and represents the day in which the contract file is eligible to be archived.

Sub Exhibit Line (SubELIN): A child line of a parent exhibit line. Sub Exhibit Lines may be priced, if the parent is not, or informational (if the parent line is priced).

Substantially the Same As: A designation of a term and condition that identifies the text of the term and condition can be edited on a procurement instrument.

Summary of Changes Text: Free form text that provides information about document changes.

Supporting Document: An associated document not included in the formal award or solicitation. In an Uniform Contract Format (UCF) award document, supporting documents are not listed in Section J.

T

Transportation Accounting Code (TAC): Used in the shipping and transportation process to link movement authority, funding approval, and accounting data for shipments of cargo and personal property in the Defense Transportation System (DTS). Typically entered with funding information at the line item or contract level.

Target Cost: The negotiated amount of costs such that if the contractor completes the contract at the target cost, there will be no positive or negative cost incentives applied.

Target Fee: Target Fee is the amount of fee that the contractor will earn if the contractor completes the contract at the target cost in a CPIF type contract.

Target Profit: Target Profit is the amount of profit that the contractor will earn if the contractor completes the contract at the target cost in a FPI type contract.

Total Target Price: The sum of the Target Cost and Target Profit in a FPI type contract.

Technical Analysis Report (TAR): Report resulting from a Technical Evaluation of a Contractor's Proposal.

Technical Office: An office that assumes technical responsibility for requirements.

Termination

The discontinuation of one of more contract line items during the post-award phase of the procurement process. Termination may be for default, for convenience, or for cause.

Default: A complete or partial termination of an award because of the contractor’s actual or anticipated failure to perform its contractual obligations. The contractor is liable for cost associated with the termination.
Convenience: To terminate or cancel performance of work under an award, in whole or part, if the Contracting Officer determines that termination is in the Government’s interest. Both parties must negotiate an agreement.
Cause:To terminate or cancel performance of work under an award of commercial items, if the Contracting Officer determines that termination is in the Governments’ interest.

Terms and Conditions: Collective term used to describe Text, Clause, Provisions, and/or Articles. Terms and Conditions are used interchangeably with T’s and C’s, text and clauses.

Total Amount of Contract: The sum of the line item amounts that have not been designated as options.

Total Amount Without Option: The sum of all contract lines excluding those lines that are indicated as options.

Total Estimated Amount: The government estimate amount of all line items.

Total Evaluation Amount: Adjusted total offer amount when Evaluation Preferences or Price Adjustment Factors are entered.

Total Obligated Amount: The sum of all funding amounts.

Total Offer Amount: The total cost of all line items offered.

Transportation Rates: Additional amount for transportation or freight added to FOB.

Trigraph: A three character combination identifying the program and/or compartment a page, document, or item is associated. This marking is necessary to classify the document to the highest level of classification within the program/compartment.

U

Unit Price: The price for a quantity of one of the unit of issue.

V

Vendor: An organization conducting business with the government. Also known as Supplier.

Verbal Order: An Order placed verbally by the PCO to a Vendor.

W

Warrant: A government form (SF1402) which specifies the limits of a Contracting Officer's authority when binding the Government to a contracting vehicle. Refer to FAR 1.602.1A Warrant is required in order to process an award, order, agreement, and modification to such.

Weapon System Code: Also known as Weapons System Designator Code (WSDC). These codes consist of three alphabetical positions. The first position identifies one of the following major categories of equipment. The second position identifies a subdivision of the major category. The third position identifies the specific item. A description and use of these codes is found in the DoD Procurement Coding Manual, Section II Program and System or Equipment Codes.(http://web1.whs.osd.mil/peidhome/guide/mn02/mn02.htm). Note: WSC will be changed pending incorporation of MDAPs and MAISs.

Withdrawal of Offers: A formal request by the vendor to have their offer/bid/revisions withdrawn from consideration.

Workload Assignment: A workload assignment consists of tasks (also called milestones) that the buyer needs to accomplish in the given timeframe. A workload assignment is created for pre-award activities, post-award activities and award administration activities.