ACRONYMS AND VOCABULARY IN SERVICE
CONTRACTING
AGA: Accountable Government Act
Agency: The term agency is
to refer to a department or establishment as well as an agency.
DGS: Department of
General Services
DAS-SAE: Department of
Administrative Services – State Accounting
I/3: Integrated
Information for
Issuing Officer/RFP
Coordinator: Agencies may use different titles for the person handling the duties
described here; regardless, the person is ultimately responsible for all
aspects of the Request for Proposal (RFP) process including: assessing the need
for an RFP, issuing the notice of intent to release an RFP, preparing the RFP,
issuing the RFP, managing bidders conferences and resource rooms, addressing
all potential vendor questions, the evaluation of all responsive proposals,
notifying unsuccessful respondents of the decision,
awarding and negotiating the contract, and, in most cases, the implementation
and management of the contract. The person is the sole contact for all
potential vendors and other stakeholders relative to inquires about the RFP.
Most important, the must assure that the RFP process, from the initial notice
of intent to release the RFP to the awarding and execution of the final
contract, proceeds in an orderly, fair, and responsible manner. Not only must
this formal competitive selection process be conducted with complete fairness,
but the person must work to insure that all stakeholders and the general public
perceive the process to be fraught with fairness and even-handedness.
ITB: Invitation to Bid.
The formal or informal solicitation document used in the
competitive bidding process. The ITB methodology requires a written
description that completely describes the requirements that would provide a
compliant bid response. The award methodology is made solely on the basis of
the lowest compliant cost. The ITB process does not permit negotiations.
OBJ: Object table on
I/3
PCQ: Pre-Contract
Questionnaire.
SAE Control #: Pre-Contract
Questionnaire Control # on
GAX: General
Accounting Expenditure (Payment Document)
PRC: Payment Request
– Commodity Based (Payment Document)
RFI: Request for
Information. The document used in informal, uncompetitive solicitation of information,
data, comments, or reactions from possible suppliers. This process usually
precedes the issuance of a competitive procurement process. Responses to RFI’s are not the basis to select a service provider.
RFP: Request for
Proposal. The formal solicitation document used in the
competitive-sealed proposals process. The RFP methodology requires for
the vendor(s) to submit a proposal that addresses the requirements of the RFP.
The award methodology requires the evaluation and scoring of multiple factors
as well as price, such as approach to scope of work; performance requirements,
experience, etc. The RFP process permits negotiations as long as the result of
the negotiations remains consistent with the scope and spirit of the RFP.
TIN: Taxpayer Identification
Number
VCUST: Vendor Customer For Departments Table on I/3