Acronyms Used in Procurement

Acronyms Used in Procurement


Acronym Term Definition
ACH Automated Clearing House Automated Clearing House (ACH) is a nationwide electronic network for the transfer of funds from one bank account to an account in another bank.
ADA Americans with Disability The ADA is a civil rights law that prohibits discrimination against individuals with disabilities in all areas of public life, including jobs, schools, transportation, and all public and private places that are open to the public. The purpose of the law is to make sure that people with disabilities have the same rights and opportunities as everyone else.  State contracts include ADA clauses.
AG Attorney General  Attorney General of the State of New York, also referred to as the Office of the Attorney General (OAG).  The Attorney General is the head of the Department of Law.
ANSI American National Standards Institut       An organization established to promote the knowledge and voluntary use of approved standards for industry, engineering, and safety design.
ASTM American Society for Testing and Materials The American Society for Testing and Materials is an organization that develops and publishes standard specifications on various products.
AU Authorized User(s) Agencies, or any other entity authorized by the laws of the State of New York to participate in NYS centralized contracts (including but not limited to political subdivisions, public authorities, public benefit corporations and certain other entities set forth in law).
BAFO Best and Final Offer In competitive negotiation, the final proposal submitted after negotiations are completed that contains the vendor’s most favorable terms for price and services or product to be delivered.
BATNA Best Alternative to a Negotiated Offer BANTA describes the option for a negotiator if agreement cannot be reached. It proposes that a negotiator who must reach a deal is in a weaker position than a negotiator who has an alternative option. So, it is not necessarily your ideal outcome--unless your ideal outcome is something you can get without the cooperation of the other person. It is the best you can do without them.  BATNA is the standard against which any proposed agreement should be measured.
BNS Bidder Notification Service The Bidder Notification Service notifies registered vendors via email of bid openings and other procurement solicitations as well as all revisions or updated information to bid documents.  Those interested in receiving such notification must register online for this service and include the product & service category codes for which notification is desired.  (In October 2014, Procurement Services discontinued their BNS in favor of the New York State Contract Reporter.)
BPA Blanket Purchase Agreement A simplified procurement method of filling the anticipated repetitive needs for supplies or services through the award of competitive line item contracts or catalog discount contracts.  Most often associated with GSA schedules.
BSC Business Services Center OGS unit providing human resource services (such as payroll services, personnel transactions, payroll, time & attendance), and financial services (accounts payable, accounts receivable, purchasing, etc.) to hosted agencies.
CAN Contract Award Notification An announcement to authorized users that a contract has been established.  The CAN document contains the basic information required for an authorized user to make use of the contract.
CANU Contract Award Notification Update A Contract Award Notification Update (aka Purchasing Memorandum) is the notification document used by Procurement Services to announce an adjustment, modification, extension, or cancellation of a solicitation or contract. There are different versions available for Solicitations, existing contracts, and general information.
CL Circular Letter Circular letters are sequentially numbered communications used to announce new initiatives and general information not specifically related to a term contract.  Circular letters may have a broad or limited distribution.
Cloud Cloud Computing

A general term for the delivery of hosted services over the internet. Cloud computing enables companies to consume a computer resource, such as a virtual machine (VM), storage or an application, as a utility — just like electricity — rather than having to build and maintain computing infrastructures in house.  See IaaS, PaaS, SaaS.  Cloud solution shall mean any product or Service sold as an “as a service” offering and has one or more of the following characteristics:
a)    Authorized user data is transmitted, acted upon, or stored on equipment not owned by an authorized user;

b)    Allows a contractor access to authorized user data from a location other than the authorized user’s premises;

c)    Allows an authorized user access to data not owned by the authorized user which access may or may not result in the collection of authorized user Data.

COB Close of Business The end of the business day; sometimes used to specify when an event will occur.
COD Cash on Delivery Payment due when goods are delivered.
COLA Cost of Living Adjustment An adjustment to a nominal payment tied to the rate of inflation.  A cost-of-living adjustment increases the underlying nominal payment so that it keeps pace with, but does not run ahead of, inflation.
COOP Cooperative Purchasing or Cooperative Procurement COOP is a term referring to the combining of requirements of two or more public procurement entities to leverage the benefits of volume purchases, delivery and supply chain advantages, best practices, and the reduction of administrative time and expenses. Cooperative procurement efforts may result in contracts that other entities may “piggyback” (see PGB definition).
CPCM Certified Professional Contract Manager A certification issued to qualified individuals by the National Contract Management Association.
CPI Consumer Price Index CPI is a measure of the change in the average price of consumer goods & services.  CPI targets goods and services bought for consumption by U.S. residents, including imports, and considers taxes and sale prices because these factors directly impact the consumer in the price they pay.  It is a numerical figure published by the Bureau of Labor Statistics and often used as an index to allow contractual price changes.
CPO Chief Procurement Officer Is responsible for leading the centralized Procurement Services division of OGS.
CPPB Certified Professional Public Buyer A certification issued to qualified individuals by the Universal Public Procurement Certification Council (UPPCC). The CPPB level applies to individuals who have demonstrated prescribed levels of professional competency as a buyer in public and governmental purchasing, and not required to meet the additional managerial function requirement for CPPO.
CPPO Certified Public Procurement Officer A certification issued to qualified individuals by the Universal Public Procurement Certification Council (UPPCC). The CPPO level applies to individuals who have demonstrated prescribed levels of professional competency as a buyer in public and governmental purchasing, and additional requirements needed to manage certified buyers.
CRM Customer Relationship Management  Customer relationship management (CRM) is a term that refers to practices, strategies and technologies use to manage and analyze customer interactions and data throughout the customer lifecycle, with the goal of improving business relationships with customers, assisting in customer retention and improving customer satisfaction. CRM systems are designed to compile information on customers across different channels — or points of contact between the customer and the company — which could include the company's website, telephone, live chat, direct mail, marketing materials and social media. CRM systems can also give customer-facing staff detailed information on customers' personal information, purchase history, buying preferences and concerns.
DC Designated Contact State employee(s), designated at the time that a restricted period is imposed, who are knowledgeable about the procurement and who may be contacted by offerers relative to the governmental procurement.
DQ Disqualification A fact or condition that disqualifies someone from a position or activity.
EA Enterprise Agreement A grant of unlimited rights to deploy, access, use and execute Product anywhere within the Enterprise up to the maximum capacity stated on the purchase order or in the contract.  Often, but not exclusively, used in conjunction with software.
EBT Electronic Benefit Transfer An electronic system allowing the State or other governmental entity to issue financial benefits (food stamps, unemployment benefits, aid to dependent children, etc.) via a payment card.
EDI Electronic Data Interchange EDI is the transfer of data from one computer system to another by standardized message formatting, without the need for human intervention. EDI permits multiple companies -- possibly in different countries -- to exchange documents electronically. Data can be exchanged through serial links and peer-to-peer networks, though most exchanges currently rely on the Internet. In procurement, EDI or similar technology is used for electronic invoicing and payments.
EEO Equal Employment Opportunity Laws & policies intended to prevent discrimination against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status. The promotion of conscientious and active efforts to employ and utilize minority group members and women in the workforce on State contracts.
EFT Electronic Funds Transfer Electronic Funds Transfer (EFT) is a system of transferring money from one bank account directly to another without any paper money changing hands. One of the most widely-used EFT programs is Direct Deposit, in which payroll is deposited straight into an employee's bank account, although EFT refers to any transfer of funds initiated through an electronic terminal, including credit card, ATM, Fedwire and point-of-sale (POS) transactions. It is used for both credit transfers, such as payroll payments, and for debit transfers, such as mortgage payments. State payment card and EVT programs utilize EFT.
EIN Employer Identification Number The number assigned to a business unit or individual for purposes of withholding tax. (Also known as: FEIN - Federal Employer Identification Number.)
ERP Enterprise Resource Planning An enterprise-wide, integrated system for managing business processes across multiple disciplines and locations.
EO Executive Order An order issued by a government's executive based on authority specifically granted to the executive branch. A number of state contracts have provisions addressing applicable executive orders (an example is contracts for green cleaning products.)
EVT Electronic Value Transfer The acceptance of credit/charge cards, debit cards and other electronic funds transfer for payment of financial obligations to the state’s authorized users (e.g. fines, fees, taxes, etc.).
FAR Federal Acquisition Regulation The primary regulation for executive agencies of the federal government regulating their acquisition of goods and services with appropriated funds.
FEIN Federal Employer Identification Number The number assigned to a business unit or individual for purposes of withholding tax. (Also known as EIN – Employer Identification Number.)
FIFO First-in, First-out An accounting method of valuing inventory based on the ending inventory cost of the most recent material received and the cost of goods sold as the cost of the oldest purchases including beginning inventory. Compare with LIFO.
FOB Free On Board FOB, Free On Board, is a transportation term that indicates that the price for goods includes delivery at the seller’s expense to a specified point and no further. The FOB term is used with an identified physical location to determine 1) the responsibility and basis for payment of freight charges, and 2) the point at which title for the shipment passes from seller to buyer. In NYS centralized contracts, though responsibility for payment will sometimes change, FOB destination is the standard term with the contractor always having responsibility and ownership of goods in transit and for filing any claims for product damage or loss. A quick reference guide to various terms of sale are at the end of this document.
FOIL Freedom of Information Law New York State’s Freedom of Information Law (Public Officers Law §87 et. seq.) allows members of the public to access records of governmental agencies. FOIL provides a process for the review and copying of an agency’s records.
FPR Final Procurement Record Documentation of the decisions made and the approach taken in the procurement process.
FTE Full Time Equivalent Full-time equivalent is a way to measure a worker's involvement in a project, or a student's enrollment at an educational institution. An FTE of 1.0 means that the person is equivalent to a full-time worker; while an FTE of 0.5 signals that the worker is only half-time. Typically, different scales are used to calibrate this number, depending on the type of institution (schools, industry, research) and scope of the report (personnel cost, productivity). Usually used in NYSPRO contracts as a unit for pricing.
GSA U.S. General Services Administration Federal agency that establishes purchasing contracts for use by Federal agencies. These contracts are often used either as the basis for contract pricing of state contracts or to benchmark pricing.
HBITS Hourly Based Information Technology Services Centralized contract in which pre-approved contractors provide trained staff in specified IT job titles to provide consultant and other IT services on an hourly basis in response to an approved Task Order Request Form.
IaaS Infrastructure as a Service IaaS is a form of cloud computing that provides virtualized computing resources over the internet. IaaS is one of the three main categories of cloud computing services, alongside software as a service (SaaS) and platform as a service (PaaS). The capability provided to the authorized user is to provision processing, storage, networks, and other fundamental computing resources where the authorized user is able to deploy and run arbitrary software, which can include operating systems and applications. The authorized user does not manage or control the underlying cloud infrastructure but has control over operating systems, storage, deployed applications, and possibly limited control of select networking components (e.g., host firewalls).
IAS Information Advisory Services Contract area providing advisory services on a wide range of information technology areas on a subscription basis. Offerings may include: research, publications, or other written reports as well as access to industry analysts for advice on specific information technology. The advisory services are intended to enhance authorized users’ decision making.
ID/IQ Indefinite Delivery / Indefinite Quantity ID/IQ is a contract type used when exact delivery times and/or quantities are not known when the contract is solicited and awarded.
IFB Invitation for Bid A type of bid document which is most typically used where requirements can be stated and award will be made based on lowest price to the responsive and responsible bidder(s).
IG Inspector General IG or OIG refers to the State Inspector General (or equivalent in other jurisdictions). In New York State, the OIG operates under the authority of New York State Executive Law Article 4-A with a mission to detect, investigate, deter and eliminate corruption, fraud, criminal activity, conflicts of interest, abuses of office, and waste in the State entities under their jurisdiction.
ISO International Organization for Standardization (ISO) is an international standard-setting body composed of representatives from various national standards organizations. The organization promotes worldwide proprietary, industrial and commercial standards. Many technical specifications in bid documents reference various ISO standards.
ISO Independent System Operator An ISO is an organization formed at the recommendation of the Federal Energy Regulatory Commission (FERC). In the areas where an ISO is established, it coordinates, controls and monitors the operation of the electrical power system, usually within a single U.S. state, but sometimes encompassing multiple states. In New York, the New York Independent System Operator (NYISO) operates competitive wholesale markets to manage the flow of electricity across New York—from the power producers who generate it to the local utilities that deliver it to residents and businesses.
IT Information Technology Technology involving computers (hardware & software), telecommunications, networks, the Internet, etc. Includes, but is not limited to, all electronic technology systems and services, automated information handling, system design and analysis, conversion of data, computer programming, information storage and retrieval, telecommunications which include voice, video, and data communications, requisite system controls, simulation, electronic commerce, and all related interactions between people and machines.
JIT Just in Time A scheduling system that minimizes inventory by having material arrive just as it is about to be put in use.
LATS Leave & Accruals Tracking System Software application for time & attendance tracking system used for the majority of NYS agencies.
LCC Life Cycle Costing A procurement evaluation technique which determines the total cost of acquisition, operation, maintenance and disposal of the items acquired; the lowest ownership cost during the time the item is in use wins.
LCC Life Cycle From cradle to grave, a life cycle takes all phases of product ownership into consideration.
LIFO Last-in, First-out An accounting method of valuing inventory based on the assumption that the last items purchased are the first sold. Compare with FIFO.
LTL Less than Truckload A quantity of freight less than the amount necessary to constitute a truckload (TL). The freight rate is usually higher than for a full truckload.
LTD Life-to-Date A period starting at the start date of a contract, and ending at the current date.
MBE Minority-Owned Business Enterprise New York State minority-owned business enterprise which has been certified by the Empire State Development, Division of Minority and Women’s Business Development (DMWBD).
MCC Merchant Category Codes Codes established by the major credit card associations to differentiate and group merchants by the type of products or services they make available. MCC codes are used to allow or limit which type of merchants can be paid using the purchasing and/or travel cards.
MOQ Minimum Order Quantity The amount required to place an order.
MOU Memorandum of Understanding A quasi-contract generally entered between governmental agencies and private sector contractors who may be providing services to the government. It may also be entered between inter/intra government agencies and details the essence of the agreement between the parties, but lacks the enforceability of a contract.
MRO Maintenance, Repair, Operations MRO (maintenance, repair and operating supply) items are used in production and plant maintenance and can be items such as maintenance supplies, spare parts, and consumables used in the plant operation or production process. Though often small dollar value items, they are critical to facility operations.
MPC Model Procurement Code A publication approved by the American Bar Association which sets forth procurement statutory principles and policy guidelines for managing and controlling the procurement of supplies, services and construction for public purposes; administrative and judicial remedies for the resolution of controversies relating to public contracts; and a set of ethical standards governing public and private participants in the procurement process. Many states have adopted the MPC and although NYS has not, the spirit and much of the code is built into the states procurement laws and state finance law.
MSDS Materials Safety Data Sheet A Materials Safety Data Sheet is a printed form containing data about the properties of a substance. It is intended to provide staff using the product with guidance on handling or working safely with the substance, and includes physical characteristics of the substance such as melting point, boiling point and flash point, as well as toxicity, health effects, first aid procedures in the event of spillage or contact, and advice on storage and disposal. Data Sheets should be accessible to all staff that work with the materials. Many organizations use databases to ensure up-to-date information on all dangerous goods, but particularly to ensure that data sheets are up to date so that staff dealing with the products can understand the risks and adopt the most appropriate protective equipment and safe handling procedures.
MSLP Manufacturer’s Suggested List Price The published price which the manufacturer recommends be charged for the product to commercial customers.
MSRP Manufacturer’s Suggested Retail Price The Published price which the manufacturer recommends be charged for the product in a retail or commercial setting. MSRP is often used when dealing with a Supply Chain, that is Manufacturer – Wholesaler – Retailer. MSLP and MSRP are often used interchangeably.
MT Motor Transport Tractor Trailer type truck that delivers product (generally fuel) into storage tanks, typically more than 5500 gallons and commercial & industrial type deliveries.
MWBE Minority / Women-Owned Business Enterprise Depending on context, MWBE may have one of two meanings: (a) A business enterprise that is New York State Certified as being both a minority-owned business enterprise (MBE) and a women-owned business enterprise (WBE). (b) A general reference to a number or group of business enterprises that are New York State Certified as being either MBEs or WBEs.
NAICS North American Industry Classification System Code [Formerly known as SIC (Standard Industrial Classification) Code] Classification of business established by type of activity for the purpose of facilitating the collection, tabulation, presentation, and analysis of data collected by various agencies of the United States government, state agencies, trade associations, and private research organizations for promoting uniformity and comparability in the presentation of statistical data relating to those establishments and their fields of endeavor.
NASPO National Association of State Procurement Officials NASPO is a non-profit association dedicated to advancing public procurement through leadership, excellence, and integrity. It is made up of the directors of the central purchasing offices in each of the 50 states, the District of Columbia and the territories of the United States. NASPO is an organization that helps its members achieve success as public procurement leaders through the promotion of best practices, education, professional development, research, and innovative procurement strategies.
NIGP National Institute of Governmental Purchasing NIGP is a nonprofit, educational and technical assistance corporation of public purchasing agencies and activities at the federal, state and local levels of government. It develops, supports and promotes the public procurement profession through education and research programs, professional support, technical services, and advocacy initiatives.
NYS New York State  
OEM Original Equipment Manufacturer A producer of equipment from components usually bought from other manufacturers.
OGS New York State Office of General Services  
OSC Office of the State Comptroller All centralized contracts initiated prior to April 1, 2012 (including any amendments & renewals) and all agency-specific contracts must receive approval by the Office of the State Comptroller.
OSHA Occupational Safety and Health Administration The Occupational Safety and Health Administration, an agency of the US government under the Department of Labor with the responsibility of ensuring safety at work and a healthful work environment.
PaaS Platform as a Service PaaS is a cloud computing model in which a third-party provider delivers hardware and software tools -- usually those needed for application development -- to users over the internet. A PaaS provider hosts the hardware and software on its own infrastructure. Thus, PaaS frees users from having to install in-house hardware and software to develop or run a new application. The capability provided to the authorized user to deploy onto the Cloud Infrastructure authorized user-created or acquired applications created using programming languages and tools supported by the Contractor. The authorized user does not manage or control the underlying Cloud Infrastructure including network, servers, Operating Systems (OS), or storage, but has control over the deployed applications and possibly application hosting environment configurations.
PBITS Project Based Information Technology Consulting Services A centralized contract providing consultant Information Technology services that are deliverable based rather than hourly, as covered in the HBITS contract. Services required by an authorized user can be obtained via an expedited competitive Mini-Bid process. Authorized User Agreements awarded as a result of Mini-Bids under this centralized contract will result in fixed-price deliverable-based agreements for consulting services.
PCI Payment Card Industry [PCI-DSS] Credit card & debit card industry data security. PCI is usually used in conjunction with DSS (Data Security Standard) to represent PCI-DSS. This is an industry standard regarding the collection, transmission, and storage of electronic value transfer transaction data.
PGB Piggyback A procurement method utilizing any existing open-end contract of another governmental entity (federal government, agencies of other states, other public bodies or other state agencies) to which the requesting agency was not an original party. Piggybacking normally requires prior approval by the CPO or approval authority described in the entities’ procurement rules. Generally, the originating entity will competitively award a contract that will include language allowing for other entities to utilize the contract, which may be to their advantage in terms of pricing, thereby gaining economies of scale that they would otherwise not receive if they competed on their own.
PM Purchasing Memorandum

A Purchasing Memorandum (aka Contract Award Notification Update) is the notification document used by Procurement Services to announce an adjustment, modification, extension, or cancellation of a solicitation or contract.

There are different versions available for solicitations, existing contracts, and general information.

PMT Portfolio Management Tool The Portfolio Management Tool is a Microsoft Access based application and associated database to track and retain data for Procurement Services developed contracts. The PMT is intended to replace the PSG Project Status Tracking System.
PNS Purchaser Notification Service The Purchaser Notification System provides notification, via e-mail, of information about Procurement Services’ commodities, services, and technology contracts as well as other important procurement related information. This service is for government purchasers and others interested in receiving such notification. Purchasers must register online for this service and include the Product & Service Classification Codes for which notification is desired. Those interested may register at:
PO Purchase Order The Authorized User’s fiscal form or format that is used when making a purchase (e.g., formal written Purchase Order, Procurement Card, electronic Purchase Order, or other authorized instrument).
PPI Producer Price Index The Producer Price Index measures the average change in selling prices received by domestic producers of good and services over time. PPI’s measure price change from the perspective of the seller.
PR Purchase Request Document initiating a procurement. Using this document, a number is assigned to the procurement for tracking purposes. As the procurement proceeds, the assigned number becomes the identifying number of the solicitation and the award number if the procurement results in a contract.
PTP Plan to Procure All New York State agencies must submit a Plan To Procure (PTP) to the Office of Information Technology Services (OITS) for any purchases of technology and technology-related materials & services over $50,000 in value.
PWR Prevailing Wage Rate All public works and building service contracts require the payment of Prevailing Wages as established by law by the Department of Labor. DOL establishes prevailing wage rates by locality for the craft, trade or occupation of the service employee.
P&L Profit and Loss A statement used to assess a company’s performance and financial position. It lists income, costs and expenses, and the resulting net profit or loss during a specific period (quarter or annual).
QA Quality Assurance The maintenance of a desired level of quality in a service or product, especially by means of attention to every stage of the process of delivery or production.
QPL Qualified Products List A list of products that, because of the length of time required for test and evaluation, are tested in advance of procurement to determine which suppliers comply with the specification requirements. May also be so referred to as an "approved brands list."
RFI Request for Information A Request For Information provides a preliminary description of the program objectives and specifications and solicits input from offerers as to the availability of products and services to meet the agency's needs.
RFID Radio Frequency Indentification A system of marking products/inventory electronically so they can be located anywhere from a distant point.
RFP Request for Proposals A type of Bid Document that is used for procurements where factors in addition to cost are considered and weighted in awarding the contract and where the method of award is “best value,” as defined by the State Finance Law.
RFQ Request for Quotations A type of Bid Document that can be used when a formal Bid opening is not required (e.g., discretionary, sole source, single source, emergency purchases, or quoting within existing multiple award contracts).
RoHS Restriction of Hazardous Substances The European Union's directive, effective July 1, 2006, regarding six hazardous materials (lead, cadmium, mercury, hexavalent chromium, ploybrominated biphenyls, and polybrominated diphenyl ethers) used in the manufacture of electronic and electrical equipment. Often used by procurement organizations in their environmental/green procurement specification programs.
SaaS Software as a Service SaaS is a software distribution model in which a third-party provider hosts applications and makes them available to customers over the Internet. SaaS is one of three main categories of cloud computing, alongside infrastructure as a service (IaaS) and platform as a service (PaaS). The capability provided to the Authorized User is to use the provider’s applications running on a cloud infrastructure. The applications are accessible from various client devices through a thin client interface such as a Web browser (e.g., Web-based email), or a program interface. The Authorized User does not manage or control the underlying cloud infrastructure including network, servers, operating systems, storage, or even individual application capabilities, with the possible exception of limited user-specific application configuration settings.
SB / SBE Small Business / Small Business Enterprise For the purposes of discretionary purchasing under SFL §163(6), a business which has a significant business presence in NYS, is independently owned and operated, is not dominant in its field, and employs no more than one hundred people. (See Glossary of Commonly Used Procurement Terms for expanded definition based on Executive Law §310(20). Please note a Federal SBE does not necessarily qualify as a NYS SBE.
SDVOB Service Disabled Veteran Owned Business A business enterprise that is New York State certified as being principally owned by a service-disabled veteran, with a service-connected disability rating of 10% or greater, who has authority to control independently the day-to-day business decision of the enterprise. The business must also qualify as a New York State small business.
SFS Statewide Financial System Electronic system used to initiate, process and track financial transactions including, but not limited to, travel, purchasing, vendor payments, etc.
SKU Stock Keeping Unit SKU is an identification, usually alphanumeric, of a product that allows it to be tracked for inventory purposes. (Sometimes confused with UPC, SKU’s are not “universal” since the retailer has its own set for inventory purposes.)
SLA Services Level Agreement An agreement between a customer and a service provider that details the level of service and the quality of service to be provided. An SLA may be a legally binding agreement.
SOW Statement of Work A detailed description of the specific services or tasks a Contractor is required to perform under a contract. SOW is usually incorporated in a contract, indirectly by reference or directly as an attachment.
SME Subject Matter Expert The Subject Matter Expert is that individual who exhibits the highest level of expertise in performing a specialized job, task, or skill within the organization. A SME might be a software engineer, a helpdesk support operative, an accounts manager, a roads engineer, a scientific researcher: in short, anybody with in-depth knowledge of the subject you are attempting to document or procure. SMEs are important in the research phase of a documentation project (to get your facts straight), should also be involved in the technical validation of your drafts (to make sure that your interpretation of information matches theirs), and during the technical evaluation of solicitations offers.
STS Single Transaction Summary A record of entry made in the Statewide Financial System that is provided to OSC (if applicable) when transaction approval is required.
STSD Single Transaction Summary Document The form used to capture information to be entered in the Statewide Financial System (SFS).
SVRQ Standard Vendor Responsibility Questionnaire Document completed by a vendor to supply information upon which to review, analyze and determine if the vendor is to be considered a “responsible” vendor. The vendor Responsibility Questionnaire may be completed online on the OSC web site (recommended) or a paper copy can be downloaded from the OSC web site, completed and submitted.
SWOT Strengths, Weaknesses, Opportunities, Threats An analysis model used to identify an organization's strengths, weaknesses, opportunities, and threats. It is used to identify what it is doing well and where/how it can improve. This helps to outline objectives and define future actions.
Ts and Cs Terms and Conditions A phrase generally applied to the rules under which all bids must be submitted and the stipulations included in most purchase contracts; often published by the purchasing authorities for the information of all potential vendors and contract users.
T&M Time & Materials A contract which provides for the acquisition of supplies or services on a basis of direct labor hours at specified, fixed, hourly rates that include wages, overhead, profit, and general and administrative expenses, and materials at cost.
TCO Total Cost of Ownership A measure of all cost components associated with the procurement of a product or service. It is the sum of all fixed or variable costs attributable to a product or service including, but not limited to: purchase price, maintenance, training, licensing, operating expenses, final disposal.
TL Truckload A quantity of freight to which truckload rates apply or a shipment tendered as a truckload. (Also, see “Less-Than-Truckload”.)
TW Tank Wagon Single chassis truck that delivers product (generally fuel) into storage tanks, usually less than 5500 gallons or residential type deliveries.
UCC Uniform Commercial Code One of the uniform laws drafted by the National Conference of Commissioners on Uniform State Laws to simplify, clarify and modernize the law governing commercial transactions, and to make uniform the laws among various jurisdictions.
UL Underwriter's Laboratory A nonprofit product safety testing organization.
UPC Universal Product Code UPC is internationally adopted, standard bar code symbology for product marking. The bar code symbols are fixed in length, can only encode numbers, and are continuous, using four element widths. UPC can be printed on packages and can be electronically read by scanning. (Sometimes confused with SKU, UPC’s are “universal” and the same product from multiple retailers will have the same UPC number but will likely have different Sku’s.)
UPPCC Universal Public Procurement Certification Council A council jointly established in 1978 by the National Institute of Government Purchasing and the National Association of State Procurement Officials (NASPO) to more effectively promote and insure professionalism in public sector procurement. The functions of the Council are to: establish, monitor, and revise requirements for certification; continue research efforts relating to the certification of public buyers and procurement officers; coordinate with other NIGP and NASPO programs to further the certification of public procurement officers; do all things necessary and proper to promote and insure professionalism in public procurement. (see also CPPO and CPPB). Realizing that procurement standards and norms should be the same in all public purchasing environments, the UPPCC certification programs have been established to meet the requirements of all public purchasing personnel in federal, state, and local governments. As such the UPPCC through its requirements for certification has established a uniform procurement body of knowledge which is the basis for applicant training, testing and certification.
VAR Value Added Reseller Value-Added Reseller is a vendor that receives payment for completing a service or delivering a good under a centralized contract. VARs are entered into SFS and listed “under” a Master Contract and are then authorized to receive payment directly from the Office of the State Comptroller.
VIN Vendor Identification Number Is a unique New York State ten-digit vendor identification number (Vendor ID - VIN) issued by the Office of the State Comptroller, that is assigned to a bidder and/or an authorized reseller of a bidder, for use on all payment transactions with New York State.
VOCs Volatile Organic Compounds Compounds that evaporate easily at room temperature and often have a sharp smell. They can come from many products, such as office equipment, adhesives, carpeting, upholstery, paints, solvents, and cleaning products. Some VOCs can cause cancer in certain situations, especially when they are concentrated indoors. VOCs also create ozone, a harmful outdoor air pollutant. Procurement contracts often include terms and conditions regarding reduction or when possible, elimination of VOCs from products acquired from contracts.
WBE Women-Owned Business Enterprise New York State women-owned business enterprise which has been certified by the Empire State Development, Division of Minority and Women-Owned Business Development (DMWBD)
WCB Workers' Compensation Board The thirteen-member Board & the agency charged with administering the Workers' Compensation Law, and the Disability Benefits Law.
YTD Year-to-date A period starting at the beginning of the current fiscal year, and ending at the current date.


Quick Reference
Meaning of the Terms of Sale

Terms of Sale/Purchase identify the passage of title and are typically expressed as “FOB*, stated point or place." In their most simple and usual expression, they appear as FOB Origin or FOB destination.

*FOB or Free On Board definition provided in the acronym table above.


FOB Origin means that title to the merchandise passes at time and place of pick-up.

FOB Destination means that title to the merchandise passes at time and place of delivery.

FOB Origin
Buyer — Pays freight charges
Buyer — Bears freight charges
Buyer — Owns goods in transit
Buyer — Files claims (if any)

FOB Destination
Seller — Pays freight charges
Seller — Bears freight charges
Seller — Owns goods in transit
Seller — Files claims (if any)
FOB Origin, Freight Collect
Buyer— Pays freight charges
Buyer — Bears freight charges
Buyer — Owns goods in transit
Buyer — Files claims (if any)
FOB Destination, Freight Collect
Buyer — Pays freight charges
Buyer — Bears freight charges
Seller — Owns goods in transit
Seller — Files claims (if any)
FOB Origin, Freight Prepaid
Seller — Pays freight charges
Seller — Bears freight charges
Buyer — Owns goods in transit
Buyer — Files claims (if any)
FOB Destination, Freight Collect & Allow
Buyer — Pays freight charges
Seller — Bears freight charges
Seller — Owns goods in transit
Seller — Files claims (if any)
FOB Origin, Freight Prepaid & Add
Seller — Pays freight charges
Buyer — Bears freight charges
Buyer — Owns goods in transit
Buyer — Files claims (if any)
FOB Destination, Freight Prepaid
Seller — Pays freight charges
Seller — Bears freight charges
Seller — Owns goods in transit
Seller — Files claims (if any)