Government business is filled with abbreviations for common terms, and trying to decipher them can be frustrating. The list that follows contains common acronyms you’ll hear as you do business with the government, as well as ones I have used throughout the book. For a definition of the term that follows each acronym, refer to the Terminology section of this glossary.

B&P (Bid and Proposal Dollars)

BA (Budget Authority)

BAA (Broad Agency Announcement)

BAFO (Best and Final Offer)

BOA (Basic Ordering Agreement)

BPO (Blanket Purchase Order)

CAGE (Commercial And Government Entity Code)

CBD (Commerce Business Daily)

CCR (Central Contractor Registration)

CDRL (Contract Document Requirements List)

CLIN (Contract Line Item Number)

COTR (Contracting Officer’s Technical Representative)

COTS (Commercial Off the Shelf)

CPAF (Cost Plus Award Fee)

CPFF (Cost Plus Fixed Fee)

CPIF (Cost Plus Incentive Fee)

CR (Clarification Request)

DAR (Designated Agency Representative)

DR (Deficiency Reports)

DI (Discussion Items)

DUNS (Data Universal Numbering System)

FAR (Federal Acquisition Regulation)

FFP (Firm Fixed Price)

FOIA (Freedom of Information Act)

FSC (Codes Federal Supply Classification Codes)

GFE (Government Furnished Equipment)

GFP (Government Furnished Property)

GSA (General Services Administration)

GWAC (Government-wide Acquisition Contract)

HUBZone (Historically Underutilized Business Zone)

ICE (Independent Cost Estimate)

ID/IQ (Indefinite Delivery/Indefinite Quantity)

IFB (Invitation for Bid)

JIT training (Just-In-Time training)

JWOD (Javits Wagner O’Day Program)

KO (Contracting Officer) (on the government side)

LLC (Limited Liability Company)

MPIN (Marketing Partners Identification Number)

NAICS (North American Industry Classification System)

NDA (Nondisclosure Agreement)

NTE (Not to Exceed)

O&M (Operations & Maintenance)

OGE (Office of Government Ethics)

OMB (Office of Management and Budget)

OPM (Office of Personnel Management)

ORCA (Online Representations and Certifications)

P&P (Policies and Procedures Manuals)

PCO (Procuring Contracting Officer)

PDC (Proposal Development Center)

RAM (Responsibility Assignment Matrix)

RFI (Request for Information)

RFP (Request for Proposal)

ROM (Rough Order of Magnitude)

S&L (State and Local)

SAS (Single Award Schedule)

SBA (Small Business Administration)

SIC (Standard Industrial Classification)

SME (Subject Matter Experts)

SOO (Statement of Objectives)

SOR (Statement of Requirements)

SOW (Statement of Work)

SSA (Source Selection Authority)

SSEB (Source Selection Evaluation Board)

SSP (Source Selection Plan)

Ts & Cs (Terms and Conditions)

T&M (Time and Materials)

TIN (Taxpayer Identification Number)

TPIN (Trading Partners Identification Number)

TM (Top Management)

UCF (Uniform Contract Format)

Dealing with the government can feel like traveling in a foreign country where you don’t speak the local language. You will likely encounter the following terms and be expected to understand them.

Note that some of these words can have many different meanings if you look them up in a traditional dictionary, but the definitions offered here are within the context of government contracting or within the context of how I have used the term in this book. For example, “approach” can mean many different things, but here it refers to the way in which you plan to carry out a government project or specific aspect of a project, such as the management approach or the technical approach.

Be aware that out in the world of government contracting the meaning of some of these terms can vary depending on who is using the term and the context in which it’s used. So if in doubt about any terminology, always try to clarify the exact meaning with the person or government entity that has used the term.

Ability One This program sets aside certain government contracts for disabled persons, such as the blind. Formerly known as Javits Wagner O’Day Program (JWOD).

Anti-competition themes Positive features of your own solution that differ from and are better than those of your competition.

Approach How your organization plans to handle an aspect of the project you are proposing, such as the management approach or technical approach. Often used interchangeably with the terms “volume” or “part.”

Appropriations Committee Committee within the House and Senate that gives government agencies permission to draw down funds from the public treasury.

Authority to Proceed Official approval given to the contractor by the customer after an award is made. May be delayed for various reasons including pending the resolution of a filed protest.

Authorizing Committee Committee in the House and Senate that authorizes agencies to proceed with programs.

Award Fee contracts Applies to cost-type contracts where the fee (over and above documented costs) is based on performance standards, as shown in the contract.

Basic Ordering Agreement (BOA) Not a contract but a written instrument of understanding, negotiated between an agency, contracting activity, or contracting office and a contractor. (FAR 16.703(a))

Best and Final Offer (BAFO) Final cost or price offer the customer requests before making final award decision.

Bid and proposal (B&P) dollars Also referred to as B&P costs, the cost of preparing, submitting, and supporting bids and proposals to government agencies.

Bid/no-bid decisions Decisions made as a result of periodic group meetings on whether to bid or not bid, a specific opportunity based on latest information.

Bidder See Offeror.

Black hat team Review team that can review an approach/solution, especially just before or after the release of the final solicitation. The team compares its own strengths and weaknesses regarding technical management, past performance, and price range to those of the competitors.

Blanket Purchase Order (BPO) A commitment to a supplier for certain goods or services for a predetermined period of time (usually a year or more) at predetermined prices. Eliminates the need for many individual small orders.

Boilerplate Text and visuals used in a previous proposal or other presentation, for another purpose.

Bone-yard Repository of materials from previously submitted bids, both winners and losers.

Broad Agency Announcement (BAA) Used to communicate the needs and interests of a specific agency. Websites for major agencies list which announcements are open, with deadlines for submission for consideration of contract award.

Budget Authority (BA) Authority provided by law to enter into obligations that will result in outlays of federal funds.

Budget execution Actual spending of funds. Should be compared with budget formulation to assess whether actual funds expended match planned (formulated) funds.

Budget formulation Spending plan for a program as specified in the proposal and then in the contract.

Burn barrel Trash receptacle that segregates everyday waste paper and trash from those containing proprietary, confidential materials. Maintenance of barrels typically outsourced to a specialty vendor.

Capture Transition point from seeking an opportunity to being awarded a contract.

Capture Manager Active proposal team member who serves as liaison between proposal manager and top management to ensure proposal team is adequately resourced and strategic needs are met.

Capture Plan A formal, written document containing evidence that the bidder has a good chance to win the procurement. Signatures on the plan indicate approval and commitment between line management and the proposal team.

Case All positive aspects of the solution presented in a proposal, much like the case that attorneys build for their clients.

Case law The body of legal opinions of various courts from individual legal actions, such as criminal and civil suits.

Central Contractor Registration (CCR) The single place that all contractors with the government must have a listing in order to do business with the government.

Clarification Request (CR) Government asks the offeror to explain more fully a certain part of a proposal under evaluation. Must be answered to remain under consideration.

Classified contracts Contracts with the intelligence agencies, such as the Central Intelligence Agency (CIA), the National Security Agency (NSA), and other agencies doing work that must be hidden from public view. You can only learn about these contract opportunities when you have the proper government clearances.

Color Teams Teams in the offering company that evaluate the solution and proposal at various points in the process. Color Teams are Black Hat, Green, Pink, Red, Purple, and Gold.

Commerce Business Daily (CBD) A defunct publication documenting government contracting actions.

Commercial and Government Entity Code (CAGE Code) Code that identifies a bidding company’s name, address, socioeconomic data, and type of business. Only one code is needed for entire company.

Commercial Off the Shelf (COTS) Products that are already commercially available, typically to both commercial and government customers. Examples include commercial software and hardware and items you might buy at The Home Depot.

Commitment Letter A letter sent to the decision-maker at the customer organization with a proposal indicating commitment to the success of the program. Signed by top management.

Competitive Convergence The point at which a company’s solution becomes the preferred solution of the customer. Achieving this convergence before the solicitation comes out greatly enhances the probability of winning.

Competitive range First step in the government’s evaluation of a proposal; a determination of whether the proposal has a reasonable chance for an award. If it does have a chance, the evaluators will declare it in the competitive range; if not, it is deemed outside the competitive range.

Competitive Surveys The customer, usually the KO, is required to go into the market to see what companies might be able to perform to a (preliminary) Statement of Work. This survey precedes the release of a draft or final solicitation.

Competitor Another company seeking to get the same contract you want. Today’s competitor may be tomorrow’s bidding partner.

Compliant A proposal judged to be compliant meets all requirements of a solicitation.

Contingency hires If current staff is inadequate to perform all parts of a contract, employment offers may be extended to some critical individuals, contingent upon the award of the contract to your organization.

Contract An agreement, enforceable by law, between two or more competent parties, to do or not to do something not prohibited by law.

Contract Data Requirements List (CDRL) This list appears in many solicitations, especially those requiring the submission of many reports and other documents of record. Management Volume typically states who is responsible for each of these items and when.

Contract Line Item Number (CLIN) Each item to be priced, per the requirements of Section B of a solicitation, has a specific number, the CLIN. This list is useful at program execution in tracking how you get paid for your work.

Contract Manager Serves as the single point of contact with the customer Contracting Officer (KO).

Contracting Officer (KO) for the customer The single person in the customer organization who offerors are allowed to contact after the solicitation has been released.

Contracting Officer’s Technical Representative (COTR) A government person provided to assist the KO in matters related to inspection, acceptance, and other duties; a person without specific authority acting as an extension of the KO at a specific duty station.

Cost Plus Award Fee (CPAF) A cost-type contract having an award fee, calculated in accordance with the terms of the contract. The award fee is based on how well the contractor performs the contract.

Cost Plus Fixed Fee (CPFF) A cost-type contract where the amount of fee is fixed and not directly tied to performance.

Cost Plus Incentive Fee (CPIF) A cost-type contract where the amount of fee is dependent on performance as measured in ways described in the contract.

Cost/Price How much you commit, with your offer (proposal) to perform the work described in your proposal. The proper term for cost-type offers is cost, and for fixed price offers is price, but the terms can be used interchangeably until confined to a specific circumstance.

Cost-type contract Contracts based on the government paying a company its full costs, plus a margin (fee).

Customer Encompasses a present customer and a potential customer depending on context in which the term is used in a particular chapter or section of this book. Customers award you contracts and eventually pay you for your work.

Data Universal Numbering System (DUNS) A numbering system used to identify specific companies.

Debarment Action taken by a debarring official to exclude a contractor from contracting and subcontracting for a reasonable, specified period.

Debriefing At the conclusion of the competition for an opportunity, the KO is required, by the FAR, to grant requests from all offerors, including the winner, for an explanation of how the proposal of that company was evaluated—what was judged to be good, bad, or indifferent.

Deficiency Report (DR) A report indicating that the evaluators see a part of a proposal as deficient in some way. If not changed, this may lead to disqualification.

Deliverable The goods or services to be provided to the government as specified in the contract. The government requires specific acts to formally receive deliverables.

Designated Agency Representative (DAR) A Designated Agency Representative (DAR) is a federal employee (not a contractor) authorized to order telecommunications services and equipment under the network services contracts managed by the General Services Administration (GSA).

Direct customer If you are the prime contractor dealing directly with the government agency, then that agency is your direct customer. If you are a subcontractor, then your direct customer is the prime contractor.

Discussion Items (DIs) Items the customer asks you to talk about. These typically are in the form of a question.

Down select When many companies respond to a solicitation, the government may eliminate some offers even before making a final decision on the winner or winners. This prevents those companies whose offers have no chance of winning from wasting more money on this competition.

Equitable Adjustment The compensation or price adjustment to which a contractor is entitled due to a constructive change to a contract or to a special event.

Evaluation Criteria Factors upon which a proposal’s quality and feasibility for an award are determined by the customer.

Evaluations Also referred to as Color Teams and Reviews, a series of structured reviews of the strengths and weaknesses of the current versions of the proposal document.

Exit Strategy The policy of having pre-established criteria for deciding to discontinue efforts you’ve started. Only by leaving some efforts can you have enough resources to pursue new, more appealing avenues.

Federal Acquisition Regulation (FAR) and the Agency supplements (DFAR, etc.) This regulation applies to the procurement practices of most federal government agencies for most contracts. Your company should have at least one individual on staff or as a consultant who is familiar with this regulation.

Federal Supply Classification Codes (FSC Codes) Identifies the specific item to be supplied.

Fee-for-Service Providers These companies provide specialized services such as competition analysis, notices of impending solicitations, and how to obtain GSA schedule contracts.

Firm Fixed Price (FFP) A commitment to deliver goods or services for a certain price without the necessity to provide cost data or justification. This type of contract can have great financial (cost) risks as you must deliver irrespective of your own costs.

First Team The best a company has to offer. First team members are analogous to the starting lineup for sports teams.

Framazoid A mythical device of questionable origin and unknown use that is cited throughout this book to illustrate various points concerning products one might sell to the government. Not a real product!

Freedom of Information Act (FOIA) Opened government records to the public.

Frontispiece The inside front cover of the Executive Summary that contains the four to seven most important themes and answers the customer’s implicit question, “Why should I choose you?”

General Services Administration (GSA) A government agency providing vehicles for federal, state, and local government entities to buy services and products to meet their needs. The majority of GSA schedule contracts at this time are for services rather than products.

General Services Administration Schedule Contracts Opportunities that are typically open (no cutoff date for submitting applications for contracts) and are generally for a long term (for example, for five years).

Gold Team Important individuals who have the authority to approve submission of a proposal.

Government contracts Products or services delivered by a company via the terms of a legal agreement (contract) to an organization within some type of public agency: federal, state, and local governments.

Government-Furnished Equipment (GFE) Any equipment purchased directly by the government, rather than through a contractor, and used on the program.

Government-Furnished Property (GFP) Similar to GFE, but a broader category. It can be something other than equipment, such as services.

Government-Wide Acquisition Contract (GWAC) A task-order or delivery-order contract that is for information technology and is established by one agency (for example, the Department of Commerce) for use throughout the government.

Grade creep When the average length of service and years of experience of program staff grows significantly over the life of a long contract, resulting in the need to bring on less-experienced people, at a lower cost, to win a price competition.

Graphics Graphics is a standard industry term, but this book uses the alternate term visuals, which is a slightly broader term for anything in a proposal that is not words (text). See also Visuals.

Graybeard reviews Reviews conducted by individuals who tend to be highly experienced, and sometimes significantly older, than the average proposal team member.

Green Team Evaluators who focus on the financial, cost, and price aspects of the proposal, looking for opportunities to cut costs while still meeting specifications.

Head Government jargon for an individual person. A head may carry out one or multiple roles on a proposal or project team.

Historically Underutilized Business Zone The SBA may designate a place as a HUBZone if it is in certain census tracts, in a nonmetropolitan area with low-income people, or is on the boundary of an Indian reservation. These areas are eligible for set-aside contracts.

Hot buttons Those issues causing the customer to become anxious and uneasy. These may or may not be reflected in the solicitation of record.

Incumbent The company or team now holding the contract, currently supplying the government with products or services.

Indefinite Delivery/Indefinite Quantity (ID/IQ) These contracts enable agencies to purchase products and services using the baseline contract as a starting point. At the time of contract award, the delivery dates and quantities are unknown, but there will surely be some demand for the items listed in the contract.

Independent Cost Estimate (ICE) The government may ask for or produce an estimate of what the opportunity should cost. This establishes either single point estimation or a range of estimates of what the opportunity will cost. If the costs are too high for the funds available, the procurement will be postponed or down-scaled to get within the available funds.

Integration (horizontal vs. vertical) Vertical integration means that you’re trying to sell to a current customer products different from your current ones. Horizontal integration means, in the same situation, you now want to sell a different customer those same products.

Intermediate documents These are documents used by the proposal team in the preparation of the proposal but not delivered to the customer.

Invitation for Bid A solicitation for bids, at a fixed price.

JIT (Just In Time) Training Training delivered to users (trainees) just before the trainees have a need to use the knowledge gained from the training.

Javits Wagner O’Day Program (JWOD) See Ability One.

Kickoff Meeting The first formal team meeting held within five days of the release of the solicitation. All team members attend.

Limited Liability Company A form of legal entity advantageous for small business.

Line item Contracts contain line items, typically in Section B of the solicitation, and therefore in the contract. Each line item specifies a specific deliverable (a product or service) and a cost/price associated with it.

Marketing manager The chief marketing person on a specific opportunity.

Marketing Partners Identification Number (MPIN) A number created by you when you register with the Central Contracts Registration website.

Marketing plan Describes the market you’re striving to capture. It may be broad or narrow but is not opportunity-specific. Once you have identified a specific opportunity, then you create a capture plan for that opportunity, but the capture plan must be consistent with the marketing plans.

Multiple-Award Contracts Contracts awarded to more than one contractor.

Negotiated Acquisition Process Contracting through the use of either competitive or other-than-competitive proposals and discussion. Any contract awarded without using sealed bidding procedures.

Niche A market so specialized and, in some cases, so small that other potential offerors are not attracted to that line of products or services and do not bid.

Non-Disclosure Agreement (NDA) An agreement between two companies to refrain from disclosing to other parties the proprietary data that may be acquired as a result of working together on a specific opportunity.

Noncompliant If your proposal does not conform to all the instructions in the solicitation, your offer may be declared noncompliant and eliminated from further consideration.

Nonresponsive See Responsive.

North American Industry Classification System Codes (NAICS Codes) The standard used by federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy. Supervised by OMB and administered by the U. S. Bureau of the Census.

Not to Exceed (NTE) A maximum price that you may not exceed while negotiations are underway to establish a final price. Enables you to perform the contract while negotiations are being conducted and protects the government from excessive expenditures.

Offeror The party making a legally binding promise to enter into an agreement if the offer is accepted. Offers are made in response to RFPs, and bids are made in response to IFBs. This book uses “offeror” to cover both and avoids the awkward “offer or bid.” See also Bidder.

Office of Government Ethics Established in 1978 by the Ethics in Government Act as part of the Office of Personnel Management (OPM), but the Office of Government Ethics Reauthorization Act of 1988 made it a separate agency. The OGE’s charter is to prevent conflicts of interest by government employees and to resolve those conflicts when they do happen.

Office of Management and Budget (OMB) A part of the Executive Office of the President, this office evaluates agency budget requests and does the staff work in support of creating the President’s budget.

Office of Personnel Management The government’s personnel office. Matches qualified candidates for government employment with open requisitions and handles other personnel matters. Replaced the former Civil Service Commission.

Office of Small and Disadvantaged Business Utilization (OSADBU) An element of the procurement system whose mission is to encourage increased small business participation.

One voice A proposal with a one-voice quality reads as if all parts were written by a single person, when in fact, a proposal is the creation of many people.

Online Representations and Certifications (ORCA) Your registration (updated annually) commits your company to the terms and conditions of certain contracts. This eliminates the requirement to recertify to each individual contract.

Operations and Maintenance (O&M) A type of support contract commonly used to acquire a broad spectrum of equipment, supplies, and services at a specific location.

Opportunity A government entity identifies a need it has for a specific product or service and seeks offers from suppliers who could fulfill that need. That need is an opportunity for those who wish to secure a contract to provide the product or service.

Partners As used in this book, this is not in the legal sense of creating a partnership agreement. The term loosely describes the creation of a common interest. The legal relationship is prime/subcontractor.

Past Performance The citations of contracts you’ve performed are evaluated by the customer to see how well you did this work. If you’re new to government contracting, commercial work can be cited if the work is similar.

Pink Team This team conducts a review about 15 days after the solicitation release, and its members are typically in-house people at your organization but not members of your main proposal team for this effort. This team’s review is at the storyboard, or outline, level.

Point of Influence Times during the procurement cycle when it’s allowable (under the FAR and other restrictions) to influence the process to your advantage.

Policies and Procedures (P&P) Manuals Documents describing, often in detail, how to go about routine support operations, such as employee hiring, maintenance, and employee travel.

Pre-Solicitation postings Notices to potential offerors that an agency has identified a need and that there is a possibility that the agency will issue a solicitation.

Precipitating Event A specific reason that the procurement activity will result in an actual award of a contract to do work. In the absence of a precipitating event (for example, a schedule or cost driver), there may be a solicitation and several proposals written and submitted, but there might not be an award.

Pricing Manager Creates a responsive, winning solution regarding cost and price to carry out a program.

Prime contractor Any company with a direct contract with the government.

Procurement The complete action or process of acquiring products and services. This is the total circumstance of the buying activity and not just the acquisition documents proper.

Procuring Contracting Officer (PCO) The government agent designated by warrant having the authority to obligate the government. This may or may not be the CO of an opportunity.

Production facility The place where final versions of the proposal are produced, it often doubles as a support facility for any other documents created in support of project work.

Program Manager-Designate He helps the proposal team describe to the customer how they will manage the program if the contract is won, and he will be in charge of the program upon receiving the contract award.

Project Manager-Designate See Program Manager-Designate.

Proposal A written offer by you, as a seller (or bidder or offeror), describing the offering terms. Proposals may be issued in response to a specific request (for example, a Request for Proposal or RFP).

Proposal Development Center (PDC) Also referred to as a war room, an area reserved for the exclusive use of the proposal team to develop major proposals.

Proposal Drivers The answers to four critical questions: What are our win themes? What past performances will we offer? Why is our approach better than the competition? What is our staffing plan?

Proposal Evaluators (for your company) These are individuals you engage to simulate the evaluation done ultimately by the customer. Your evaluators review versions of your proposals before they go to the customer, as members of a Pink Team, Red Team, or the other color teams.

Proposal manager Team member with two main responsibilities: discovering the best case that can be made in this competition for your company and communicating that case.

Purple Team The top management reviewers who review the proposal concurrently with the Red Team to evaluate it just before the final version is created.

Recompetition All contracts have a termination date. If the customer still needs that type of product, law requires that customer to hold another competition for that product—a recompetition.

Red Team A group charged with the responsibility of verifying or refuting that the proposal team has complied with the instruction of the solicitation and has produced a good response.

Referenceable Your previous contracts (government or commercial) are referenceable if you are certain that, when asked, your past or current customer will give you a favorable rating in response to an inquiry by the customer evaluators.

Relationship manager The relationship manager interacts directly with the customer, cultivating relationships with the important people in the customer organization.

Reps & Certs Section K of a solicitation, it requires you to make many statements about your company to verify that you are a responsible offeror.

Request for Information Issued by a CO to aid in the development of a solicitation. It is often to your advantage to respond to those requests, to ensure you will be included on any list of companies to receive the resulting solicitation.

Request for Proposal (RFP) A solicitation for you to submit a proposal in anticipation of subsequent awarding of a contract through negotiations and discussions.

Response The material that you, as an offeror, provide to the customer, consistent with the customer’s description of what is required of offerors. The responses from all offerors are evaluated and a contract awarded (or not), in accordance with the terms of the customer’s solicitation. This book more often uses the alternate term “solution.”

Responsible Your company must be able to handle the work you’re seeking, must be responsible according to GSA criteria. You can be found nonresponsible if you’ve been debarred, have a questionable history of contract terminations, etc.

Responsibility assignment matrix (RAM) Document containing the outline of your proposal, as driven by the Section L instructions, and assigning responsibilities for each piece of the outline to an individual.

Responsive Your proposal will be judged responsive if you have complied with all the terms and conditions of the solicitation according to GSA criteria.

Reviews See Evaluations.

Rough Order of Magnitude (ROM) A nonbinding guess at how many or how much of something will be required to do something. The KO may ask you for this as a help to properly size an upcoming procurement.

S&L governments State and local governments. This is shorthand for the nonfed eral governments you wish to have as your customers.

Scope creep When a customer requests you and your staff to do something that is outside the bounds of the existing contract.

Sealed Bidding Process The government evaluates all bids for acceptability, not including price offered. Then all bids are opened, simultaneously and publicly, and the low bidder is the awardee.

Set-Asides Competitions specifying that only a certain class of offerors can be awarded a contract.

Shelfware A pejorative term for documents that are created, often with great fanfare and cost, and then ignored. Proposal process manuals sometime fall into this category.

Should Cost The government’s estimate of what the contract should cost the government.

Single Award Schedule (SAS) Contracts made with one, and only one, supplier for delivery in one geographic area.

Single Point of Contact On either side, government or contractor, this is the single individual (or group of people in one function in a large organization) who speaks for that side.

Single Point of Failure If a single individual is the only person in your organization capable of performing a task, you are vulnerable to a catastrophic failure should that person be unable to perform. An example of such failure is your contract manager’s responsibilities to communicate with the customer KO. If your manager is out and you miss critical messages from the KO, you will be in serious trouble.

Small Business Administration (SBA) An independent agency of the federal government with the charter to help Americans start, build, and grow businesses.

Sole proprietorship A business structure in which an individual and his or her company are considered a single entity for tax and liability purposes.

Sole Source Under certain circumstances, agencies may award contracts without having a competition. Typically, KOs have the right to award contracts, especially but not exclusively, to small businesses on a sole source basis. That means the KO has determined that a specific company and only that company can perform the work.

Solicitation A document requesting or inviting offerors to submit offers. A formal announcement of an opportunity. Solicitations typically include a draft contract and provisions on preparing and submitting offers.

Solution An alternative to the other industry standard term, response. Solution tells how your company plans to solve the customer’s problem.

Source Selection Authority (SSA) The ultimate decision-maker for a government contract award.

Source Selection Evaluation Board (SSEB) Performs the staff work analysis and often makes a recommendation to the SSA on which offerors or bidders should be awarded the contract.

Source Selection Plan (SSP) The top-level plan to make a selection of the source (the winner).

Sources Sought This is often the first step, by the KO, in determining the capability of industry to meet a specific, identified need. This is in essence a market survey.

Stalking horse A bid you’re encouraged to make with no real chance of winning the competition. Your bid will act only to assist the KO in demonstrating that there is real competition for this opportunity.

Standard Industrial Classification (SIC) A list of five-digit codes, managed by the Office of Management and Budget, to classify all industries in the United States.

Statement of Objectives (SOO) The part of the solicitation and the contract that states the broad description of the government’s required performance objectives.

Statement of Requirements (SOR) A Statement of Requirements document is written at the outset of a new project to define the project’s requirements.

Statement of Work (SOW) The part of the solicitation and the contract that describes the actual work to be done and specifies requirements, quantities, performance date, and a statement of required quality.

Stuckee The individual or individuals having the responsibility to respond to a specific action item under the “06 Action Items.”

Subchapter S Corporation A closely-held corporation with special tax advantages. Allows the protection of a corporation without some of the reporting requirements.

Subcontractor A formal relationship between prime offeror and a company that provides services or products under the terms of the contract and entrepreneurial skills to the proposal team.

Subject Matter Expert (SME) A person having the in-depth knowledge of an expert on a given subject.

Supplier See Vendor.

Task order After the government has awarded a contract, whether a multiple-award or single-award, and the customer wants a specific task to be done under that contract, the KO issues a request to respond to a Task Order. This may be competitive (multiple award) or not (single award).

Taxpayer Identification Number (TIN) A number issued by the Internal Revenue Service that identifies an entity for tax purposes. For individuals this is the Social Security number; for corporations it’s a number assigned by the IRS.

Technical and Marketing Interchange A meeting at the customer’s place of business that involves your technical and management people and their counterparts in the customer organization.

Technical arrogance An attitude that evidences that you know better what the customer really needs to buy than the government’s specifications.

Technical Champion The individual with the technical skills to carry out the program; he often guides the critical sections of the technical part of a solution.

Termination for Convenience (of the government) If the government KO decides it is in the best interest of the government to end a contract, or a part of a contract, that right is granted by the terms and conditions section of the contract.

Termination for Default Terms and Conditions (Ts and Cs) If the Government KO determines that the contractor has failed to perform under the contract, the KO may terminate all or parts of the contract.

Tiger Team A small group of individuals created to solve an important problem, the team acts for a short duration and has a specific charter to accomplish a task or solve a problem.

Time and Materials (T&M) The type of contract featuring a fixed hourly rate, including overhead and profit, plus material at cost plus handling fee. Used when a detailed definition of the task is difficult or impossible.

Top Management (TM) This person or persons is at the level within the company having the greatest business interest in getting a specific contract.

Trade Study More formally known as a trade-off study, this is a classical operations research term for the formal analysis of reasonable alternative solutions for the purpose of comparing and contrasting these alternatives by important characteristics.

Trading Partners Identification Number (TPIN) A number assigned to your company upon completed registration at CCR. This is a password that enables you to access your records on CCR.

Transmittal letter A brief letter that responds directly to any customer concerns as expressed in a solicitation. The contracts manager signs the letters.

Uniform Contract Format (UCF) The format (Sections A through M) that must be used for invitations for bids (IFBs) and requests for proposals (RFPs).

Vendor (same as Supplier) A company on your bidding team that supplies only price and availability data and does not contribute entrepreneurial skills to the team. Vendors often participate on many teams in a competition.

Visuals Anything that is not text; includes charts, graphs, tables, illustrations, photographs, and more. See also Graphics.

Volume A part of a proposal, as in technical volume.

White Paper Typically argues a specific position or solution to a problem, especially a government problem.

Win Themes These answer the customer’s implicit question, “Why should I, the customer, choose your solution?”

Word Problem Evaluation criteria are often stated as word problems like those students experience.

You-Gotta-Do-Better-Than-That A negotiation technique wherein one party places the parties on the opposite side of the negotiations against each other in an effort to extract the most favorable terms from the eventual winner.