Glossary

Part One – Federal Abbreviations- Part Two is NSN- DoD

ACRN (Accounting Classification Reference Number):  Prefix used for tracking expenditures against contract line items.

Administrative Contraction Officer (ACO):  This is the person you’ll need to know, under certain circumstances. If the contract is particularly large, an ACO may be assigned to administer the contract and ensure that the contractor is keeping its end of the bargain, following the contract’s specified terms, including price, schedule, and quality.

Award:  Otherwise know as “good news,” an award is the release of a fully executed contract to an offeror.  The good news typically comes form the contracting officer, who drops the contract in the mail or calls some other courier, drops by and hands it to you, picks up the phone, or uses some other means of communication acceptance of the offer by the purchaser.

B&P (bid and proposal):  The costs incurred in preparing bids and proposals on potential government contracts.

Backlog: The remaining amount of a contract’s current funding or total potential value.

BAFO (best and final offer):  Upon completion of discussions during a negotiated procurement, contractors may submit a revised proposal addressing issues raised.

Best value:  The purchaser wants the best value when acquiring goods and services. Notice that we did not say “best price.” Yes, price must always be one of the criteria evaluated, but the purchaser may consider other factors as well, such as environmental considerations, quality, and vendor performance, to name a few.

Bid:  An offer to furnish goods, services, or construction that meets all the specifications, delivery terms and conditions, and other requirements that were spelled out in the invitation for bids. This can also refer to an offer to purchase.

Bidder’s list:  Once upon a time this might have been someone’s Rolodex. It’s a current file of vendors and suppliers covering various categories of goods, services, or construction needs.

Billing rate:  An indirect cost rate established temporarily for interim reimbursement of incurred indirect costs and adjusted as necessary pending settlement of a final indirect cost rate. Also known as target rate. (FAR 42.701)

BOM (bill of materials):  A list of the quantities of materials required to produce a product. A normal format used to summarize the material costs a contractor has included in its estimate of contract price.

CAGE Code (Contractor and Government Entity Code):  Required five-character number assigned to a company in order to work with the government.

CAS (Cost Accounting Standards):  Regulations applicable to select contractors to address the measurement, assignment, and allocation of costs to government contracts.

CCR (Central Contractor Registration):  A registry of commercial contractors and governmental jurisdictions that plan to enter into contracts or receive grants from the federal government (www.ccr.gov).

CLIN (contract line item number):  A specific unit of work to be performed by the contractor.

Competition:  It’s the process the purchaser uses to get offers from more than one valid supply source for goods, services, or construction. Those offers are compared and evaluated to select the one or more source that best meets the needs of the purchaser.

Contract:  Don’t do business without one of these documented agreements or orders, covering the procurement or disposal of goods, services, construction, or anything else. The contract is binding on both the contractor and the purchaser. There are lots of different kinds of contracts, though not all of them are allowed in every case – they include fixed-price, cost, cost-plus-a-fixed-fee, cost reimbursement or incentive (look further in this appendix for more details on these). Contracts may provide for the issuance of job orders, task orders, or task letters, and contracts also include letter contracts, grants, purchase orders, and contract modifications. All contracts must be in writing unless regulations authorize otherwise, and there are mandatory clauses that all contracts must include.

Contracting Officer Technical Representative (COTR):  The COTR is another person the CO may choose in order to delegate some of the oversight and management of the project. The COTR is the technical liaison between the contractor and the contracting officer.

Contraction Officer (CO):  The CO is the person who has the authority to enter into, administer, and/or terminate a contract, and the CO can make any related determinations and findings. The CO ensures that the contractor is meeting the terms of the contrat, including price, schedule, and quality.

Contraction Officer Representative:  Sometimes called a COR, this is someone the CO may choose to oversee and manage the project. The COR is the administrative liaison between the contractor and the contraction officer.

Contractor:  This can be any individual or organization doing business with the purchaser, doing construction, providing services, or selling goods or services pursuant to a contract.

CPAF (Cost-Plus-Award-Fee):  Reimburses the contractor for allowable costs and adds a fee consisting of a base fee (which may be zero) and an award fee, determined at periodic milestones set forth in the contract.

CPFF (Cost-Plus-Fixed-Fee):  Reimburses the contractor for costs and adds a negotiated fee.

CPIF (Cost-Plus-Incentive-Fee):  Reimburses the contractor for costs and adds a negotiated fee, which is adjusted by a formula based on target costs, providing an incentive to keep costs low.

DCAA (Defense Contract Audit Agency):  Responsible for auditing Department of Defense contracts and can be brought in by other agencies to assist with audits.

DCMA (Defense Contract Management Agency):  Responsible for ensuring that contractors deliver goods and services to the Department of Defense on time, at cost, and in a sufficient manner.

DFARS (Defense Federal Acquisition Regulation Supplement):  A FAR supplement issued by the Department of Defense.

EAC (Estimate at Completion):  The total estimated cost of a project at completion.

End user:  These are the frontline people in the government; the people who generally know the requirements and specifications for a particular product and communicate the requirements to official buyers. End users may even express a preference for a particular model or brand, or a specific vendor. And in the smallest purchases, or micropurchases, the end user may actually be the buyer.

ETC (Estimate to Completion):  The work remaining to complete an activity, in hours or dollars.

EVM (Earned Value Management):  A project management methodology to support project planning, execution, and assessment of how the project is performing against the plan.

FAR (Federal Acquisition Regulations):  The primary set of rules used by agenies when purchasing goods and services (www.acquisition.gov/far).

FFP (Firm-Fixed Price):  A contract where the price is set and fixed by unit of product or measure. FFP contracts impose the maximum risk on the contractor and minimum administrative burden on the customer.

Fixed price contract:  This contract provides for a firm price under which a contractor bears the full responsibility for profit or loss.

FPI (Fixed-Price Incentive):  A fixed-price contract that provides for adjusting profit and establishing the final contract price by application of a formula based on the total target cost.

FPRA (Forward Pricing Rate Agreement):  FAR 15.407-3

G&A (General and Administrative):  An indirect cost pool that collects costs related to the overall operation of the business.

GSA (General Services Administration):  The major supply arm of government, which does most of the government’s buying.

GWAC (Government Wide Acquisition Contract):  A multiple-award, indefinite quantity contract that helps agencies meet their technology requirements through a customizable solution.

ICE (Incurred Cost Electronically model):  Electronic version of the incurred cost submission, designed to aid contractors in preparing an adequate incurred cost proposal (www.dcaa.mil/ice.htm).

IDIQ (Indefinite Delivery Indefinite Quantity):  An IDIQ is a type of procurement vehicle. The government allots a certain amount of money for prichases it will make with specified vendors, by leaves open the dates the purchases will be made and the exact quantity of each item that will be bought.

Multiple award:  This refers to the award of separate contracts to two or more offerors for the same commodities or services. It’s used in situations where the award of a single contract would be impractical or would not meet the total purchaser requirements.

NAICS (North American Industry Classification System):  You may recall the old days of SIC codes; that was short for Standard Industrial Classification. It’s a means of classifying business by the type of activity to make it easier to collect, tabulate, analyze, and present data. NAICS codes are used by various agencies of the United States government, state agencies, trade associations, and private research organizations, and they promote uniformity and comparability when presenting statistical data. 

No bid:  This is a response to a solicitation for bids, and it means that the respondent doesn’t with to submit an offer. If you’re a contractor, it’s important that you don’t totally ignore a solicitation for bids, because even if this one holds no interest, the next one might. The no bid usually operates as a procedure consideration to prevent suspension from the list, which could happen if you fail to submit a response.

OFPP (Office of Federal Procurement Policy):  Part of the Office of Management and Budget, it tracks the various procurement regulations for every federal government agency.

OMB (Office of Management and Budget):  Part of the Executive Office of the President; oversees preparation of the federal budget.

PO (Program Office):  The office within the awarding agency with primary interest in, and responsibility for, the contract.

Prime contract:  A contract awarded directly by the government.

Proposal: If it’s in response to an RFP, it’s an offer binding on the offeror, or it may be a nonbinding response to an REOI. See below for more on those two acronyms.

Protest:  If an offeror feels there’s some sort of irregularity or impropriety with a solicitation process, or that something is awry regarding solicitation responses received and the administrative action taken on those responses, the offeror may file a protest. The complaint must be made in a timely manner and must be filed in writing with the Director.

Request For Expressions Of Interest (REOI):  The REOI is a solicitation to prospective offerors, and is used to develop a shortlist of prospective offerors who will then be eligible to receive a subsequent solicitation, such as an RFP or an Invitation for Bid. An REOI is generally made in cases where specifications can’t yet be prepared or there’s some uncertainty regarding the availability of vendors for the goods, services, or construction. Responses are analyzed in accordance with selection criteria set forth in the solicitation.

Request for Proposal (RFP):  The RFP is used in negotiated procurements to solicit proposals for products and services and to communicate requirements to prospective contractors. The proposals that result from the RFP are evaluated according to various selection criteria, including price but often many other factors, too.

RFP (Request for Proposal):  RFPs are generally issued when the government wants a detailed technical proposal. With RFPs, contracts are negotiated (as opposed to low bid wins).

RFQ (Request for Quote):  RFQs are sometimes used for fact finding when government is merely checking into the possibility of acquiring a product of service. They are not binding on either party.

SBA (Small Business Administration):  As the government’s small business advocate, the SBA oversees various federal procurement initiatives and serves as an information resource for small businesses looking to learn more about contraction.

SDB (Small Disadvantaged Business):  The catch-all term used in federal procurement for minority-owned businesses.

SF (Standard Form):  Used in front of government contract template and followed by a number; for example SF 1034.

Solicitation:  A solicitation is any request to submit offers of quotations to the government for the purpose of acquitting products and services. One the government agency has acquisition authority, the agency prepares a solicitation that fully describes and specifies what it wants to purchase, along with the terms and conditions of the purchase, the delivery schedules, and the support needed for the product or service. It is generally during this preparation time that the government determines if this will be a sole source or an open competition acquisition. 

Sole source:  This kind of procurement is used when the purchaser’s required goods, services, or construction are available form only one person or firm, which may be an entity having the exclusive right to manufacture, sell, or otherwise market certain goods or services.

SOW (Statement of Work):  Captures the activities and deliverables to be performed by the contractor.

Subcontract:  An agreement between a prime contractor and another organization to provide goods or services, either directly for a federal contract or for another subcontract.

T&M (Time and Material):  Time and Materials payments are based on hourly rates and costs of materials used.

Teaming:  An agreement by a potential prime contractor with one or more other companies in an attempt to win a contract.

TINA (Truth in Negotiations Act):  A public law enacted for the purpose of providing for full and fair disclosure by contractors in the conduct of negotiations with the government. 

WAWF (Wide Area Workflow):  An electronic invoicing and receipt system that routes documents to appropriate officials.

WBS (Work Breakdown Structure):  Provides a hierarchy of program elements that supports the measurement of a contract’s cost and schedule performance.

DOD-NSN Glossary- Abbreviations

Definitions under FLIS Data for NSN: 5935 00-534-7553

NSN - National Stock Number.  A unique identification number assigned by DLA to a given item. It consists of the 4 digit FSC code (DRN 3990) and the 9 digit NIIN code (DRN 4000).
For NIINs not starting with 00 or 01, the NSN is assigned by one of the National Codification Bureaus (NCB) of the various NATO nations.

FSC - Federal Supply Classification Code.  A four position code which identifies the supply classification of an item of supply identified under the NATO Codification System, an item of production and/or a homogeneous area of commodities in respect to their physical or performance characteristics.  The first two digits identify the Supply Group and the last two digits identify the specific class within the specific group.  

INC - Item Name Code INC - Item Name Code
A code which identifies each name in the NATO Codification System. Each approved item name is assigned an individual code. Each non-approved item name is assigned code 77777.  

FIIG - Federal Item Identification Guide
This code relates to a FIIG Guide, i.e. a handbook which prescribes standard requirements and formats for identifying an item of supply by those characteristics necessary to differentiate it from any other item of supply; and establish a means to the Federal Logistics Information System (FLIS) data file.

CRIT - FIIG-CD: Criticality Code, Federal Item Identification Guide  

TIIC - Types of Item Identification Codes.  A code which identifies the type of item identification.  

RPDMRC, Reference Or Partial Descriptive Method Reason Code.  A code used to justify a reference type or partial descriptive type item identification submittal for NIIN assignment or reinstatement of a NIIN.  

Demilitarization Code.  A code to identify each item requiring demilitarization and the type of demilitarization required  

HMIC, Hazardous Materials Indicator Code  

ESD-EMI, Electrostatic Discharge/Electromagnetic Interference Code.  
A one position code used to indicate whether an item is susceptible to electrostatic discharge or electromagnetic interference damage. Electrostatic discharge damage occurs when an accumulation of static electricity generated by the relative motion or separation of materials is released to another item by direct contact. Electromagnetic interference damage occurs when an item comes into proximity with an electrostatic or magnetic field.

 PMIC, Precious Metals Indicator Code.  This code is to identify items that have precious metals as parts of their content. Precious metals are those generally considered to be uncommon and highly valuable which are relatively superior in certain properties such as resistance to corrosion and  electrical conductivity. The precious metals recovery program for the Federal Government encompasses gold, silver, platinum and the platinum family which consists of palladium, iridium, rhodium, osmium and ruthenium.  

ADPE, Automated Data Processing Equipment Identification Code.  A one position identifier code to indicate an item of automatic data processing equipment or containing automatic data processing equipment regardless of assigned NSC to provide visibility for compliance with unique manager requirements established for  ADPE by public law 89-306.  

RNCC, Reference Number Category Code.  A code designating the relationship of the Reference Number to the item of supply.  

RNVC, Reference Number Variation Code.  A code to indicate whether the cited Reference Number is or is not item identifying or is for information only.

RNFC, Reference Number Format Code.  A code designating the format of a Reference Number to the item of supply.

RNJC, Reference Number Justification Code.  A code used to record the degree of research conducted and the justification for adding a Reference Number reinstatement of an item identification, or assignment of a new item identification number despite a recognized condition of possible duplication  with an existing item.

RNSC, Reference Number Status Code.  A code specifying whether and under which conditions manufacturer and Reference Number are authorized for procurement.  

RNAAC, Reference Number Action Activity Code.  A code designating the country, NAMSA or national activity which has acknowledged the possession or non-possession of a drawing or technical document by means of the Document Availability Code (DAC).

SADC, Service/Agency Designator Code.  
A two-position alphanumeric code designating the military service(s) or agency(ies) that made a decision to relate a Logistics Reference Number to a National Stock Number even though there is no direct relationship of the Reference Number to the NSN  other than a cross-reference that the NSN was accepted as a substitute for the item identified by the Reference Number.  

DAC, Document Availability Code.  A code designating the current status of technical documentation availability.  

CAGE, Commercial And Government Entity Code.  A five position alphanumeric code assigned to manufacturers and to special non-manufacturing organizations located in the United States, Canada, North Atlantic Treaty Organization (NATO) and other friendly nations. Previously referred to as the Federal  Supply Code for Manufacturers (FSCM). The CAGE Codes are listed in the Handbooks H4-1, H4-2 and H4 with names and addresses of the manufacturers.

SA, Service Agency

DS – DLA

DA – Army

GP – Coast Guard

DF – Air Force

DM – Marine Corp

DN – Navy

Management Control Data. The use of this set of codes varies with each Service Agency

SOS, Source of Supply Code.  A code/MILSTRIP Routing Identifier Code/ which identifies the activity as a potential source of supply. Used in the AUTODIN Network to automatically route MILSTRIP requisitions. The field is reflected in 3 parts of the record, for the Army, Navy and  Air Force.  SMS - DLA

AAC, Acquisition Advice Code.  A code denoting how, as distinguished form where, and under what restrictions an item will be acquired.

QUP, Quantity per Unit Pack.  A code indicating the number of units of issue in the unit package as established by the managing activity.  

UI, Unit of Issue Code.  A code indicating the physical measurements, the count or when neither is applicable, the container or shape of an item for purposes of requisitioning by, and issue to, the end-user, and is that element of management data to which the Unit Price is  ascribed.  

SLC, Shelf Life Code.  A code indicating the storage time period or perish ability of an item. This data is given by one character which may be an alpha, numeric or a symbol.  

(CIIC) Controlled Inventory Item Codes, formerly (SEC).  A code indicating the security classification and/or security risk or pilferage controls for storage and transportation of physical assets.

Eff.Date. This is a Julian date. It shows the last time that an update was performed by DLIS on this NSN.

USC, Using Service Code.  A code used to differentiate between service, integrated materiel manager, lead service and civil agency catalog management data.  

Price. This is a budgetary price that the SOS is going to charge the end user

Award History

Contract No: Contract number

Mod: Modification of contract

Line Item: Multiple items in a contract

QTY: Quantity

Price: Individual unit price

Total: Total quantity price

Awarded: Date of Contract

Company Name: Vendor of the contract

CAGE – Vendor Information Definitions

D&B D-U-N-S No.:

The Data Universal Numbering System (DUNS) number (assigned by Dun & Bradstreet) is a unique nine character company identification number. Some cataloging systems such as the CCR allow trading partners to assign an additional 4 characters (called DUNS+4) to uniquely identify an affiliate or division.
To obtain a DUNS number a company may contact D&B by phone or online at http://www.dnb.com/.

Type:

Type of Organizational Entity Code  A code identifying the applicable type of organizational entity

Affil:

Vendor Affiliation code  

Size:

Vendor size code  

Pri. Bus:

Primary Business code  

Woman:

Woman Owned

Type Bus:

Business Type code

OE Status:  

Vendor O.E. Status code  

CAO/ADPP - Contract Administration Office Code, and Automatic Data Processing Point Code  

Definitions and Data Content  

Main DOD Content from DLA

Past Procurement History Files

Military, Federal & NASA Libraries

NSN - National Stock Number. A unique identification number assigned by DLA to a given item. It consists of the 4 digit FSC code and the 9 digit NIIN code.
For NIINs not starting with 00 or 01, the NSN is assigned by one of the National Codification Bureaus (NCB) of the various NATO nations. The most common NCB codes are:

NATIONAL CODIFICATION BUREAU CODES

00 United States

01 United States

11 (NATO Standard)

12 Germany                                                                                  

13 Belgium

14 France

15 Italy

16 Czech Republic

17 Netherlands

18 South Africa

19 Brazil

20 Canada

21 Canada

22 Denmark

23 Greece

24 Iceland

25 Norway

26 Portugal

27 Turkey

28 Luxembourg

29 Argentina

30 Japan

31 Israel

32 Singapore

33 Spain

34 Malaysia

35 Thailand

36 Egypt

37 South Korea

38 Estonia

39 Romania

40 Slovakia

41 Austria

42 Slovenia

43 Poland

44 United Nations

45 Indonesia

51 Hungary

66 Australia

70 Saudi Arabia

71 United Arab Emirates

98 New Zealand

99 United Kingdom

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