Glossary of Terms

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A

Active
The status of an opportunity (invitation to bid, request for proposals) or contract, in which active participation can take place.
Addendum
  1. Written or graphic instruction issued prior to the opening of bids which clarifies, amends or interprets the contract documents (GSD).
  2. Written change to a contract (EITC).
Affirmative Action
A proactive program undertaken by employers to assure equal opportunity in employment with the goal of achieving a work force that accurately reflects the composition of the community.
Agency
Any state department, office, institution, board or commission.
Agency Specific Contract
A contract established by the Ohio Department of Administrative Services that reflects the needs of a single agency.
Alerts
Notifications regarding an invitation to bid or request for proposals that will include announcements or special instructions that pertain to that opportunity.
Amended
A status change to an invitation to bid, request for proposals, or contract that indicates a modification to that document.
Amendment
  1. Written change to a contract (GSD).
  2. Written or graphic instruction issued prior to the opening of proposals or bids which clarifies, amends or interprets the contract documents (EITC).
Annual Premium
The total annual premium for one year for one type of insurance regardless of the number of policies.
Appropriation
Legislative authorization to expend public funds for a specific purpose.
Award Amount
For one-time awards, the fixed dollar value of the contract.
Award Date
A calendar date representing the date on which the contract was awarded to a supplier.
Awards
Decisions made by the proper authority to do business with responding suppliers based on the merits of their proposal or bid. Also, the creation of a contract based on proposal or bid.

B

Bidder
A person of firm who submits a response resulting from a competitive sealed bid.
Bid Number
A number assigned to invitations to bid.
Bid Response
All documents, whether attached or incorporated by reference, supplied by the bidder in response to a competitive sealed bid.
Bid Tabulation
A listing of suppliers that responded to the invitation to bid, lists all items in the bid, includes prices submitted by the supplier with the awarded supplier notated.
Bio-based
A product determined by the United States secretary of agriculture to be a commercial or industrial product other than food or feed, that is composed, in whole or significant part, of biological products, renewable domestic agricultural materials, or forestry material, or is an intermediate ingredient or feedstock.
Bond
Note or other form of evidence of obligation issued in temporary or definitive form, including a note issued in anticipation of the issuance of a bond and renewal note.
Border State
Any state that is contiguous to Ohio and that does not impose greater restrictions upon persons located in Ohio selling products and services to agencies of that state than Ohio imposes pursuant to section 125.09 of the Ohio Revised Code. The State of New York also usually receives border state considerations as well.
Buy Ohio
The in-state preference law that entitles Ohio bidders and border state bidders to receive a 5% price preference. Intent of program is to foster business for Ohio products and services.

C

Cancelled
A status change to an invitation to bid, request for proposals or contract, which includes state term schedules, master maintenance agreements, master cloud service agreements and master service agreements, which indicates its termination.
Certified Agent
A non-profit entity certified by the Office of Procurement from Community Rehabilitation Programs, to act as the business agent for a Community Rehabilitation Program doing business with the State of Ohio in the set-aside program established for the benefit of people with work-limiting disabilities.
Certified EDGE
Encouraging Diversity, Growth, and Equity business certified by the Department of Administrative Services, Equal Opportunity Division.
Certified MBE
Minority Business Enterprise certified by the DAS Equal Opportunity Division.
Certified Professional Buyer (CPPB)
A certification program offered by the Universal Public Purchasing Certification Council. This designation certifies competency in the essential areas of public procurement at the buyer level  through application and examination.
Certified Public Procurement Officer (CPPO)
A certification program offered by the Universal Public Procurement Certification Council. This designation certifies competency in the essential areas of public procurement at the supervisory and/or management level through application and examination.
Code of Federal Regulations
An arrangement of the general and permanent rules published by the executive departments and agencies of the United States Government.
Comments/Memo
Other useful information that is not included elsewhere in the contract details.
Commodity Category
A category of goods or services that can be described in certain terms.
Commodity Code
A system of words and numbers designed to identify and list commodities or services by classes and sub-classes.
Community Rehabilitation Program
A non-profit organization with a mission to provide vocational services for people with disabilities. These services include case management, vocational assessment, career counseling / planning, work evaluation / adjustment, benefits analysis, financial counseling, job training, job placement, job coaching, and community-based and internal employment.
Company Name
The company name most frequently used or as specified in the State's Supplier Registration Program.
Competition
The effort of two or more parties acting independently to secure the business of a third party by offering the most favorable terms (including price).
Competitive Sealed Bid (CSB)
A competitive selection process normally used for commodity-oriented, price-sensitive purchases. A CSB specifies terms and conditions and solicits sealed bids from suppliers based on the criteria. The bids are opened publicly and a contract is awarded to the bidder whose bid meets or exceeds specifications at lowest cost to the state. An invitation to bid is used to solicit competitive sealed bids and price is the primary factor in awarding contracts.
Competitive Sealed Proposal (CSP)
A competitive selection process ordinarily used for complex projects demanding high creativity or skill levels. A competitive sealed proposal specifies project terms, conditions, and criteria and awards the contract to the supplier whose proposal provides greatest value to the state and meets or exceeds performance criteria and expectations. A request for proposals is used to solicit competitive sealed proposals and price is not necessarily the primary factor in awarding the contract. Other factors such as experience, performance, etc. can be scored to determine the award. Technology and professional services are areas where requests for proposals are frequently utilized.
Competitive Selection
Any of the following procedures for making purchases: Competitive sealed bidding under section 125.07 of the Revised Code, Competitive sealed proposals under section 125.071 of the Revised Code, or Reverse auctions under section 125.072 of the Revised Code.
Complaint to Vendor
A request for assistance in resolving a dispute with a supplier made by an agency to the Ohio Department of Administrative Services (DAS). Complaints can be made only for purchases made from DAS contracts, and the agency will make every attempt to resolve the issue with the supplier prior to engaging DAS. A copy of the complaint will also be forwarded to the supplier.
Contact Information
Name and phone number of the person responsible for correspondence on this particular opportunity or contract.
Contract
A legally binding arrangement or agreement between two parties that involves the sale and purchase of products, supplies and/or services.
Contract Number
A number used to uniquely designate a contract. The format of the number is determined by the type of contract.
Contract Status
Defines the status of the contract given a recent procurement event such as awarded, amended, or cancelled.
Contract Type
A type of contract used in procurement agreements between the supplier(s) and the State. Contract types can include Cooperative Purchasing Agreements (Co-op), General Distribution Contracts (GDC), Invitations to Bid (ITB), Limited Distribution Contracts (LDC), information technology Master Cloud Service Agreements (MCSA), Master Maintenance Agreements (MMA), telecommunication-related Master Service Agreements (MSA), Multiple Award Contracts (MAC), One-time Contracts, Requests For Proposals (RFP), Set Aside (MBE) Contracts, and State Term Schedules (STS).
Controlling Board
Provides legislative oversight for certain capital and operating expenditures, and has approval authority over various other state fiscal activities. Review and approve contracts established by an agency under their direct purchase authority, the value of which exceeds their cumulative annual threshold or when capital funds are used to make the purchase. When a direct purchase exceeds an agency's cumulative annual threshold ($50,000), the agency must seek approval from the Controlling Board to enter into the contract. This process may take several weeks for completion.
Cooperative Purchasing (Co-op)
The combining of requirements of two or more public procurement units in order to obtain the benefits of volume purchases and/or reduction in administrative expenses.
Cooperative Purchasing Program (Co-op)
Offers Ohio counties, townships, municipalities, school districts, public libraries, regional park districts and other political subdivisions the benefits and costs savings of buying goods and services through state contracts.
Cost Summary
A section, page and/or form included in requests for proposals and invitations to bid that provide instruction and a format for prospective suppliers to submit their proposal or bid costs.

D

Dealer
An entity that is authorized to resell a product, supply or service from a product or supply manufacturer, and/or service provider.
Default
Any failure of product to conform to the specified requirements.
Deliverable
A quantifiable good or service produced as a result of a project that is intended to be delivered to the customer.
Deliverable-based Services
An outside company completes an entire project on behalf of a state agency. Payment is made as each deliverable is met. (EITC)
Department of Administrative Services (DAS)
Provides quality centralized services, specialized support and innovative solutions to state agencies, boards and commissions as well as local governments and state universities. Also provides oversight and leadership for most state purchasing activities.
Direct Purchase Authority
The authority by which state agencies may purchase supplies or services under their own authority without using a contract established by the Ohio Department of Administrative Services, though still using competitive bidding and sound evaluation practices and procedures. This authority is granted to agencies in section 125.02 of the Ohio Revised Code.
Disadvantaged Business Enterprise (DBE)
A for-profit small business concern that is: at least 51% owned by one or more individuals who are both socially and economically disadvantaged; and whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it.
Document
The file containing the requested ITB or RFP opportunity. The document can be viewed, saved to a file, and/or printed.
Document Number
A number that may refer to either of the following: requests for proposals, invitations to bid, state term schedules or master maintenance agreements.

E

Electronic Data Interchange (EDI)
An electronic communication system that provides standards for exchanging data via any electronic means. By adhering to the same standard, two different companies can electronically exchange documents (such as purchase orders, invoices, shipping notices, and many others). The State of Ohio uses EDI as a form of paperless invoicing.
Encouraging Diversity, Growth, & Equity (EDGE)
A small socially and economically disadvantaged business enterprise owned and controlled by citizens who are Ohio residents. EDGE establishes goals for state agencies, boards, and commissions in awarding contracts to certified EDGE businesses. EDGE applies to procurements of supplies and services, professional services, information technology services, construction and professional design services.
Effective Date
The first day on which the contract may be used to place orders.
Embedded Minority Business Enterprise (EMBE)
This represents a contract or bid opportunity that contained an embedded sheltered solicitation component, exclusively for competition among State of Ohio certified minority business enterprises, which was performed by potential offerors/contractors.
Emergency Condition
A situation which creates a threat to public health, welfare, safety, which may arise by reason of epidemics, riots, equipment failure or such other reasons as may be proclaimed by the governor; or which interrupts the operation of production facilities maintained by Ohio penal industries in its program for employment of prisoners.
Enterprise Information Technology Contracting (EITC)
The Department of Administrative Services, Office of Information Technology's Enterprise Information Technology Contracting staff are responsible for creating contracts for information technology and telecommunication goods and services.
Equal Opportunity Division
The Ohio Department of Administrative Services' Equal Opportunity Division advocates for Ohio's minority and socially disadvantaged businesses and assists those businesses by aligning them with state government contracting and procurement opportunities. The Division adheres to the principle of equal employment opportunity without regard to race, sex, color, religion, age, national origin, disability or veteran status.
Equipment
Items, implements, and machinery with a predetermined and considerable usage life.
Estimated Award Date
Projected date that the evaluation will be complete and the contract will be executed.
Expiration Date
The last day on which the contract may be used to place orders.
Extended
A status change to an invitation to bid, request for proposals or contract, which includes state term schedules, master maintenance agreements, master cloud service agreements and master service agreements, that modifies an established date in the opportunity or contract to an agreed-to period beyond the previous date. Extended is sometimes used synonymously with the term renewed.

F

Federal Acquisition Regulations (FAR)
The collection of policies for use by all federal executive agencies in their acquisition of supplies and services with appropriated funds.
Financing Available
This supplier offers lease-to-purchase (LTOP) options on this schedule. The user's payments can be applied to the purchase of the equipment.
Free on Board (FOB) Destination
Title changes hands from supplier to purchaser at the destination of the shipment; supplier owns goods in transit and files any claims. Payment of freight charges is determined by contract terms.
Force Majeure
Acts beyond the control of the party in question; acts of God or disruptive conditions for which a supplier or carrier cannot be held responsible.

G

General Distribution Contract (GDC)
A mandatory, competitively bid term contract with one or more contractor(s) to provide specific supplies or services routinely required by state agencies over an extended period of time. These contracts are made available to all state agencies and generally, all Cooperative Purchasing members.
General Services Administration (GSA)
A United States government agency providing real estate, fleet management, facilities management, surplus property services, procurement, and technology services.
General Services Division (GSD)
The General Services Division, within the Ohio Department of Administrative Services, performs a variety of functions including procurement, fleet management, insurance, printing, mail services, real estate services, asset management, facilities management, security services and surplus property services.
Government Entity (GE)
A state, a state instrumentality, a political subdivision, a political subdivision instrumentality, or a combination of one or more of the preceding.
Group Purchasing Contract (GPC)
Any multi-state, national consortium, or other state's contract where the state of Ohio is a participating entity.

H

Hardware
The mechanical, magnetic, electronic and electrical components comprising a computer system.
Historically Underutilized Business (HUB)
An individual, partnership, corporation or joint venture of any kind that is owned and controlled by United States citizens and residents of Ohio, who have been determined to be socially and economically disadvantaged.

I

Index Number
A short contract designator, often represented by three alpha characters followed by three numbers.
Inquiries
Questions submitted for an invitation to bid or request for proposals.
Inquiry Period
Refers to the period in which suppliers can ask questions about a bid opportunity that has been posted.
Intra State Transfer Voucher (ISTV)
A process by which state agencies are able to invoice one another and pay for services and/or products.
Invitation to Bid (ITB)
A process used to solicit competitive sealed bids (CSB's) from suppliers and generally used for commodity purchases. Also refers to all documents used for soliciting competitive sealed bids .
Invoice
An itemized listing showing delivery of the supplies or performance of the services described in the order, and the date of the purchase or rendering of the services, or an itemization of the things done, material supplied, or labor furnished, and the sum due pursuant to the contract or obligation.
Issued By
The government entity responsible for issuing the Request for Proposals or Invitations to Bid, often on behalf of a requesting agency or other government entity.

J

Joint Venture
A partnership or cooperative agreement between two or more persons restricted to a single effort.

K

L

Leasing Available
This supplier offers rental options on this schedule. The user's payments are not applied to the purchase of the equipment.
Life Cycle Cost
The total cost of ownership, including acquiring, operating, maintaining, supporting, and (if applicable) disposing of an item.
Limited Distribution Contract (LDC)
A mandatory, competitively bid term contract established with one or more contractor(s) to provide specific supplies or services to specific state agencies. These contracts may be used by only the named agencies.
Liquidated Damages
A specific sum stated in the contract to be paid by the party who is in default, or who breaches the contract, to the other party in settlement for damages.
Lowest Responsive and Responsible Bidder
A bidder whose proposal responds to the bid specifications in all material respects and contains no irregularities or deviations from the specifications which would affect the amount of the bid or otherwise provide the bidder with a competitive advantage, and whose financial condition, experience, conduct and performance on previous contracts, facilities, and management skills, support their ability to execute the contract properly.

M

Master Cloud Service Agreement
A contract for hosted term license software, hosting outside of Ohio hardware, Software as a Service (Saas), Cloud Platform as a Service (Paas) or Cloud Infrastructure as a Service (IaaS).
Master Maintenance Agreement (MMA)
An optional contract available for maintenance and service of equipment (e.g. hardware, software, copiers, vending machines) that is no longer covered under a manufacturer's warranty. Services may include remedial maintenance calls and preventative maintenance inspections.
Master Service Agreement (MSA)
A contract for services only with related service attachments for specific services within the contract. A MSA is usually developed for telecommunication services.
Material
Items or substances of an expendable or nonexpendable nature from which something can be made, improved, or repaired.
Material Safety Data Sheets (MSDS)
Documentation concerning a hazardous chemical that identifies the chemical, the common names of the ingredients, the physical and chemical characteristics, the hazards of the chemical and the emergency and first aid procedures to be considered when working with that chemical.
Merchant Category Code (MCC)
A four-digit number assigned to a business by credit card companies ( e.g. American Express, MasterCard, VISA) when the business first starts accepting one of these cards as a form of payment. This code is used to classify the business by the type of goods or services it provides.
Minority Business Enterprise (MBE)
A business enterprise owned and controlled by a United States citizen and resident of Ohio, belonging to one of the following ethnic groups: African American, Asian, Hispanic, or Native American.
Minority Business Enterprise Participation (MBEP)
A competitive opportunity or a negotiated schedule that is open to all suppliers, and awarded to a certified minority business enterprise.
Minority Business Enterprise Competition (MBE3)
A negotiated schedule where three or more certified Minority Business Enterprise schedule holders or dealers are available within a state term schedule area/category. Agencies shall solicit quotes from three or more MBE certified schedule holders or dealers available in that state term schedule or master maintenance agreement category in order to claim MBE set-aside credit for purchases made off of these contracts.
Multiple Award Contract (MAC)
A mandatory term contract established with multiple contractors for the same or similar item(s).

N

National Association of State Procurement Officers (NASPO)
A non-profit association comprised of directors of the central purchasing offices in each of the 50 states, the District of Columbia, and the territories of the United States. Member purchasing officials provide leadership in professional public procurement, improve the quality of procurement, exchange information to attain greater efficiency, economy, and customer satisfaction through cooperative contracting and other collaborative efforts.
National Institute of Governmental Purchasing (NIGP)
A not-for-profit educational association that develops and supports the public procurement profession through education and research programs, professional support, technical services, and advocacy.
North American Free Trade Agreement (NAFTA)
A trade agreement between the United States, Mexico, and Canada intended to eliminate tariffs between the countries.

O

Offeree
The state department, office, institution, board, or commission who is seeking to purchase supplies and/or services through a request for proposals.
Offeror
A person or firm who submits a proposal in response to a request for proposals.
Office of Budget and Management
Develops, coordinates and monitors the individual budgets of state agencies and reviews all financial transactions made with public funds.
Office of Information Technology
Delivers statewide information technology and telecommunication services to state government agencies, boards, and commissions as well as policy and standards development, lifecycle investment planning, and privacy and security management.
Office of Procurement from Community Rehabilitation Programs (OPCRP)
Assists state agencies and political subdivisions with purchasing supplies and services offered by organizations employing people with work-limiting disabilities.
Office of Procurement Services (OPS)
The Office of Procurement Services is comprised of the following units:
  • State Purchasing assists state agencies with the procurement of supplies and services through competitive selection and negotiated contracts.
  • Information Technology Procurement Services assist state agencies with the procurement of IT related supplies and services through competitive selection and negotiated contracts.
  • Cooperative Purchasing extends the benefit of state contract pricing to participating political subdivisions, such as local governments, schools and universities.
  • Office of Procurement from Community Rehabilitation Programs helps state agencies purchase supplies and services from work centers that employ people with disabilities.
Ohio Administrative Code (OAC)
Contains the full text of rules and regulations adopted by state agencies to carry out the policy intent of statutes in the Ohio Revised Code.
Ohio Administrative Knowledge System (OAKS)
The enterprise resource planning system used by State of Ohio employees to manage purchasing, general ledger, accounts receivable, accounts payable, eProcurement, and budget and planning.
Ohio Bid
A bid received from a bidder offering Ohio products or a bidder demonstrating significant Ohio economic presence.
Ohio Business Enterprise
Domestic corporations as defined in division (A) of section 1703.01 of the Revised Code and any sole proprietorship, partnership, or joint venture whose principal place of business is located in Ohio.
Ohio Marketplace
An electronic commerce shopping environment for state agencies, boards, and commissions that provides a comprehensive requisitioning and order delivery solution for those goods and services available on existing Department of Administrative Services' contracts and those offered by required state resources.
Ohio Marketplace (OMP) Contract
This flag designates the contract is available in the Ohio Marketplace.
Ohio Penal Industries (OPI)
A division of the Ohio Department of Rehabilitation and Correction that provides valuable work opportunities to inmates and produces quality, cost-efficient products and services. Section 5147.07 of the Ohio Revised Code requires that state agencies purchase through Ohio Penal Industries if it can meet the state agency need.
Ohio Products
Products that are mined, excavated, produced, manufactured, raised, or grown in the state by a person where the input of Ohio products, labor, skill, or other services constitutes no less than 25 percent of the manufactured cost. With respect to mined products, such products shall be mined or excavated in this state.
Ohio Revised Code (ORC)
Contains all current statutes of the Ohio General Assembly of a permanent and general nature, consolidated into provisions, titles, chapters and sections. However, the only official publication of the enactments of the General Assembly is the Laws of Ohio; the Ohio Revised Code is only a reference.
Ohio Shared Services (OSS)
Manages multiple business processes including accounts payable, travel and expense reimbursements, supplier management, enterprise content management, and contact center assistance for state agencies.
On-time Replies
The proposals or bids that have been submitted by the opening deadline and certified as being valid responses.
One-time Bid Contract (OTB, ONE)
A competitively bid contract for a definite quantity of supplies or services under a definite delivery schedule.
Opening Date
The day and time when sealed bid responses are opened as specified in the invitation to bid or request for proposals.
Open Market Competition (OPEN)
State contracting opportunities that are open for all businesses to bid on and compete for.
Open to Co-op
Indicates the contract may be used by political subdivisions who are Cooperative Purchasing Program members.
Opportunity Status
Refers to where an opportunity is in its lifecycle (e.g. under evaluation, awarded, renewed, and cancelled).
Opportunity Type
The type of competitive selection process for that opportunity. The types are invitation to bid and request for proposals.
Order
A copy of a contract or a statement of the nature of a contemplated expenditure, a description of the property of supplies to be performed, other than a service performed by officers and regular employees of the state, and per diem of the national guard, and the total sum of the expenditure to be made therefore, if the sum is fixed and ascertained, otherwise the estimated sum thereof, and an authorization to pay for the contemplated expenditure, signed by the person instructed and authorized to pay upon receipt of a proper invoice.
Original Contract
The contract as it was executed initially, without amendments/addenda. The current version of the contract is the original contract plus any amendments/addenda.
Original ITB
The document used to solicit bids.
"Other" Entity
Any agency or government entity other than the Department of Administrative Services.

P

Partial Minority Business Enterprise (PMBE) Contract
A competitive opportunity in which a portion of the supplies/services listed in a bid are set-aside for competition among only certified minority business enterprises.
Payment Card (Pcard)
A credit card issued to state employees for making small dollar purchases of goods and services.
Payment Card Purchases
Purchases of supplies or services with made with a state of Ohio payment card.
Political Subdivision
A political entity within a state, which has been delegated certain functions of local government (e.g. counties, townships, municipalities, school districts, public libraries, regional park districts).
Portable Document Format (PDF)
The PDF document maintains the look and presentation of the original document using a free reader available from Adobe. PDF files can be viewed across multiple platforms (Mac, PC, UNIX) using the appropriate reader for that platform.
Posting Date
The date an invitation to bid or request for proposal is made available for public viewing.
Pre-Bid Conference
Meeting held with prospective bidders prior to solicitation of bids, to clarify any ambiguities, answer bidder questions, and ensure all bidders have a common basis of understanding regarding the supplies or services required.
Pre-Proposal Conference
Meeting held with prospective offerors prior to solicitation of proposals, to clarify any ambiguities, answer offeror questions, and ensure all offerors have a common basis of understanding regarding the supplies or services required.
Refers to a contract's predecessor.
Price Adjustment
The process of changing a price for a good or service that is offered on a contract, thereby changing the price that state agencies, boards, commissions, and political subdivisions (if applicable) would pay for the good or service.
Printing Request Order
The process used by state agencies to request printing services from the Department of Administrative Services. This process begins with the agency contacting their assigned customer service representative and populating the order form.
Produced
The manufacturing, processing, mining, developing, and making of a thing into a new article with a distinct character in use through the application of input, within the state, of Ohio products, labor, skill, or other services. "Produced" does not include the mere assembling or putting together of non-Ohio products or materials.
Products
Material, manufacturer's supplies, merchandise, goods, wares and foodstuffs.
Proposal
All documents, whether attached or incorporated by reference, supplied by an offeror in response to a request for proposal.
Purchase
To buy, rent, lease, lease purchase, or otherwise acquire supplies or services. "Purchase" also includes all functions that pertain to the obtaining of supplies or services, including description of requirements, selection and solicitation of sources, preparation and award of contracts, all phases of contract administration, and receipt and acceptance of the supplies and services and payment for them.
Purchase Order (PO)
A purchaser's written document to a supplier formalizing all the terms and conditions of a proposed transaction, such as a description of the requested item(s), delivery schedule, terms of payment, and transportation.

Q

R

Recycled Content Product
Product made from pre-consumer or post-consumer recovered materials whose portion of weight or volume of recovered materials meets or exceeds the minimum content percentage standard guidelines established by the Ohio Department of Administrative Services.
Release and Permit (R&P)
A required type of prior approval issued by the Ohio Department of Administrative Services to state agencies for certain purchases and/or those purchases that exceed the agency's direct purchase authority. The Ohio Department of Administrative Services issues a release and permit when it has been determined that it is not possible or advantageous to make the purchase on behalf of the agency. For information technology, Release & Permit refers to a request reviewed and approved through the Office of Information Technology's Release & Permit System. (EITC)
Renewed
A status change to an invitation to bid, request for proposals or contract, which includes state term schedules, master maintenance agreements, master cloud service agreements and master service agreements, that modifies an established date in an opportunity or contract to an agreed to period beyond the previous date. Extended is sometimes used synonymously with the term renewed.
Requesting Agency
The agency or government entity requesting the opportunity.
Request for Information (RFI)
A process used to gather background information on potential goods or services that may be procured by an agency in the future.
Request For Proposal (RFP)
A process used to solicit competitive sealed proposals from suppliers for more complex goods and services such as information technology systems and services, medical equipment, etc. Also refers to all documents used for soliciting competitive sealed proposals.
Request for Quote (RFQ)
A process used to solicit bids from suppliers for simple goods and services.
Required State Resources
Sources of supply mandated by the Ohio Revised Code that agencies must consider first when a procurement need exists . If the sources of supply are capable of meeting the agency's needs, the agency is required to purchase from that source. Required state resources, in hierarchical order, are Ohio Penal Industries, the Community Rehabilitation Program, the Department of Mental Health and Addiction Services, Ohio Pharmacy Services, and the Rehabilitation Services Commission.
Requisition
An internal document by which a using agency sends details of supplies, services, or materials required to the purchasing authority.
Reverse Auction (RA)
A purchasing process in which qualified bidders competitively submit bids to sell services or supplies in an open environment via the internet. The auction is an invitation-only, timed event in which price is a determining factor.
Reverse Auction Qualification Summary (RAQS)
A form required for those bidders wishing to participate in a reverse auction. The summary is used to qualify bidders for reverse auctions.
Revised Contract
The original contract plus any amendments/addenda.

S

Schedule Number
A designator that is specific to a supplier under a state term schedule .
Services
The furnishing of labor, time, or effort by a person, not involving the delivery of a specific end product other than a report which, if provided, is merely incidental to the required performance. "Services" does not include services furnished pursuant to employment agreements or collective bargaining agreements.
Software
Computer programs, data, routines, operating systems, languages, etc. used to perform a specific function by a computer system
Special Form
A document that holds information relevant to the opportunity. The form is provided for review during the opportunity phase of the Procurement lifecycle.
Specification (Spec)
Any description of the physical or functional characteristics or of the nature of supplies or service to be purchased. It may include a description of any requirements for inspecting, testing, or preparing supplies or services for delivery.
Staff Augmentation Services
Specialist resources from an outside company are used to fill temporary staffing needs. (EITC)
Standard Industrial Classification (SIC) Codes
Four-digit industry codes that were originally created by the federal Office of Management and Budget (OMB) for statistical purposes. Other organizations sometimes use these codes when classifying business establishments.
State Term Contract
A contract that addresses the estimated requirements for a number of agencies for supplies or services that are used repeatedly or in significant quantities over a period of time. Agencies place orders directly with term contract suppliers for the quantity needed.
State Term Schedule (STS)
Contracts negotiated directly with a manufacturer or service provider who must agree to terms and conditions prepared by the Department of Administrative Services. Pricing is either based upon General Services Administration pricing schedules or a manufacturer's most favored customer pricing schedule for a similarly situated customer. The manufacturer or service provider may name any number of authorized distributors who will provide the products or services to the agencies on their behalf.
Statement of Work
The response from the supplier/contractor outlining very specifically how the supplier proposes to complete the work as outlined in the Scope of Work. It defines what will be done, how, by whom, and cost factors.
Status Code
Defines the status of the opportunity or contract given a recent procurement event such as posting, cancelled, awarded, amended, a new inquiry, a new alert, or placed under evaluation.
Statute
A law enacted by a legislature.
Submit Inquiry
The process by which a supplier can solicit the State for clarification regarding the content of a competitive opportunity. The Inquiry process is a fixed time period, and is specified in the opportunity document.
Supplier
An entity that sells products, supplies and/or services.
Supplies
All property, including but not limited to equipment, materials, insurance, and other tangible assets and insurance, but excluding real property or an interest in real property.
Surety
A person or entity providing a bond to a contractor to indemnity the State against all direct and consequential damages suffered by failure of the contractor to perform the contract and to pay all lawful claims of subcontractors, material suppliers and laborers as applicable.

T

Term Contract
A contract for an indefinite quantity of supplies or services over a fixed period of time.
Terms and Conditions (T & C)
Legal provisions of a contract that describe the nature, limits, and boundaries of that contract.
Title Page
The first page of the contract containing various pieces of information.

U

Under Evaluation
A status code assigned to a request for proposals or invitation to bid indicating that proposals or bids are being reviewed. The period of time begins from the opening date, and ends when a contract is awarded.
United Nations Standard Products and Service Codes (UNSPSC)
Provides an open, global, multi-sector standard for efficient, accurate classification of products and services.
An independent entity formed to govern and administer the Certified Public Procurement Officer and Certified Professional Public Buyer certification programs.
Updates
A status change to an opportunity or contract. Status designations can include: active, posted, amended, cancelled, under evaluation, and awarded.

V

View Q & A
Allows the review of the associated inquiries and answers for the Opportunity.

W

W-9 Form
A federal Internal Revenue Service Request for Taxpayer Identification and Certification Form, required to be completed by suppliers doing business with the state.
Waiver
An exemption that permits an agency to not purchase supplies or services from a required state resource or an established contract. Waivers can only be granted by the purchasing authority.
Women-Owned Business Enterprise (WBE)
A business that is at least 51 percent controlled, operated and owned by a woman or women.

X

Y

Z

ACRONYMS

ASC
Agency-Specific Contract
CFR
Code of Federal Regulations
COB
Close of Business
CO-OP
Cooperative Purchasing Program
CPPB
Certified Professional Public Buyer
CPPO
Certified Public Purchasing Officer
CRP
Community Rehabilitation Program
CSB
Competitive Sealed Bid
CSP
Competitive Sealed Proposal
CTS
Complaint to Supplier
DAS
Department of Administrative Services
DBE
Disadvantaged Business Enterprise
DDD
Desired Delivery Date
DP
Data Processing
DPA
Direct Purchase Authority
EDGE
Encourage Diversity, Growth and Equity
EDI
Electronic Data Interchange
EEO
Equal Employment Opportunity
EITC
Enterprise Information Technology Contracting
EMBE
Embedded Minority Business Enterprise
EOD
DAS Equal Opportunity Division
FAR
Federal Acquisition Regulations
FOB
Free On Board
GDC
General Distribution Contract
GE
Government Entity
GPC
Group Purchasing Contract
GSA
Federal General Services Administration
GSD
DAS General Services Division
HUB
Historically Underutilized Business
I-AM
Information-Action Manual
ISTV
Intra State Transfer Voucher
IT
Information Technology
ITB
Invitation to Bid
LDC
Limited Distribution Contract
LPA
Local Project Assistance
LTOP
Lease to Purchase
MAC
Multiple Award Contract
MBC
Mandatory Bidders Conference
MBE
Minority Business Enterprise
MBE3
Minority Business Enterprise Competition
MBEP
Minority Business Enterprise Participation
MCC
Merchant Category Code
MCSA
Master Cloud Service Agreement
MMA
Master Maintenance Agreements
MPC
ABA Model Procurement Code for State and Local Governments
MRO
Maintenance, Repair and Operating Supplies
MSA
Master Service Agreement
MSDS
Material Safety Data Sheet
NAFTA
North American Free Trade Agreement
NASPO
National Association of State Procurement Officials
NIGP
National Institute of Governmental Purchasing
OAC
Ohio Administrative Code
OAKS
Ohio Administrative Knowledge System
OBM
Office of Budget and Management
OEM
Original Equipment Manufacturer
OIT
Office of Information Technology
OMP
Ohio Marketplace
ONE
One-time Bid
OPCRP
Office of Procurement from Community Rehabilitation Programs
OPI
Ohio Penal Industries
OPS
Office of Procurement Services
ORC
Ohio Revised Code
OSS
Ohio Shared Services
OTB
One-time Bid
PB
Performance Bond
PDF
Portable Document Format
PMBE
Partial Minority Business Enterprise Set-Aside
PRO
Printing Request Order
PO
Purchase Order
R&P
Release and Permit
RA
Reverse Auction
RAQS
Reverse Auction Qualification Summary
REN
Rental
REQ
Requisition
RFI
Request for Information
RFP
Request for Proposal
RFQ
Request for Quote
RFQu
Request for Qualifications
S&LG
State and Local Government Contract
SIC
Standard Industrial Classification
SOW
Statement of Work
STS
State Term Schedule
SV
Site Visit
T&C
Terms and Conditions
UNSPSC
United Nations Standard Products and Service Codes
UPPCC
Universal Public Purchasing Certification Council
WBE
Women-owned Business Enterprise