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Glossary P-Q-R


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Parties Excluded from Procurement Programs:
Contractors included on the "Consolidated List of Debarred, Suspended and Ineligible Contractors." This list is compiled, maintained and distributed by the General Services Administration (GSA).
A mutually beneficial business-to-business relationship based on trust and commitment and that enhances the capabilities of both parties.
Pre-Award Survey:
An evaluation by a contracting activity of a prospective contractor's capability to perform a proposed contract. Site visits to contractor facilities are often conducted to determine qualifications and eligibility to receive awards.
Information relating to bids, including conferences, available plans or specifications, and other details.
Price Analysis:
The process of examining and evaluating a proposed price by comparing it with other offered prices or prices previously paid for similar goods or services.
Prime Contract:
A contract entered into by an agency for the purpose of obtaining supplies, materials, equipment, or services of any kind.
Prime Contractor:
A corporation, partnership, business association, trust, joint-stock company, educational institution or other non-profit organization, or individual who has entered into a prime contract with an agency.
Private Bids:
Specific types of bids, often defined by statute or regulations which are outside the realm of the public bidding process.
The government purchasing process, generally referring to advertising, soliciting, specifying, selecting, and awarding purchase contracts through a competitive bidding process. E-procurement is generally considered the electronic and internet-based version of this.
Procurement Activity:
The organization within an agency authorized to enter into contractual relationships.
Procurement Automated Source System (PASS):
A database managed by the Small Business Administration that contains information on over 230,000 small businesses. PASS must be queried and reviewed by agency personnel to locate potential contractors. Not all small businesses are in the PASS database, but it does represent a good sampling of the availability of business in a particular industry. One of the primary reasons for the PASS search is that if any sources are found, the results are included in the "Justification for Other than Full and Open Competition (JOFOC).".
Procurement Center Representative (PCR):
Small Business Administration (SBA) representatives assigned to federal agencies to assist in conducting their small business programs by recommending sources and the use of appropriate set-asides. PCRs have the authority to challenge a contracting officer's decision not to conduct a particular procurement as a set-aside; they also review and make recommendations on proposed subcontracting plans.
Procurement List:
A list of supplies and services that the Committee for Purchase from People Who Are Blind or Severely Disabled has determined to be available for mandatory purchase by federal agencies.
Procurement Official:
Any civilian or military official or employee of an agency who has participated personally and substantially in any of the following activities for a particular procurement:
  • Drafting a specification or a statement of work for that procurement;
  • Reviewing or approving a specification or statement of work developed for that procurement;
  • Preparing or developing procurement or purchase requests for that procurement;
  • Preparing or issuing a solicitation for that procurement;
  • Evaluating bids or proposals for that procurement;
  • Selecting sources for that procurement;
  • Negotiating to establish the price or terms and conditions of a particular contract or contract modification;
  • Reviewing and approving the award of a contract or contract modification. (FEDERAL ACQUISITION REGULATION, 3.104-4,(h)(1))
A firm in a developmental stage that aspires to increasing its capabilities through a mutually beneficial business-to-business relationship.
A written objection by an interested party to a procurement action conducted by an agency.
Public Tenders:
Public (government) bids
Purchase Order:
An offer made by an agency to buy certain supplies or nonpersonal services from commercial sources and based on specified terms and conditions. The aggregate amount shall not exceed the small purchase limit, currently $100,000.
Purchase Request (PR):
A document that is used to initiate a procurement action. Whether referred to as a PR, requisition, or procurement directive, it provides the necessary authorization to proceed with a procurement.


Qualified Film Producers List (QFPL):
A list of producers qualified to make Government film productions. The Department of Defense (DOD), Federal Audiovisual Contract Management Office (FACMO) maintains this list.
Qualified Producers List (QPL):
A list of vendors who have been qualified in advance of a solicitation to provide a particular product or service.
Qualified Video Producers List (QVPL):
A list of producers qualified to make Government video productions. The DOD, FACMO maintains this list.


The process used by an agency's contracting officers to approve and legitimize an otherwise proper contract made by an individual without contracting authority.
Request for Proposal (RFP):
Request for Proposal. A process where an agency or government can seek a specific proposal from vendors. Follows a specifications process and formalized set of standards and procedures. Generally seeks less vendor input than an Request for Information (RFI) but more than a Request for Quote (RFQ).
Request for Information (RFI):
Request for Information. A process where an agency or government can seek vendor input on a proposed product, process, or product. Allows for more information and consideration, rather than asking for a more specific proposal, or an actual price quote for a specified product or service.
See Request for Proposal
Request for Quote (RFQ):
Request for Quote. A process where an agency or government can seek prices from vendors for a specified product or service. Part of the competitive bidding process, this generally means less flexibility than an Request for Information (RFI) or RFP.
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Popular terms (Glossary)

Contract Award: Occurs when the contracting officer has signed and distributed the contract to, or notified the contractor.

Commerce Business Daily: A Department of Commerce publication used by federal agencies to publish a summary or synopsis of their upcoming procurements to notify interested businesses. Now largely replaced by the Fedbizopps internet site.

RFP - Request for Proposal: A process where an agency or government can seek a specific proposal from vendors. Follows a specifications process and formalized set of standards and procedures. Generally seeks less vendor input than an RFI but more than an RFQ.

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