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(all are in reference to contracts for supplies or services)
Acceptor of Deliverables: Person who approves invoices from the contractor. This person may or may not be the requestor.
Appropriation Law: The body of law that governs the availability and use of federal funds.
Bona fide need: A fiscal year appropriation may be obligated only to meet a legitimate, or bona fide, need arising in, or in some cases arising prior to but continuing to exist in, the fiscal year for which the appropriation was made.
Central Contractor Registration (CCR) database: The primary government repository for contractor information required for the conduct of business with the government.
Classified Contract: Any contract in which the contractor or its employees must have access to classified information during contract performance. A contract may be a classified contract even though the contract document itself is unclassified.
Contract: A mutually binding legal relationship obligating the seller to furnish the supplies or services and the buyer to pay for them. For these purposes, NPS is the buyer.
Contract Modification: Any written change in the terms of an awarded contract.
Contracting Office: Is an office that awards or executes a contract for supplies or services. NPS’ contracting office is FISC-San Diego. NPS can utilize other government agencies who have contracting authority but, in some cases, approval is required to do so. NPS does not have contracting authority.
Contracting Officer: Is a person with authority to enter into, administer, and/or terminate contracts as well as make related determinations and findings. NPS does not have contracting authority.
Contractor: An individual who agrees to perform services or furnish materials at a specified price and timeframe.
DUNS Number: Date Universal Numbering System number (DUNS) from Dun and Bradstreet, required for individuals wishing to do business with the government.
Federal Acquisition Regulations (FAR): Rules governing contracts.
Financial Management Regulations: Department of Defense rules governing finances.
Full funding: Funds are provided for the total contract award amount by the requestor.
Funds Administrator: A Sponsored Programs Financial Analyst (SPFA), Administrative Support Assistant (ASA) or other individual who administers NPS accounts. SPFAs maintain reimbursable and PI/PM indirect accounts, while ASAs and others work with direct, NIFR and department indirect accounts.
Incremental funding: Partial funding is provided by the requestor towards the total contract cost amount.
Independent Government Estimate (IGE): A cost estimate for the contract, including labor and other direct costs. Other direct costs could include but are not limited to, travel, materials and supplies.
Invoice: A contractor’s bill or written request for payment under the contract for supplies delivered or services performed.
Market Research: Collecting and analyzing information about capabilities within the market to satisfy requirements for competition.
Prime Vendor: A company that agrees to perform services or furnish materials at a specified price and timeframe for a customer. The prime vendor utilizes vendor personnel, hires new personnel or contracts with individuals (subcontractors) to provide the service or materials to the customer.
NPS Purchase Request Form (PRF): An NPS internal document used to initiate procurement transactions such as credit card buys and contracts.
Requestor: NPS faculty or staff who initiates the request for contractual procurement.
Sole Source Acquisition: A contract for the purchase of supplies or services that is entered into or proposed to be entered into by an agency after soliciting and negotiating with only one source.
Sole Source Justification: A written document providing the reasons that the needed service and qualifications of the provider are unique, along with a market survey of at least two other vendors who provide the same or similar goods or services.
Statement of Work: A document that specifically defines tasks, deliverables, period of performance and costs for a proposed contract.
Subcontractor: An individual or company hired by a general or prime contractor to perform a specific task as part of the overall project.
Technical Point of Contact: NPS faculty or staff who will provide technical direction to the contractor, according to terms defined in the SOW. This person may or may not be the requestor.
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