Professional Documents
Culture Documents
Jargon Buster
Common procurement words
& expressions explained
July 2013
MBIE-MAKO-4107733
2
Acknowledgement and thanks development of this Guide
This guide is one in a series of guides that has been developed under the New Zealand
Government Procurement Reform agenda. It aims to help suppliers better engage with government
and support good procurement practice.
This guide is part of a Government initiative to make it easier for New Zealand businesses to
engage with government. It has been developed after consultation and discussion, including
feedback from the Procurement Development Group. Input and guidance were received from
this advisory group comprising senior procurement advisers from government agencies: the
Ministry of Foreign Affairs and Trade, the Ministry of Social Development, the Auckland District
Health Board, the Ministry of Agriculture and Forestry, the Ministry of Justice, Inland Revenue and
Public Trust.
Crown
Copyright
This work is licensed under the Creative Commons Attribution-Non-commercial-Share Alike 3.0 New Zealand
License. In essence you are free to copy, distribute and adapt the work non-commercially, as long as you attribute
the work to the Crown and abide by the other licence terms. To view a copy of this license, visit
http://creativecommons.org/licenses/by-nc-sa/3.0/nz/ Please note that no departmental or governmental emblem,
logo or Coat of Arms may be used in any way that infringes any provision of the Flags, Emblems, and Names
Protection Act 1981. Attribution to the Crown should be in written form and not by reproduction of any such
emblem, logo or Coat of Arms.
MBIE-MAKO-4107733
Introduction
Who is this Jargon Buster for?
This Jargon Buster has been developed for government agencies and suppliers.
Treasury: www.treasury.govt.nz
Chartered Institute of Purchase & Supply: The Official Dictionary of Purchasing &
Supply by Professor Jessop and HK Compton.
MBIE-MAKO-4107733
4
Definitions
Expression
Definition or explanation
Accessory
Activity based
costing (ABC)
Acquisition
Added value
Reference
Agency
Agreement
Rule 6
Aggregation
Rule 55
MBIE-MAKO-4107733
Rule 28
Rule 31
5
Expression
Definition or explanation
Reference
Annual
procurement plan
(APP)
Rule 17
Application to
qualify
Rule 53
Approach to
market
Approach to
market strategy
Approved
Government
Model Templates
Appropriation
MBIE-MAKO-4107733
Rule 59
6
Expression
Definition or explanation
Reference
Crown enters into a contract and not when it pays for it.
Approved
personnel
Arbitration
Attachment
Balanced
scorecard
BATNA
Benchmarking
If a proposed agreement
accept it
reopen negotiations
cant be improved
consider withdrawing
from negotiations
Benefit
realisation
Bespoke
procurement
A made-to-measure procurement.
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7
Expression
Definition or explanation
Bid rigging
Reference
Break clause
BOOT
Business
activities
Business case
Business
continuity
planning (BCP)
Business day
Business needs
analysis
MBIE-MAKO-4107733
Rule 19
8
Expression
Definition or explanation
Reference
Buy
Buyer
Buying
Capital
expenditure
(CAPEX)
Caveat emptor
It means let the buyer beware. The buyer accepts the goods
as is and the risk that they may be defective or unsuitable.
Change control
Charges
goods
charges include
fees
agreed expenses
daily allowances
costs
agreed expenses
Chartered
Institute of
Purchasing &
Supply (CIPS)
Clear business
day
Rule 29
Closed
competitive
process
Rule 15
Closed tender
MBIE-MAKO-4107733
9
Expression
Definition or explanation
Cluster
Reference
Collusion
Collusive bidding
Commercial in
confidence
Rule 30
Commercially
sensitive
information
Commissioning
Commodity
market
Rule 15
Common
Capability (CC)
contract
Rule 57
Common use
MBIE-MAKO-4107733
10
Expression
Definition or explanation
provision (CUP)
Competition
Competitive
advantage
Competitive
dialogue
Reference
Rules 5,
15, 21
Rule 31
Configuration
Conflict of
interest
Consortium
Construction
Constructive
market
engagement
Consumables
Continuous
MBIE-MAKO-4107733
Rules 15,
54
11
Expression
Definition or explanation
improvement
Contract
Contract award
notice
Contract
management
Reference
relationship management
contract administration.
Contract
management plan
Contract manager
Contract
opportunity
Contract register
Copyright
Corporate social
responsibility
Corruption
Corrective
maintenance
MBIE-MAKO-4107733
Rule 32
12
Expression
Definition or explanation
Cost
Cost benefit
analysis
Cost of change
Reference
Daily allowance
The fee the buyer pays the supplier for each day spent
delivering contracted services. The contract will usually
define how many hours make a day eg eight hours of work.
Deadline for
responses
Rule 33
Demand
Department
Dependency cost
Direct source
MBIE-MAKO-4107733
Rule 15
13
Expression
Definition or explanation
Reference
Disposal
Disposal account
Disposal notice
(DIS)
Due diligence
Making sure you get what you think you are paying for.
Duopoly
Dutch auction
E-auction
E-commerce
Education
services
higher education services - post-secondary, subdegree technical and vocational, and those leading
to a university degree or equivalent
E-marketplace
Emergency
MBIE-MAKO-4107733
Rule 4
Rule 42
Rule 13
Rule 15
14
Expression
Definition or explanation
Reference
tsunamis or flooding
End date
E-procurement
Escrow
Estimate
Ethics
Evaluation
criteria
Evaluation
methodology
Exemption from
open advertising
Expenses
Expression of
interest (EOI)
Extraordinary
event
Fees
The amount the buyer pays the supplier for the time spent
delivering services. Fees may be fixed price or calculated
MBIE-MAKO-4107733
Rule 15
15
Expression
Definition or explanation
Reference
Firm price
Fixed price
Force majeure
Framework
agreement
Rule 16
Rule 54
Page 4
Gateway
assurance
Rule 64
GST
Rule 9
Gap analysis
Geospatial
information
GETS
MBIE-MAKO-4107733
Rule 60
16
Expression
Definition or explanation
Reference
GETS listing
Rule 33
Goods
Rules 7, 8
Government
departments
Rule 6
Government
model contract
(GMC)
Government
Procurement
Agreement (GPA)
Government
Rules of Sourcing
Governments
market research
evaluating responses
negotiating
MBIE-MAKO-4107733
Rule 59
Rule 13
17
Expression
Definition or explanation
central financial
control functions
Reference
Page 4
Grant
Rules 12,
13
It can be either:
GST
Rule 9
Guidance
Page 5
Health services
Rule 13
MBIE-MAKO-4107733
ambulance services
18
Expression
Definition or explanation
Reference
Hidden costs
Hosting fee
ICT
Infrastructure
The basic systems that are integral to NZs economic wellbeing eg road and rail networks, power supplies, educational
institutions.
Inputs
Installation
Integration
Intellectual
property
Invitation to
tender (ITT)
Invitation To
qualify
Rule 53
MBIE-MAKO-4107733
Rule 52
19
Expression
Definition or explanation
registered suppliers list
Issues register
Joint liability
Key performance
indicators (KPIs)
Lead time
Letter of intent
Licence
Lost benefit
Maintenance
repair and
operating (MRO)
Maintenance
Maintenance kit
MBIE-MAKO-4107733
Reference
20
Expression
Definition or explanation
Manage for
results (MfR)
Reference
Market
monopoly
monopsony
duopoly
oligopoly
oligopsony
pure competition
Market soundings
Maximum total
estimated value
Rule 9
Minimum time
periods
Rules 27,
31
Milestone
MBIE-MAKO-4107733
21
Expression
Definition or explanation
Monopsony
Multi-step
process
Reference
Rule 31
Negotiation plan
Net profit
Whats left of the profit after all of the expenses and losses
are deducted, either before or after tax.
New construction
works
MBIE-MAKO-4107733
masonry work
Rule 8
22
Expression
Definition or explanation
Reference
Nominated
contact officer
Non-public
service
department
Notice
Notice of
procurement
Rules 34,
35
Official
Information Act
1982
Rule 5
Offset
Rule 3
Oligopsony
Oligopoly
23
Expression
Definition or explanation
Reference
Open tender
Operational
expenses
Opportunity cost
Opt-out
procurements
Rule 13
Other tender
documents
Rule 36
Outputs
(economic)
Outsourcing
Panel contract
Rule 14
Rule 54
Panel supplier
Rule 54
Party
Parties
Personnel
(contract)
Performance
criteria
MBIE-MAKO-4107733
24
Expression
Definition or explanation
Post-tender
negotiation (PTN)
Pre-conditions
Pre-existing
intellectual
property rights
Pre-qualified
supplier
Rule 53
Pre-qualified
suppliers list
A list of suppliers that a government agency has preapproved as capable of delivering specific goods or
services.
Rule 53
Predictive
maintenance
(PdM)
Premises
Present value
Preventative
maintenance (PM)
Price
Principles
Principles of
Government
Procurement
Private finance
initiative (PFI)
Private sector
MBIE-MAKO-4107733
Reference
Rule 25
Rule 1
25
Expression
Definition or explanation
Reference
Probity plan
Procurement
Procurement card
Procurement
forecasts
Procurement
The Chief Executive of the Ministry of Business, Innovation
Functional Leader and Employment has been appointed by the Commissioner
for State Services as the Functional Leader for procurement
activities across government.
Page i of
the Rules
Procurement
guidance
See guidance
Page 5
Procurement plan
Rule 17
Product
differentiation
Product surgery
Profit
Prototype
MBIE-MAKO-4107733
Rules 55,
56, 57, 59
26
Expression
Definition or explanation
Public entity
Reference
Public sector
Public service
departments
Purchasing
Purchase card
Pure competition
Quality
Quality
assurance
Quality control
Quotation
Reasonable cost
MBIE-MAKO-4107733
Rule 62
Rule 6
27
Expression
Definition or explanation
Records
Refurbishment
works
Reference
Rule 7
Rule 52
Registered
suppliers list
Rule 52
Registration of
interest (ROI)
Rule 31
Request for
proposal (RFP)
Rule 31
Request for
tender (RFT)
Rule 31
MBIE-MAKO-4107733
28
Expression
Definition or explanation
Reference
Response
Rules 28,
33
submitting a proposal
submitting a tender
Re-tender cost
Reverse auction
Risk
Risk analysis
Risk management
Risk management
plan
Risk management
strategy
Risk register
Risk statement
Rules
Sale of Goods
29
Expression
Definition or explanation
Reference
1908
Schedule
Selective tender
Sellers market
Service level
agreement (SLA)
Services
Rule 7
Simple
procurement
SMART
Sourcing
Specifications
Rule 24
30
Expression
Definition or explanation
Reference
Staff
Standing offer
Strategic
sourcing
Start date
The date when a contract begins and the supplier must start
providing the contracted goods or services.
State Sector
Rule 6
This is sometimes referred to as the third tier of
government. It includes Public Service departments,
agencies in the wider State Services and Offices of
Parliament, Crown Entities, Tertiary Education Institutes and
State Owned Enterprises.
Rule 54
Rule 6
Strategic
procurement
outlook
Subcontractor
Sufficient time
Sunk costs
quality responses
MBIE-MAKO-4107733
Rule 16
Rule 26
31
Expression
Definition or explanation
Reference
Supplier
Supplier
appraisal
Supplier debrief
Supplier
rationalisation
Supplier
relationship
management
(SRM)
Supply
Supply chain
Supply chain
management
Supply chain
networks
MBIE-MAKO-4107733
Rule 46
32
Expression
Definition or explanation
Reference
Sustainability
OAG
Syndicated
contracts (SCs)
Rule 56
Technical
specifications
Technical support A service that provides users with help and advice about
their products, which is usually provided by a hardware or
software company.
Tender
CIPS
Tender Watch
Code/s
Rule 33
Terms and
Conditions (Ts &
Cs)
The terms and conditions that detail the rules that apply to
fulfilling a particular contract and that form an integral part of
that contract. Buyers and sellers must agree the terms and
conditions to form a contract.
CIPS
The Crown
MBIE-MAKO-4107733
Rule 20
33
Expression
Definition or explanation
Reference
Total Cost of
Maintenance
(TCM)
Total cost of
ownership (TCO)
Treaty
Two stage
tendering
Unenforceable
contract
A contract that is valid, but which the court will not enforce
because of some defect such as nondisclosure, an
extraordinary event or other legislation.
Upgrade
Value
CIPS
CIPS
Value analysis
CIPS
MBIE-MAKO-4107733
34
Expression
Definition or explanation
Reference
Page 3
Value threshold
Rule 7, 8,
9
Variation
Vendor rating
Warranty
Welfare services
Without prejudice
social services, including residential and nonresidential welfare services to the old, handicapped,
children and other social assistance clients
administering benefits.
MBIE-MAKO-4107733
Rules 4,
13, 43
OAG
Rule 13