Skip to Content

Login   Subscribe   Site Index   Contact Us   Google Translate™

NYS Comptroller

THOMAS P. DiNAPOLI

Electronic Documents Submission System (EDSS) Glossary of Terms

Table of Contents


Contract Reporter Exemption Request

Agency Reference Number
Any number, code, or combination of an identifier, apart from the contract number, used internally by the state agency to facilitate internal agency business needs.
Amount
The estimated cost associated with the CRER.
Attachments
Based on the CRER Type selection, a list of suggested documents will display on the attachments page in the EDSS application.
Comments
Any additional message the state agency needs to relay to OSC that is not covered in any other field.
Dates

Start Date

The anticipated contract start date.

End Date

The anticipated contract end date.

Department
An organizational unit within an individual agency or Business Unit. Department choices will be based on the user’s log-in credentials.
Exemption

Type of Exemption

  • Not Feasible to Advertise (Single Source)
  • Sole Source
  • Emergency

Please refer to the Guide to Financial Operations for more information.

Type of Request

  • New Contract/New Purchase
  • Extension of Time & Increase in Funds
  • No Cost Time Extension
  • Increase in Contract Value
  • Change in Contract Scope
Estimated Dollar Amount
Estimated cost associated with the CRER.
NYS Contract ID
A contract number is assigned by the state agency to each contract to aid in identifying the contract. The contract number begins with a letter prefix that provides a categorization of the contract. For additional information, please see the Guide to Finacial Operations
Procurement Type
  • Service
  • Commodities
  • Grant
  • Architect/Engineering
  • Other

Please refer to the Guide to Financial Operations for more information.

Request Name
Name of the CRER to be entered onto the Statewide Financial System. (Character limit of 40 characters).
Start Date
Enter the contract’s start date. If the contract has not yet been procured, please enter an approximate start date.
Supplier ID
Enter the Supplier/Vendor ID Number if known and EDSS will populate the Supplier’s name. Other possibilities include “unknown” and “multiple”. If “multiple”, include the list in your justification.

Procurement Records

Agency Reference Number
Any number, code, or combination of an identifier, apart from the contract number, used internally by the state agency to facilitate internal agency business needs.
Amount

Current Amendment Amount Only

Only include the amount associated with the current procurement record amendment.

Example:

If the original approved OSC procurement total was $3 million, and the state agency would like to amend the approved Procurement Record to increase the procurement by $400,000, then the current amendment amount is $400,000.

Grant Procurement Total (sum of all contracts awarded including renewals)

The total amount of the procurement award.

Examples:

  • If a state agency has a $3 million dollar appropriation to support a procurement and the procurement awards total $560,000 annually for a five year contract term, the procurement total would be $2.8 million ($560,000 x five years = $2.8 million), regardless of the amount appropriated for the program.
  • If a five year multiyear procurement results in contracts that have an annual award value of $560,000, the procurement total would be $2.8 million.

Initial Term Amount

The first term amount.

Examples:

  • If a five year procurement results in contracts that will have an initial year of $100,000 with four annual simplified renewals for a five year procurement total of $500,000, the initial term amount would be for $100,000.
  • If the procurement will result in multiyear contracts covering the full five years, the initial term amount would be $500,000.

Previously OSC approved Procurement Amount (including renewals)

The Procurement Total (sum of all contracts awarded including renewals) of the Procurement Record and any amendments already approved by OSC.

Attachments
Based on the transaction type selected, a list of the required documents will display on the Attach page in the EDSS application.
Comments
Any additional message the state agency needs to relay to OSC that is not covered in any other field.
Dates

Earliest Contract Start Date

The earliest contract start date for all contracts associated with the Procurement Record. Once the Procurement Record is approved, no contract can have a start date that precedes the earliest contract start date.

Latest Contract End Date

The latest contract end date for all contracts associated with the Procurement Record. Once the Procurement Record is approved, no contract can have an end date that is beyond the latest contract end date without an OSC approved procurement amendment.

Department
An organizational unit within an individual agency or Business Unit. Department choices will be based on the user’s log-in credentials.
NYS Contract ID
A contract number is assigned by the state agency to each contract to aid in identifying the contract. The contract number begins with a letter prefix that provides a categorization of the contract. For additional information, please see the Guide to Financial Operations.
Procurement Description
Brief description of the purpose of the Procurement Record.
Procurement Name
Name of the Procurement Record to be entered onto the Statewide Financial System. (Characters limited to 40 characters).
Procurement Number
  • For an original Procurement Record, this number will auto-populate once received into the Statewide Financial System (SFS).
  • For a Procurement Record Amendment, use the approved procurement number provided by OSC for this Procurement Record. This can be found on the OSC approval letter identified as “Procurement Record ID”, for example: LAW01-0000002-3600000.
Procurement Record Type
  • Competitive
  • Limited Funding
Term

The period of time (term) in which the contract is in effect.

  • Single Term (Fixed term)
  • Initial Term with Simplified Renewals
  • Multi-Year Term

If the term is being amended please refer to “define term”.

Define Term (including renewals)

Original Procurement Records

Term should represent how the state agency will execute the contracts associated with the Procurement Record.

Examples:

  • A five year contract with an initial first year and annual simplified renewals thereafter for four years.
  • A multiyear year contract with a straight five year term.
  • A fixed term with all contracts starting on the same date and ending on the same date.
  • Or a range of contract terms within a defined period, for example: all contracts will have a three year fixed term to fall within an earliest contract start date of 1/1/17 and a latest contract end date of 12/31/22.

Procurement Record Amendments

If the originally approved contract term is being amended as part of the procurement amendment, please provide detailed clarification regarding the term change. Please be specific and detailed in explaining the term change associated with the procurement amendment. Once the Procurement Record amendment is approved, the contract terms defined in the revised Procurement Record cannot be changed without an additional OSC approved Procurement Record Amendment.

Examples:

  • A previously approved one year contract with four annual simplified renewals is now being amended to become a one year contract with a single four year renewal.
  • A previously approved one year contract with four annual simplified renewals is now being amended into a single fixed term multiyear year contract with a straight five year term.
  • A previously approved one year contract with two annual simplified renewals is now being amended into a fixed term.
  • Contracts with a range of terms within a defined period are amended so all contracts will have a fixed term. For example, the amended contracts may now have a three year fixed term which falls within an earliest contract start date of 1/1/17 and a latest contract end date of 12/31/22.