Glossary

A comprehensive guide to procurement terminology and Cothon platform-specific concepts. Use this as a reference when you encounter unfamiliar terms.

How to Use This Glossary

Terms are organized alphabetically with cross-references to related concepts. Each entry includes:

• Definition - Clear explanation of the term
• Context - How it's used in procurement or Cothon
• Example - Real-world usage when applicable
• Related terms - Cross-references to related concepts

A

Amendment

A formal modification to an RFP or contract after it's been issued. Amendments can change requirements, timelines, evaluation criteria, or other terms.

In Cothon: When an RFP is amended, upload the amended document as a new analysis and link it to the original. Cothon highlights changed requirements automatically.

Example: "Amendment 001 extended the RFP closing date from March 15 to March 29 and added a bilingual requirement to Section 3.2."

Related: RFP, Solicitation, Addendum

AODA (Accessibility for Ontarians with Disabilities Act)

Ontario legislation requiring organizations to identify, remove, and prevent barriers for people with disabilities.

In Cothon: RFPs often require AODA compliance for digital products and services. This appears as a compliance requirement in your analysis.

Example: "All web applications shall comply with AODA standards and WCAG 2.1 Level AA."

Related: WCAG, Accessibility, Compliance Requirement

API (Application Programming Interface)

Technical interface allowing different software systems to communicate and exchange data.

In Cothon: Use Cothon's API to integrate with your CRM, export data programmatically, or build custom workflows. Manage API keys in Settings > Security > API Keys.

Example: "We use the Cothon API to automatically sync new bid analyses to our Salesforce opportunity records."

Related: Integration, Webhook, Data Export

Award

The final selection and contract grant to the winning bidder.

In Cothon: Track awards in Analytics > Contract Awards to research which vendors win what types of contracts.

Example: "The contract was awarded to Acme Solutions Inc. for $2.5M over 3 years."

Related: Contract, Winner, Procurement Outcome

Award Notice

Official public announcement of contract award, typically published after the fact.

In Cothon: Award notices appear in Analytics and provide competitive intelligence on who won what contracts.

Example: "The award notice revealed that the incumbent won the re-compete despite two challengers bidding."

Related: Award, Public Record, Competitive Intelligence

B

Best and Final Offer (BAFO)

A request from the procuring agency for bidders to submit their best final pricing and terms, usually after initial evaluation.

Context: Indicates you're in the competitive range and the agency is narrowing down finalists.

Example: "We received a BAFO request, meaning we're one of 3 finalists. We lowered our price by 5% to remain competitive."

Related: Competitive Range, Negotiation, Finalist

Bid Analysis

The process of extracting, categorizing, and assessing requirements from an RFP.

In Cothon: The Bid Analysis module uses AI to automatically extract requirements, match them against your capabilities, and identify gaps. See Your First Analysis.

Example: "Our bid analysis revealed 147 requirements, of which we fully meet 95, partially meet 38, and cannot meet 14."

Related: Requirement Extraction, Capability Matching, RFP Analysis

Bid/No-Bid Decision

The strategic decision whether to pursue an opportunity or pass.

In Cothon: Use the Decision Scorecard to evaluate opportunities across multiple factors (strategic fit, capability match, win probability, etc.).

Example: "We made a no-bid decision due to insufficient cybersecurity capabilities and low win probability against the strong incumbent."

Related: Capture Management, Opportunity Evaluation, Strategic Fit

BN (Business Number)

A 9-digit unique identifier assigned by the Canada Revenue Agency (CRA) to businesses.

Context: Often required for government registration and contract award.

Example: "Our BN is 123456789RC0001."

Related: GST/HST Number, PBN, Registration

Boilerplate

Standard language that appears in most RFPs, such as general terms and conditions, submission instructions, and evaluation disclaimers.

In Cothon: AI filtering removes boilerplate during requirement extraction to focus on actual requirements.

Example: "The boilerplate terms and conditions account for 30 pages of the 100-page RFP, but only 5 pages contain actual technical requirements."

Related: Requirement Extraction, False Positive, Standard Terms

C

CanadaBuys

The Government of Canada's official procurement website where federal opportunities are posted.

In Cothon: Opportunities are automatically collected from CanadaBuys multiple times daily. Browse them in the Opportunities module.

URL: buyandsell.gc.ca

Related: Procurement Portal, Opportunities, Government of Canada

Capability

A documented skill, service, technology, or qualification your company possesses.

In Cothon: Define capabilities in Settings > Company Profile > Capabilities. The AI matches RFP requirements against your documented capabilities to assess bid feasibility.

Example Capabilities:

• "24/7 bilingual helpdesk support"
• "ISO 27001 certified"
• "5+ years implementing SAP ERP systems"

Related: Capability Matching, Company Profile, Requirement

Capability Matching

The process of comparing RFP requirements against your company's documented capabilities to determine fit.

In Cothon: Automated AI matching assigns each requirement a status:

• Fully Meets (≥80% confidence)
• Partially Meets (40-79% confidence)
• Cannot Meet (<40% confidence)

Example: "The AI matched 'bilingual support required' with our 'bilingual helpdesk team' capability at 94% confidence, assigning 'Fully Meets' status."

Related: Requirement, Capability, Gap Analysis

Capture Management

The strategic process of identifying, qualifying, and pursuing specific opportunities before the RFP is released.

Context: Proactive engagement with potential clients to shape requirements and position for the win.

Example: "Our capture manager has been engaging with DND for 6 months on this opportunity. When the RFP drops, we'll be in a strong position."

Related: Business Development, Opportunity Qualification, Pre-RFP Engagement

CBSA (Canada Border Services Agency)

Canadian federal agency responsible for border security and customs. A common procuring agency.

In Cothon: Filter opportunities by "CBSA" in Opportunities to find relevant tenders.

Related: Government Agency, Federal Procurement

Certification

Official recognition that your company or personnel meet specific standards or qualifications.

Common Certifications:

• ISO 9001 (Quality Management)
• ISO 27001 (Information Security)
• SOC 2 (Security Controls)
• ITIL (IT Service Management)
• PMP (Project Management Professional)

In Cothon: Document certifications in your Company Profile. AI identifies certification requirements and matches them.

Related: Compliance, Qualification, Accreditation

CISD (Corporate Information Services Division)

Internal IT department within government agencies. Often the end-user of IT procurements.

Context: Understanding the CISD's needs and pain points can help tailor your proposal.

Related: End User, Stakeholder, Government IT

Closing Date

The deadline by which proposals must be submitted.

In Cothon: Opportunities show closing dates prominently. Enable notifications to be alerted 72 hours before closing.

Example: "Closing date: March 31, 2026, 14:00 EDT. No late submissions accepted."

Related: Deadline, Submission, Timeline

Compliance

Meeting all mandatory requirements specified in an RFP.

Context: Non-compliant proposals are often disqualified without evaluation.

In Cothon: Compliance requirements are flagged with "High Priority". Use the Compliance Matrix export to track compliance in your proposal.

Example: "All bidders must be ISO 27001 certified to be considered compliant. This is a mandatory requirement."

Related: Mandatory Requirement, Qualification, Evaluation

Competitive Range

The group of bidders deemed most competitive and invited to continue in the evaluation process (e.g., submit BAFO or present).

Example: "Three bidders were selected in the competitive range based on initial technical scores."

Related: BAFO, Finalist, Down-Select

Contract Vehicle

The mechanism or framework through which a contract is awarded.

Common Vehicles:

• Standing Offer (SO)
• Supply Arrangement (SA)
• Task Authorization (TA)
• Task-Based Informatics Professional Services (TBIPS)
• Professional Services Supply Arrangement (PSSA)
• Direct Award / Sole Source

Example: "This requirement will be fulfilled via a Task Authorization against our existing TBIPS Standing Offer."

Related: Procurement Method, Standing Offer, Framework Agreement

Cost Proposal

The pricing component of your bid, separate from the technical proposal.

Context: Often evaluated separately. Low-price bidder doesn't always win if technical score is poor.

In Cothon: Generate pricing tables and cost narratives in the Proposal module.

Related: Pricing, Proposal, Financial Submission

CPARS (Contractor Performance Assessment Reporting System)

System used by the US government (and some Canadian agencies) to document contractor performance.

Context: Good CPARS ratings strengthen past performance evaluations. Poor ratings can disqualify you.

Example: "Our CPARS rating on the previous contract was 'Exceptional,' which we'll reference in our past performance section."

Related: Past Performance, Performance Evaluation, Reference

D

Debriefing

Post-award meeting where unsuccessful bidders can learn why they didn't win.

Context: Valuable for improving future bids. Always request a debriefing.

Example: "The debriefing revealed our technical approach was strong but our pricing was 15% higher than the winner."

Related: Lessons Learned, Post-Award, Feedback

DND (Department of National Defence)

Canada's military and defense department. One of the largest government procuring agencies.

In Cothon: Filter opportunities by "DND" or "National Defence" to find defense-related tenders.

Related: Federal Agency, Defense Procurement

DUNS Number

A unique 9-digit identifier for businesses issued by Dun & Bradstreet. Often required for government registration.

Context: Free to obtain. Required for some procurement portals.

Example: "Our DUNS number is 123456789."

Related: Business Registration, Vendor Registration, Identifier

E

Evaluation Criteria

The factors and scoring methodology used to assess proposals.

Common Criteria:

• Technical merit (40-60%)
• Past performance (10-20%)
• Price (20-40%)
• Management approach (10-20%)

In Cothon: AI extracts evaluation criteria and flags them separately from requirements. Understanding the criteria helps prioritize your proposal content.

Example: "Technical approach is worth 50 points, past performance 30 points, and price 20 points. We should focus heavily on our technical solution."

Related: Scoring, Assessment, RFP Evaluation

Executive Summary

The opening section of your proposal that summarizes your understanding, solution, and value proposition.

In Cothon: Auto-generated in proposals. Customize to highlight your win themes and differentiators.

Best Practice: Write the executive summary last, even though it appears first. It should synthesize your entire proposal.

Related: Proposal Section, Summary, Win Themes

F

Federal Government

The national government of Canada, comprising departments, agencies, and Crown corporations.

In Cothon: Federal opportunities are sourced from CanadaBuys and other official portals.

Related: Government of Canada, Public Sector, Federal Procurement

Flagged Terms

Custom keywords or phrases you configure to highlight in analyses.

In Cothon: Set up flagged terms in Settings > Bid Analysis > Flagged Terms. Use them to automatically identify risks, opportunities, or important requirements.

Examples:

• Risk flags: "liquidated damages," "performance bond," "penalty"
• Opportunity flags: "preferred," "incumbent not eligible," "small business set-aside"

Related: Risk Identification, Highlighting, Custom Configuration

Framework Agreement

A long-term contract establishing terms and conditions for future purchases, typically without committing to specific quantities.

Example: "We have a 5-year framework agreement with PSPC for IT services. They issue task authorizations against it as needs arise."

Related: Standing Offer, Supply Arrangement, Contract Vehicle

Fully Meets

A capability match status indicating your capabilities completely satisfy the requirement.

In Cothon: Assigned when AI confidence is ≥80%. Appears as green status in analyses.

Example: "Requirement: '24/7 bilingual support required.' Status: Fully Meets (91% confidence). Justification: Your capabilities include documented 24/7 bilingual NOC operations."

Related: Capability Matching, Match Status, Green Status

G

Gap Analysis

The process of identifying where your capabilities fall short of requirements.

In Cothon: "Partially Meets" and "Cannot Meet" requirements represent gaps. Use gap analysis to decide if you can fill gaps through hiring, training, or teaming.

Example: "Gap analysis revealed we need PBMM certification, which would take 4 months and $50K to achieve. Timeline doesn't allow it, so we'll seek a certified partner."

Related: Capability Gap, Teaming, Subcontracting

GC (Government of Canada)

The federal government of Canada.

In Cothon: Filter by "GC" or "Federal" to see federal opportunities.

Related: Federal Government, Public Sector

GCKey

The Government of Canada's authentication system for accessing government services online.

Context: Required to bid on CanadaBuys and access some procurement portals.

How to get: Register at gckey.gc.ca

Related: Authentication, Portal Access, Registration

GETS (Government Electronic Tendering System)

Former name of the CanadaBuys procurement portal.

Note: Now called CanadaBuys or Buy and Sell.

Related: CanadaBuys, Procurement Portal

GSIN (Goods and Services Identification Number)

Classification codes used to categorize products and services in government procurement.

Context: Helps agencies find relevant suppliers and suppliers find relevant opportunities.

Example: "Our company is registered under GSIN D301 (IT consulting services) and D305 (Software development)."

Related: Classification, NAICS, Service Categorization

GST/HST Number

Your business's Goods and Services Tax / Harmonized Sales Tax registration number.

Context: Required for government contracts to handle tax remittance.

Example: "Our GST/HST number is 123456789 RT0001."

Related: Tax ID, Business Number, Registration

H

HNSW (Hierarchical Navigable Small World)

An algorithm used for fast similarity search in high-dimensional data.

In Cothon: Powers the AI's requirement matching and similar opportunity detection. Technical implementation detail you don't need to worry about.

Related: AI Technology, Semantic Search, Vector Search

I

Incumbent

The current contract holder for a re-competed requirement.

Context: Incumbents have significant advantages: existing relationships, deep understanding of requirements, transition risk for client.

In Cothon: Vendor Analytics shows if there's an incumbent and their contract history. Use this to assess win probability.

Example: "Acme Corp is the incumbent on this 3-year contract. They'll have inside knowledge and relationships, making them tough to displace."

Related: Re-compete, Competitive Advantage, Past Performance

IRCC (Immigration, Refugees and Citizenship Canada)

Federal department responsible for immigration. A common procuring agency for IT and professional services.

In Cothon: Filter opportunities by "IRCC" to find immigration-related tenders.

Related: Federal Agency, Procuring Department

ISO Certification

International Organization for Standardization certifications demonstrating compliance with specific standards.

Common ISO Certifications in Procurement:

• ISO 9001: Quality management systems
• ISO 27001: Information security management
• ISO 20000: IT service management
• ISO 14001: Environmental management

In Cothon: Document ISO certifications in your Company Profile. Upload certificate PDFs to include in proposals automatically.

Related: Certification, Quality Standards, Compliance

ITSG-33

IT Security Guidance 33 - Canadian government security controls catalog.

Context: Required for systems handling government data. Specifies controls for different security categorizations (e.g., Protected B, Medium Integrity, Medium Availability).

In Cothon: ITSG-33 requirements are flagged as compliance requirements in analyses.

Example: "The system shall implement ITSG-33 security controls appropriate for Protected B data."

Related: Security Controls, Cybersecurity, Compliance

J

Joint Venture (JV)

A business arrangement where two or more companies collaborate to pursue an opportunity.

Context: Used when one company can't meet all requirements alone. Combines complementary capabilities.

In Cothon: Vendor Analytics tracks joint venture history to identify potential teaming partners.

Example: "We formed a JV with SecureCorp to combine our software development expertise with their cybersecurity credentials."

Related: Teaming, Partnership, Subcontracting

K

Key Personnel

Individuals proposed to lead or perform critical roles on the contract.

Context: Often evaluated as part of technical proposal. Agencies want to know who specifically will work on their project.

In Cothon: Document key personnel in Company Profile. Auto-populate staffing sections in proposals.

Example: "Key Personnel: Jane Smith (Project Manager, PMP, 15 years experience), John Davis (Technical Lead, AWS Certified, 10 years experience)."

Related: Staffing Plan, Personnel Qualifications, Résumés

L

Letter of Interest (LOI)

A document expressing your company's interest in an upcoming opportunity, submitted before the RFP.

Context: Used in two-stage procurement. The LOI qualifies you to receive the RFP.

Example: "Deadline to submit LOI is January 15. Only LOI respondents will receive the full RFP in February."

Related: Pre-qualification, Two-Stage Procurement, Expression of Interest

Liquidated Damages

Pre-determined monetary penalties for contract non-performance or delays.

Context: High-risk contract term. Assess carefully during bid decision.

In Cothon: "Liquidated damages" is auto-flagged as a risk term in analyses.

Example: "Liquidated damages of $1,000 per day for each day of delay beyond the delivery date."

Related: Penalties, Contract Terms, Risk

LOE (Level of Effort)

A contract type where you're paid for time/effort expended rather than specific deliverables.

Context: Common for consulting and staff augmentation contracts.

Example: "This is an LOE contract for 5 FTE over 2 years at hourly rates."

Related: Contract Type, Time and Materials, Staff Augmentation

M

Mandatory Requirement

A requirement that must be met for your proposal to be considered compliant.

Context: Failure to meet even one mandatory requirement can disqualify your entire proposal.

In Cothon: Mandatory requirements are automatically flagged as "High Priority" in analyses.

Example: "Mandatory: All proposed staff must possess Secret security clearance. Non-compliant proposals will not be evaluated."

Related: Compliance, Go/No-Go, Qualification Requirement

Method of Supply (MOS)

The procurement approach used by the agency.

Common Methods:

• Competitive bidding
• Standing Offer
• Sole source / direct award
• Request for Proposal (RFP)
• Request for Quotation (RFQ)
• Request for Information (RFI)

Example: "Method of Supply: Competitive RFP with two-stage evaluation."

Related: Procurement Method, Contract Vehicle

N

NAICS (North American Industry Classification System)

Standardized system for classifying business establishments by industry.

In Cothon: Set your primary NAICS codes in Company Profile. Used to filter relevant opportunities.

Example: "Our primary NAICS code is 541512 (Computer Systems Design Services)."

Related: Industry Classification, GSIN, Business Category

NDA (Non-Disclosure Agreement)

Legal agreement to keep information confidential.

Context: Sometimes required to access detailed RFP annexes or participate in site visits.

Example: "Sign and return the NDA to receive Annex C containing the current system architecture diagrams."

Related: Confidentiality, Proprietary Information

NDI (Non-Developmental Item)

Commercial off-the-shelf (COTS) products or existing solutions, as opposed to custom development.

Context: Agencies often prefer NDI to reduce cost and risk.

Example: "Our proposal leverages NDI components (Salesforce CRM, AWS cloud) rather than custom-built systems."

Related: COTS, Commercial Solution, Off-the-Shelf

No-Bid Decision

The decision not to pursue an opportunity.

Common Reasons:

• Cannot meet mandatory requirements
• Low win probability
• Insufficient resources or capacity
• Poor strategic fit
• Unfavorable contract terms

In Cothon: Document no-bid reasons in the analysis for future reference and lessons learned.

Related: Bid/No-Bid Decision, Opportunity Qualification

O

Official Languages Act

Canadian federal law requiring government services be available in both English and French.

Context: Most federal RFPs require bilingual capability.

In Cothon: Bilingual requirements are extracted and matched against your documented language capabilities.

Example: "All documentation and training shall be provided in English and French."

Related: Bilingual, Language Requirement, Compliance

Opportunity

A government procurement tender or contract opportunity.

In Cothon: Browse opportunities in the Opportunities module. Opportunities are automatically collected from government portals.

Related: Tender, RFP, Solicitation

Opportunity Intelligence

AI-powered insights about an opportunity's strategic fit, win probability, and competitive landscape.

In Cothon: Click View Intelligence on any opportunity to see:

• Strategic fit score
• Win probability estimate
• Similar past contracts
• Likely competitors
• Agency procurement patterns

Related: AI Insights, Bid Decision Support, Competitive Analysis

P

Past Performance

Your company's track record on previous contracts, used to evaluate credibility and capability.

In Cothon: Document past performance in Company Profile > Past Performance. Auto-populate past performance sections in proposals.

Example: "Reference: DND Cloud Migration Project, 2022-2024, $3.2M, completed on-time and under budget with 'Exceptional' performance rating."

Related: Track Record, References, Project History

PBN (Procurement Business Number)

A unique identifier assigned by the Government of Canada for companies doing business with the federal government.

How to get: Register at buyandsell.gc.ca

In Cothon: Include your PBN in Company Profile > Registration IDs.

Related: Business Registration, Vendor Registration

PBMM (Protected B, Medium Integrity, Medium Availability)

A security categorization level for government information systems.

Context: Common requirement for systems handling government data. Requires implementing specific ITSG-33 security controls.

In Cothon: PBMM requirements are flagged as compliance requirements.

Example: "The solution shall be certified to handle PBMM data and implement all required ITSG-33 controls."

Related: Security Classification, ITSG-33, Compliance

PIPEDA (Personal Information Protection and Electronic Documents Act)

Canadian federal privacy law governing how private sector organizations collect, use, and disclose personal information.

In Cothon: PIPEDA compliance requirements appear in analyses for systems handling personal data.

Example: "All data handling processes shall comply with PIPEDA privacy requirements."

Related: Privacy, Compliance, Data Protection

Pre-qualification

A process where companies must demonstrate basic qualifications before being invited to submit a full proposal.

Context: Two-stage procurement. Stage 1: Pre-qualification. Stage 2: Full RFP to qualified bidders only.

Example: "Submit a Letter of Interest demonstrating ISO 27001 certification and 5+ years experience to pre-qualify for the RFP."

Related: Letter of Interest, Two-Stage Procurement, Qualification

Price-to-Win

The price level you need to bid to be competitive while maintaining acceptable margins.

Context: Balancing competitiveness with profitability. Too high loses. Too low sacrifices profit or quality.

Example: "Our cost estimate is $2.2M but competitive intelligence suggests price-to-win is closer to $1.9M. We need to find efficiencies or accept a lower margin."

Related: Pricing Strategy, Competitive Pricing, Bid Strategy

Procurement

The process of acquiring goods or services, especially by government agencies.

Phases:

1. Needs identification
2. RFP development and release
3. Proposal submission
4. Evaluation
5. Award
6. Contract execution

Related: Acquisition, Purchasing, Contracting

Proposal

Your formal response to an RFP, including technical approach, management plan, past performance, and pricing.

In Cothon: Auto-generate proposal drafts in the Proposals module from your bid analysis.

Common Sections:

• Executive Summary
• Technical Approach
• Management Plan
• Staffing Plan
• Past Performance
• Pricing

Related: Bid, Submission, Response

PSPC (Public Services and Procurement Canada)

Federal department responsible for procurement, public works, and government services. Formerly called PWGSC.

Context: One of the largest procuring agencies. Also manages procurement on behalf of other departments.

In Cothon: Filter opportunities by "PSPC" or "Public Services and Procurement Canada."

Related: Federal Agency, Procuring Department

PWGSC (Public Works and Government Services Canada)

Former name of PSPC (Public Services and Procurement Canada).

Note: The department was renamed in 2015, but some older contracts and references still use PWGSC.

Related: PSPC, Federal Agency

Q

Qualification Requirement

A requirement that companies must meet to be eligible to bid.

Examples:

• Minimum annual revenue
• Specific certifications
• Security clearances
• Years in business

In Cothon: Qualification requirements are flagged as high-priority compliance items.

Example: "Qualification: Bidders must have completed at least 3 projects of similar scope in the past 5 years."

Related: Mandatory Requirement, Eligibility, Pre-qualification

R

RAG (Retrieval-Augmented Generation)

An AI technique that retrieves relevant information from a knowledge base before generating responses.

In Cothon: Powers the AI assistant's ability to answer questions about your specific RFP documents using context from your uploaded files.

Technical Detail: Combines semantic search (retrieval) with large language models (generation).

Related: AI Technology, Semantic Search, Document Intelligence

Re-compete

When an existing contract expires and is re-bid competitively.

Context: Re-competes can be easier (if you're the incumbent) or harder (if challenging an incumbent).

In Cothon: Set reminders for re-competes of contracts you track. Vendor Analytics shows re-compete cycles.

Example: "This is a re-compete of the existing 5-year contract. The incumbent has performed well, so they'll be tough to beat."

Related: Contract Renewal, Incumbent, Re-procurement

Request for Information (RFI)

A preliminary solicitation to gather information about potential solutions and vendors.

Context: Pre-RFP market research. Not a commitment to procure. Helps agencies shape requirements.

Example: "Respond to this RFI to share your capabilities. The formal RFP will be released in 6 months."

Related: Market Research, Pre-procurement, Information Gathering

Request for Proposal (RFP)

A formal solicitation asking companies to propose solutions to a defined requirement.

Context: The primary procurement document. Contains requirements, evaluation criteria, and submission instructions.

In Cothon: Upload RFPs to the Bid Analysis module for AI-powered requirement extraction.

Related: Solicitation, Tender, Opportunity

Request for Quotation (RFQ)

A solicitation asking for pricing on specific goods or services.

Context: Typically simpler than an RFP. Price is the primary evaluation factor.

Example: "RFQ for 500 laptop computers with specified configurations. Lowest compliant price wins."

Related: Price Quote, Solicitation

Requirement

A specific need, condition, or capability that must be met in a proposal or contract.

Types:

• Mandatory - Must meet to be compliant
• Rated - Evaluated and scored
• Desirable - Nice to have, may influence scoring

In Cothon: Requirements are automatically extracted from RFPs, categorized by type and priority, and matched against your capabilities.

Example: "The system shall support 10,000 concurrent users with sub-2-second response time."

Related: Specification, Criterion, Obligation

Requirement Extraction

The process of identifying and extracting individual requirements from an RFP document.

In Cothon: Automated AI extraction identifies requirements using linguistic patterns ("shall," "must," "required"), contextual analysis, and false positive filtering.

Accuracy: 85-95% depending on document quality.

Related: Bid Analysis, AI Processing, Requirement Identification

S

SAAS (Software as a Service)

Cloud-based software delivery model where applications are hosted and managed by a provider.

Context: Increasingly common in government IT procurement.

Example: "Propose a SAAS solution for case management rather than on-premises software."

Related: Cloud Computing, Subscription Model

SEAO (Système Électronique d'Appel d'Offres)

Quebec's electronic tendering system for provincial and municipal procurement.

In Cothon: Quebec opportunities are sourced from SEAO. Filter by "Quebec" or "SEAO" to find them.

URL: seao.ca

Related: Procurement Portal, Provincial Procurement, Quebec

Security Clearance

Government authorization for individuals to access classified information.

Levels (Canada):

• Reliability Status - Basic screening
• Secret - Sensitive information
• Top Secret - Highly classified information

Context: Required for many defense and security contracts. Takes months to obtain.

In Cothon: Document clearance levels in Company Profile > Key Personnel.

Example: "All personnel working on this contract shall possess minimum Secret clearance."

Related: Personnel Security, Classified Information, Defense Contracts

Set-Aside

A procurement reserved for specific categories of businesses.

Common Set-Asides:

• Small business set-aside
• Indigenous business set-aside
• Disability-owned business set-aside
• Veteran-owned business set-aside

In Cothon: Set-aside opportunities are flagged in Opportunities. Filter by set-aside type to find relevant tenders.

Example: "This procurement is set aside for indigenous-owned businesses."

Related: Preferential Procurement, Small Business, Indigenous Procurement

SLA (Service Level Agreement)

Contractual commitment specifying expected performance levels.

Common SLAs:

• Uptime (e.g., 99.9% availability)
• Response time (e.g., <2 seconds)
• Support response (e.g., critical issues within 1 hour)
• Resolution time (e.g., 90% of tickets resolved within 24 hours)

In Cothon: SLA requirements are categorized as "Operational Requirements."

Example: "The Contractor shall maintain 99.9% uptime, measured monthly. Failure to meet SLA results in service credits."

Related: Performance Requirement, Contractual Obligation, KPI

SME (Subject Matter Expert)

An individual with deep expertise in a specific domain or technology.

Context: SMEs provide technical input to proposals and may be proposed as key personnel.

In Cothon: Assign requirements to SMEs for review using the Assign feature in bid analyses.

Example: "Our cloud architecture SME reviewed the technical requirements and confirmed we can meet all Azure-related specifications."

Related: Expert, Technical Review, Key Personnel

SOC 2 (Service Organization Control 2)

Auditing standard for service providers storing customer data, focusing on security, availability, and confidentiality.

Context: Common requirement for cloud service providers and SAAS vendors.

In Cothon: Document SOC 2 certification in Company Profile > Certifications.

Example: "The vendor shall maintain SOC 2 Type II certification."

Related: Security Certification, Compliance, Audit

Sole Source

A non-competitive procurement where a contract is awarded directly to a single vendor without bidding.

Context: Used when only one vendor can meet requirements, or for urgent needs.

Example: "This is a sole source award to Acme Corp as the only certified provider of this specialized system."

Related: Direct Award, Non-competitive, Single Source

Solicitation

A formal request for proposals, quotes, or bids.

Types:

• Request for Proposal (RFP)
• Request for Quotation (RFQ)
• Request for Information (RFI)
• Invitation to Tender (ITT)

In Cothon: All solicitation types appear in Opportunities.

Related: RFP, Tender, Procurement Document

Standing Offer (SO)

A contract vehicle establishing pre-negotiated terms and pricing, with work issued via Call-Ups or Task Authorizations.

Context: Common for ongoing needs like IT services. Reduces procurement overhead for repeat purchases.

Example: "We have a 5-year Standing Offer for software development services. Departments issue Task Authorizations against it as projects arise."

Related: Framework Agreement, Supply Arrangement, Contract Vehicle

Subcontractor

A company contracted by the prime contractor to perform part of the work.

Context: Used to fill capability gaps or add specialized expertise.

In Cothon: Document subcontractor relationships in Company Profile and proposals.

Example: "We'll subcontract the bilingual training to FrancoCorp, who specializes in French-language instruction."

Related: Teaming, Prime Contractor, Partnership

T

TA (Task Authorization)

A work order issued against a Standing Offer or framework agreement.

Example: "Department of Health issued TA-2026-042 against our TBIPS Standing Offer for a 6-month software development project."

Related: Standing Offer, Call-Up, Work Order

TBIPS (Task-Based Informatics Professional Services)

A Standing Offer program for IT professional services in the Government of Canada.

Context: One of the most common contract vehicles for IT consulting and development.

How to get: Apply through PSPC when TBIPS solicitations are open (typically every few years).

In Cothon: Many federal IT opportunities are fulfilled via TBIPS Task Authorizations.

Related: Standing Offer, IT Services, Contract Vehicle

Teaming Agreement

A legal agreement between companies to jointly pursue an opportunity.

Context: Combines complementary capabilities. Specifies roles, work split, and revenue sharing.

In Cothon: Vendor Analytics identifies potential teaming partners based on complementary capabilities and past joint ventures.

Example: "We entered a teaming agreement with SecureCorp (prime) and LocalCorp (subcontractor) to pursue this $10M opportunity."

Related: Joint Venture, Partnership, Prime-Sub Relationship

Tender

Another term for a procurement opportunity or solicitation, more common in Commonwealth countries.

In Cothon: "Tenders" and "Opportunities" are used interchangeably.

Related: Opportunity, RFP, Solicitation

Two-Envelope System

An evaluation process where technical and cost proposals are submitted separately and evaluated in stages.

Process:

1. Technical proposals evaluated first
2. Low-scoring technical proposals eliminated
3. Cost proposals opened only for technically acceptable bidders
4. Final award based on combined technical + cost score

Example: "This is a two-envelope procurement. Technical proposals must score ≥70/100 to have cost proposals evaluated."

Related: Evaluation Process, Staged Evaluation

U

UNSPSC (United Nations Standard Products and Services Code)

International classification system for products and services.

Context: Sometimes used in government procurement for categorization.

Related: Classification, GSIN, NAICS

V

Vendor

A company that provides goods or services, especially to government.

In Cothon: Research any vendor's government contract history in Analytics > Vendor Analytics.

Related: Supplier, Contractor, Service Provider

Vendor Analytics

Intelligence about companies doing business with the government.

In Cothon: The Analytics module provides:

• Contract history
• Win rates
• Agency relationships
• Joint venture partnerships
• Competitive positioning

Use Cases:

• Research competitors
• Identify teaming partners
• Analyze market trends
• Assess opportunity competitiveness

Related: Competitive Intelligence, Market Research, Vendor Research

W

WCAG (Web Content Accessibility Guidelines)

International standards for web accessibility, ensuring digital content is usable by people with disabilities.

Levels:

• Level A - Basic accessibility
• Level AA - Standard target for most government requirements
• Level AAA - Enhanced accessibility

In Cothon: WCAG requirements are flagged as compliance requirements.

Example: "The application shall conform to WCAG 2.1 Level AA standards."

Related: Accessibility, AODA, Compliance

Win Probability

The estimated likelihood of winning an opportunity.

Factors:

• Capability fit
• Past performance relevance
• Incumbent status
• Competitive landscape
• Pricing competitiveness
• Client relationships

In Cothon: The Decision Scorecard calculates win probability based on multiple factors.

Example: "Win probability: 35% (competitive but not favored). Reasons: Strong technical fit but facing a strong incumbent with deep client relationships."

Related: Opportunity Evaluation, Capture Assessment, Bid Decision

Win Themes

Key messages and differentiators emphasized throughout your proposal.

Examples:

• "Proven bilingual delivery: 95% of our staff are fluently bilingual"
• "Deep government expertise: 20 years serving federal agencies"
• "Innovation focus: invested $2M in R&D last year"

Best Practice: Develop 3-5 win themes and weave them throughout your proposal.

In Cothon: Document win themes in Company Profile to auto-incorporate them in generated proposals.

Related: Differentiators, Value Proposition, Proposal Strategy

X

XML (Extensible Markup Language)

A markup language for encoding documents in a format that is both human-readable and machine-readable.

Context: Some procurement portals export opportunity data in XML format.

In Cothon: Import opportunities from XML feeds for automated tracking.

Related: Data Format, Integration, Export

Y

Year 1, Year 2, etc. (Contract Years)

Contract periods, especially in multi-year contracts.

Context: Multi-year contracts often have base year + option years that the client can exercise.

Example: "Contract structure: Year 1 (base), Year 2-3 (option years). Total potential value: $5M if all options exercised."

Related: Contract Period, Option Year, Multi-Year Contract

Z

Zero-Based Budgeting

A budgeting approach where all expenses must be justified for each period, rather than basing budgets on previous periods.

Context: Can impact government procurement budgets and contract values.

Related: Budget Planning, Financial Management

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