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What We Mean When We Say ...

Addendum

Written or graphic instruments issued prior to the receipt of bids or proposals that clarify, correct or change the solicitation documents.

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The term commonly used to describe the public announcement or “Notice” of the availability of the Invitation For Bids (i.e. bid document or IFB) or Request for Proposal (RFP) made by publishing a notice in the public Internet procurement Web site designated by the Department of General Services [i.e. VBO/ eVA] and by “Posting the Notice”.

Agency

The University of Virginia, including Agency 207 (Academic Division), Agency 209 (Medical Center Division), and Agency 246 (The University of Virginia's College at Wise). Agency, University of Virginia and Owner are synonymous.

Amendment

Same general meaning as Addendum, but usually used in referring to a document which modifies a RFP as opposed to an IFB.

Bid

The offer provided by the bidder submitted on the prescribed form and setting forth the bidder’s price(s) for the Work to be performed.

Bonds

A bid bond, performance bond, or a payment bond may be required in a solicitation. When the institution requires a bid bond, it shall not exceed five percent of the amount bid. A bid bond, when specified, must accompany the bid. Performance bonds and payment bonds, if requested, must be in an amount at least equal to 100% of the accepted bid or proposal and should be filed 10 days prior to issuance of the purchase order or notice of award unless a written determination is made that it is in the best interests of the institution to grant an extension.

A certified check or cash escrow may be accepted in lieu of a bid, payment, or performance bond. If approved by the Attorney General, a bidder may furnish a personal bond, property bond, or bank or savings and loan association's letter of credit on certain designated funds in the face amount required for the bid, payment or performance bond. Approval shall be granted only upon a determination that the alternative form of security offered affords protection to the institution equivalent to a corporate surety bond.

If a performance bond requirement is not stated in the solicitation and the institution later determines that a bond should be provided prior to the award of a contract, the contractor to whom the award will be made shall provide a performance bond, and the institution will pay the cost of the bond. For more information reference the Code of Virginia, Sections 2.2-4336 through 2.2-4338.

Change Order (Construction)

A document (HECO-11) issued on or after the effective date of the Contract (CO-9) agreed to by the Contractor and approved by the Owner that authorizes an addition, deletion or revision in the Work, including any adjustment in the Contract price and/or the Contract time. The term “Change Order” shall also include written orders to proceed issued pursuant to Section 38 (a)(3) of the General Conditions of the Construction Contract, (HECO-7). A Change Order, once signed by all parties, is incorporated into and becomes part of the Contract.

Competitive Negotiations

A method of Contractor selection that includes the following two elements:

a. Issuance of a written RFP indicating in general terms that which is sought to be procured, specifying the factors which will be used in evaluating the proposal and containing or incorporating by reference the other applicable contractual terms and conditions, including any unique capabilities or qualifications which will be required of the Contractor.

b. Public notice of the RFP at least ten (10) days prior to the date set for receipt of the proposal by posting in a public area normally used for posting of public notices, on the Office of Contract Administration website, and by publication on the public Internet e-procurement Web site designated by the Department of General Services [VBO/eVA].

Competitive Sealed Bidding

A method of contractor selection that includes the following elements:

a. Issuance of a written IFB containing or incorporating by reference the specifications and contractual terms and conditions applicable to the procurement.

b. Public notice of the IFB at least ten (10) days prior to the date set for receipt of bids by posting in a designated public area and by publication of the public announcement or “Notice” of the availability of the IFB on the public e-procurement Web site designated by the Department of General Services [i.e. VBO/eVA]. Bids may be solicited solely from Contractors who have prequalified. In addition, bids may be solicited directly from potential contractors. Any additional solicitations shall include businesses selected from a list made available by the DMBE.

c. Public opening and announcement of all bids received.

d. Evaluation of bids based upon the requirements set forth in the invitation.

e. Award to the lowest responsive and responsible bidder.

f. Competitive sealed bidding shall not be used for procurement of Professional Services as defined in this Manual.

Construction Management (CM)

services provided under contract with the University, which generally include coordinating and administering construction contracts for the benefit of the University, but may also include, if provided in the contract, furnishing construction services to the University. The Construction Manager has direct responsibility and liability to the University for performing the Work as described by the Contract Documents. Also called the CM/GC, or the ‘Contractor’ for the CM project, or CM-Agency (CMA) when used for administering the project.

Construction Management – Agency with Design Phase Services

services provided under contract with the University, which generally include preconstruction services and coordinating construction contracts for the benefit of the University, but may also include, if provided in the contract, furnishing construction services to the University. The Construction Manager has direct responsibility and liability to the University for performing the Work as described by the Contract Documents.

Construction Management — At Risk with Design Phase Services

services provided under contract with the University, wherein a construction management firm assumes the risk for construction via the competitive negotiation contracting method. The construction management firm provides a range of pre-construction and construction management services which include consultation regarding the design of the building project and may also include cost estimation, the preparation and coordination of bid packages, scheduling, cost control, value management, acting as the general contractor during the construction, detailing the trade contractor scope of work, holding the trade contracts and other subcontracts, prequalifying and evaluating trade contractors and subcontractors, and providing management and construction services.

Design-Build (DB)

A contract between the University and another party in which the other party agrees to both design and build the structure, roadway or other item specified in the Contract. Typically, the University will contract for preliminary Bridging Documents to set the standards for the DB project and those Bridging Documents are presented to the Proposers as an Attachment to the RFP.

DMBE

Department of Minority Business Enterprise. Responsible for issuing SWaM Certification and ensuring fairness in the Commonwealth’s procurement process.

eVA

eVA is a web-based purchasing system used by the Virginia government. State agencies, colleges, universities and many local governments use eVA to announce bid opportunities, invite bidders, receive quotes, and place orders for goods and services.

General Conditions (GC)

The General Conditions of the Construction Contract, HECO-7, latest edition are for use in Design, Bid, Build documents. Also, the General Conditions of the Design Build Contract, HECO-7DB are for use with design build documents, and the General Conditions of the Construction Contract with Construction Management Agency are to be used in CM Agency Contract documents.

HECOM

Higher Education Capital Outlay Manual

On Demand Construction (previously Make-buy)

Procurement of construction services from a pre-selected list of contractors.

P-Card

The Purchasing Card is used for low-dollar eVA-exempt purchases.

Pre-bid / Pre-proposal Conference

A meeting of interested, prospective bidders / proposers held by the University, usually with the assistance of the A/E, prior to the receipt of bids proposals in which comments or questions concerning specifications or other provisions in the IFB or RFP can be received and considered. Any response shall be in writing and distributed to all who requested/received the IFB/ RFP.

Quick Quote

RFQ done using the eVA system.

RFI

Request for Information. Solicits information about a good or service when exact specifications required are not known.

RFQ

Request for Quotation. A request of for quotes is used when the value of the procurement is less than $50,000 and not complicated or complex in nature requiring a request for proposal and meeting the specs and having the lowest price wins. The RFQ might be necessary when other things need be negotiated and price may not be the determine factor.

SWaM

Small, Woman-owned, and Minority-owned (SWAM) firms are certified small businesses and certified businesses owned and operated by women or minorities.

UVa Marketplace

The UVa Marketplace is the electronic shopping environment, interfaced with eVA, where UVa purchasers purchase goods and services from vendor catalogs in an efficient, effective, and user-friendly process.

VASCUPP

Virginia Association of State College and University Purchasing Professionals. VASCUPP is an organization of nine of the state's four-year public colleges and universities, who work together on aspects of procurement that are unique to higher education. The University voluntarily complies with the policies and procedures formulated jointly by the VASCUPP member institutions.