Anticipated Contract Value Bid Bond Change Order Client Services (CS) Client Services Agreement (CSA) Competitive Solicitation

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1 Anticipated Contract Value An estimate of the total amount that may be spent under the terms of a contract. Calculation of the Anticipated Contract Value includes the anticipated spend under the original term, plus any anticipated spend for all contract renewal options. If the contract is strictly rate-setting, and does not stipulate a dollar amount that cannot be exceeded, the department must assume the contract will exceed $100,000. Bid Bond A guarantee that if a bid is accepted, the contractor will honor the bid, sign all related contract documents and provide the applicable performance and/or payment bonds. Applies to all Request For Bid (RFB) responses over $100,000. Change Order A written contract amendment or purchase order that is issued to modify or amend an original contract. Typically, a change order responds to changes caused by unanticipated conditions encountered during a project that were not addressed by the project plans or specifications. Client Services (CS) A service the county provides to persons that the county is responsible to serve. Examples include but are not limited to: GED services, vocational and psychological evaluations, social services, and case management. Client Services Agreement (CSA) A written agreement for procurement of client services, signed by an authorized county representative and contractor. To be effective and legal, a contract must include offer and acceptance by competent parties and describe services to be furnished for an agreed monetary consideration. Contracts must include provisions necessary to define the rights of the parties to the contract. All services provided to county clients by outside contractors must be on a contractual basis. Original term means the initial period of the contract term not including renewal options. The corresponding Aspen Transaction is a Procurement Contract. Competitive Solicitation Methods used to obtain contractor responses in the form of quotes, proposals or bids, for the purpose of determining the most advantageous contract. Such methods include: Request for Informal Quote (RFIQ), Request for Quotes (RFQ), Request for Proposals (RFP), Request for Bids (RFB) and Request for Qualifications (RFQu) with an RFP. All competitive solicitations are released on Onvia DemandStar.

2 Construction The process of using labor to create, build, alter, repair, improve or demolish any structure, building or public improvement. This term does not apply to routine maintenance, repair or operation (MRO) of existing real property. Continuous RFP Posting A Continuous RFP is employed when it is determined that services stipulated in an RFP are critical to the ongoing needs of Ramsey County or its clients. A Continuous RFP Posting allows a department to keep an RFP open for a specified period of time not to exceed five (5) years in total and accept contractor proposals at any time during that period. To undertake a Continuous RFP Posting: The RFP requirements must be stated specifically. The period the RFP remains open may not exceed five (5) years. The RFP must be approved by the county board for release. The RFP may not be modified at any time during the Continuous RFP Posting period. Multiple contractors who meet the RFP proposal evaluation criteria may receive contracts. Awarded contracts may not exceed five (5) years. All recommended contractors for award and resulting contracts must be approved by the county board. All resulting contracts must be signed by the Chair and Chief Clerk. Contract A purchase order or procurement contract for the procurement of supplies, equipment, materials and/or labor (SEML), Construction or Professional Services Agreement for professional services or a Client Services Agreements for client services or Design-Build. To be effective and legal, a contract must include offer and acceptance by competent parties and describe services to be furnished for an agreed monetary consideration. Contracts must include provisions necessary to define the rights of the parties to the contract. All services provided to the county or county clients by outside contractors, must be on a contractual basis. Original term means the initial period of the contract term not including renewal options. Contractor A general reference to a supplier/seller of goods and/or services. May also be referred to as vendor or supplier. Cooperative Master Contract - A contract established by a public entity, consortium or cooperative for use by other authorized public entities to purchase supplies, equipment, materials and/or labor services (SEML) or professional and client services (PCS) at a

3 competitive price that may not otherwise be available to an individual public entity. The contract must be the result of a competitive solicitation that complies with Minnesota statutory requirements for solicitation and contract award, the contract specifically states other public agencies may purchase from the contract, and the purchase is within the scope and dollar threshold established by the master contract. All cooperative master contracts must have approval of the procurement office prior to use. Debarment A process to bring a sanction against a contractor to prohibit them from bidding or engaging in future procurement opportunities. DemandStar See Onvia DemandStar. Direct Purchase - Methods used to obtain contractor responses without a competitive solicitation. Direct purchases must be within county board or county manager delegations of authority, and they must be executed following existing procurement policies and procedures. Such methods include: CERT SBEQ, sole source purchase, small order purchase, emergency purchase, state or cooperative master contract purchases. Direct purchases are not released on Onvia DemandStar. District The Eau Claire Area School District, a political subdivision of the State of Wisconsin. Emergency Purchase A purchase made due to an unexpected and urgent request where health and safety or the conservation of public resources is at risk. Formal competitive bidding procedures are usually waived in such circumstances. Information Technology (IT) Hardware (e.g., computers, smart boards or mobile devices such as smart phones or tablets), software and consulting services related to networks or systems (e.g., applications, computers, databases, etc.). Labor Services Services that are not professional or client services. Typically associated with a trade and must ensure compliance with the MN Department of Labor and Industry requirements including prevailing wage. Examples include, but are not limited to, janitorial, security, electrical, plumbing, etc. Late Solicitation Responses A contractor s response to a solicitation received, at the designated place for receipt, after the established due date and time.

4 Notice of Intent to Award A public notice that is issued as a result of a solicitation process for the purchase of supplies, equipment or materials and labor services (SEML), construction, or professional or client services (PCS) to the apparent successful contractor, which may require the submission of specified items, such as evidence of insurance and bonds, prior to contract execution. Onvia DemandStar (DemandStar) An internet purchasing network used to post competitive solicitations for supplies, equipment, materials and/or labor services (SEML) and professional and client services (PCS). DemandStar offers contractors immediate and automatic notification of solicitation announcements, documents, results and prior solicitation information 24 hours a day, 7 days a week. Contractor subscription to DemandStar is free. Payment Bond A guarantee that the contractor will pay subcontractors and suppliers the money they are due. Payment bonds are required for all labor service contracts over $100,000. Performance Bond A guarantee that the contractor will complete the project in accordance with the contract terms, including price and time. Performance bonds are required for all labor service contracts over $100,000. Prevailing Wage Union wage rate paid to the majority of workers, laborers and mechanics in the locality of the project for those classifications over which the unions have jurisdiction and the local prevailing rate for those classifications of work in the localities over which the unions do not have jurisdiction. Procurement Contract (CC) An Aspen Transaction that is not a purchase order (PO), against which multiple POs may be placed. All such POs use rate settings stated in the CC. The total amount spent on these POs may not exceed the limit stated in the CC. The total term of a CC, including renewals, may not exceed five years. CCs are typically used one of two ways: By one requisitioning department only. By a requisitioning department and other departments specifically named in the solicitation.

5 Procurement Specialist An employee in the Finance Department in charge of purchasing or procuring supplies, equipment, materials and services. Includes Senior Procurement Specialist and Procurement Specialist. Professional Services (PS) Individual services provided directly to the county that do not constitute labor and are provided by members of a recognized profession or by persons possessing a special skill. Examples include, but are not limited to, training, project management, evaluation, planning, architectural, engineering and auditing. Professional Services Agreement (PSA) A written agreement signed by authorized county representatives and a contractor for the procurement of professional services. To be effective and legal, a contract must include offer and acceptance by competent parties and describe services to be furnished for an agreed monetary consideration. Contracts must include provisions necessary to define the rights of the parties to the contract. All services provided to the county by outside contractors must be on a contractual basis. Original term means the initial period of the contract term not including renewal options. Project Labor Agreement (PLA) A written agreement between a construction contractor and one or more building trades councils that represent construction crafts. A PLA is put in place by an owner for a specific construction project to: Establish standards and conditions that will be in place during the project. Secure a long-term supply of skilled workers. Coordinate the work of multiple crafts. Establish uniform terms and conditions. Provide a legally enforceable means of assuring peace and stability on a project. PLAs are generally applicable to large, complex, multi-year projects that involve a large number of workers in multiple crafts working for multiple employers, where time is of the essence, and especially where collective bargaining agreements will expire during the term of the project. Public Works Any new construction, alteration, repair, improvement to, or demolition of, any structure, building, road, bridge, viaduct, pipeline, or any other public improvements, but does not include routine maintenance, repair or operation of existing real property.

6 Purchase Order (PO) An Aspen transaction that is not a procurement contract, used only for one-time purchases specific to the department that makes the requisition. Departments may use POs for purchases of supplies, equipment, materials and/or labor services (SEML). A PO is a one-time purchase equating to a one-time payment. Qualified Contractor Pool (QCP) An option in an RFB used to create a short list of qualified contractors resulting in a contract with each qualified contractor. QCPs are exclusively used for contractors that provide supplies, equipment, materials and/or labor (SEML) and construction over $100,000. When a specific project becomes available, the county will send a Request for Informal Quote (RFIQ) to a minimum of three contractors in the pool and select the contractor who submitted the lowest responsive and responsible quote. Request for Bids (RFB) A document used to publicly solicit competitive sealed bids for specifically identified and described supplies, equipment, materials, and labor services (SEML) and construction with an anticipated contract value of over $100,000. The award must be given to the lowest responsive and responsible contractor. Request for Informal Quotes (RFIQ) A document used to solicit a minimum of three responses for specifically identified and described supplies, equipment, materials and/or labor services (SEML) and construction or professional or client services (PCS) with an anticipated contract value from $5, up to and including $25,000. SEML awards must be given to the lowest responsive and responsible contractor. PCS awards allow for consideration of factors other than cost. Other factors may include: qualifications, previous experience, quality, life cycle costs and availability. Request for Information (RFI) A document used to obtain contractor comments and feedback on marketplace topics such as best practices, industry standards, pricing options and technology options. An RFI may be used to gather information for general informational purposes or for an upcoming solicitation. RFIs may be used for supplies, equipment, materials and labor services (SEML), construction or professional or client services (PCS). An RFI is not a competitive solicitation. Request for Proposals (RFP) A document used to publicly solicit proposals for professional and client services (PCS) and design-build with an anticipated contract value over $15,000. The award allows for consideration of factors other than cost. Other factors may include: qualifications, previous experience, quality, life cycle costs, and

7 availability. Only SCM users can use RFPs for purchases of professional and client services (PCS) and design-build greater than $100,000. PCS awards allow for consideration of factors other than cost. Request for Quotes (RFQ) A document used to publicly solicit responses for specifically identified and described supplies, equipment, materials and/or labor services (SEML) and construction with an anticipated contract calue from $25, up to and including $100,000. Only SCM users can use RFQs for purchases of professional and client services (PCS) not greater than $25,000. The award for SEML must be given to the lowest responsive and responsible contractor. PCS awards allow for consideration of factors other than cost. Other factors may include: qualifications, previous experience, quality, life cycle costs and availability. Request for Qualifications (RFQu) A document used to publicly solicit statements of qualifications from contractors for professional or client services (PCS) with an anticipated contract value over $100,000 to create a shortlist of qualified contractors who will be invited to participate in a subsequent RFP specific to the solicited PCS. Contracts are not awarded directly from an RFQu process. Only SCM users can use an RFQu with an RFP. Requisition A request generated in Aspen by a county department containing purchasing requirements related to supplies, equipment, materials and/or labor services (SEML), construction or professional and client services (PCS) and design-build to be purchased. Responsible A term used to describe a contractor who is qualified to meet all of the requirements of a solicitation. To be qualified, the contractor must possess the full capability, including financial and technical, to perform in accordance with the requirements set forth in the solicitation document. The contractor must be able to fully document the ability to provide good faith performance. Responsive A term used to describe a solicitation response that fully complies in all material respects with the requirements of the solicitation document. SBE Quote (SBEQ) A document ed or faxed to a CERT SBE soliciting a response for specifically identified and described supplies, equipment, materials and/or labor services (SEML), construction or professional or client services (PCS) with an anticipated contract value from $5, up to and including $25,000.

8 Scope of Work A detailed, written description of the conceptual requirements for professional and client services (PCS) and design-build services. The scope of work should establish a clear understanding of what is required by the entity. Small Order Purchase Sole Source Procurement A situation created due to the inability to obtain competition. May result because only one contractor or supplier possesses the unique ability or capability to meet the particular requirements of the solicitation. The procurement authority may require a justification from the requesting agency explaining why this is the only source for the requirement. Specifications A concise statement of a set of requirements to be met by supplies, equipment, materials and/or labor services (SEML) and construction that indicates, whenever appropriate, the procedures to determine whether the requirements are satisfied. As far as practicable, it is desirable that the requirements are expressed numerically in terms of appropriate units, together with their limits. A specification may be a standard, a part of a standard, or independent of a standard. System Vendor Number (SVN) A tracking number given to a contractor who receives CERT SBE certification. Supplies, Equipment or Materials All tangible items purchased or consumed by an organization. Surety An insurance company, bank, individual or corporation obligated by a contract to pay or perform if a contractor fails to pay or perform. All bonds must be provided by a surety authorized to do business in the State of Minnesota.