Glossary
Last updated on May 3, 2023The following are definitions for commonly used words and terms specific to BC Bid. These definitions are not legal definitions.
Legal procurement terms
Legal procurement terms may be found in the downloadable (Word) templates on the BC ministries solicitation processes and templates page.
BC Bid application terms
Addendum (Addenda)
All additional information regarding a solicitation including Amendments. This is a Legal term that is defined in each BC government corporate template. Also review Addenda vs Amendments for Ministry (PDF, 225K) or Addenda vs Amendments for BPS (PDF, 225K).
Add shortlisted suppliers from a Single-Use Request for Qualifications (SURFQ)
A checkbox used in a Lot (a downstream Opportunity) to pull in the upstream qualified suppliers.
Alternate email
By default, the buyer’s profile email address is displayed on an issued opportunity. If you want to provide an alternate email address for non-registered suppliers to provide questions through, enter that on the Prepare RFx - Set Up tab, e.g., enter a generic buyer email address.
Amendment
An amendment modifies the content of a sourcing event. For BC Bid buyers, creating an amendment copies the current content, which buyers can amend as needed. Buyers would then publish the amended Opportunity containing the updates, along with a list of those changes. Review Addenda vs Amendments for Ministry (PDF, 225K) or Addenda vs Amendments for BPS (PDF, 225K). Buyers should note that amendments can trigger the need for Suppliers to submit a new submission.
Approvals
Used before issuing by ministry buyers. The approvals tab alerts the buyer on the necessary outreach to legal, risk management, expense authorities, and Procurement Services Branch prior to posting.
Auto Closure
If selected, the Opportunity will close automatically at the Closing Date & Time. If not selected, the Opportunity must be closed manually under 'Other Actions'. Even if closing manually, supplier submissions will not be accepted after the Closing Date and Time."
Auto Issuing
If selected, the Opportunity will open for submissions automatically at the Issue Date & Time, if there are no blocking errors.
Bid security
A security that is applied to an Opportunity to provide a guarantee that the lead supplier will undertake the resulting contract. Bid security options include Bid Bond, Bank Draft, Certified Cheque or Money Order.
Broader Public Sector or BPS
The Broader Public Sector is any ‘government organization’ and any ‘local public body’ as those expressions are defined in the British Columbia Procurement Services Act. Provincial ministries are not part of the Broader Public Sector.
Buyer dashboard
A home page buyers see after logging into BC Bid application.
Canadian Free Trade Agreement – CFTA
See Trade Agreements.
Closing Date and Time
Submissions must be received before the Closing Date and Time. The format is yyyy-mm-dd.
Commodity code
BC Bid uses the international classification system for procurement called the United Nations Standard Products and Services Code (UNSPSC). UNSPSC replaces the Government of Canada’s Goods and Services Identification Numbers (GSIN). Commodity code links and video are available on the General resources page.
Commodity, Main
Each Sourcing Project must have a main commodity, identified by a UNSPSC code.
Commodity, Other
A Sourcing Project may have one or more additional commodities, identified using UNSPSC code(s).
Comprehensive Economic and Trade Agreement – CETA
See Trade Agreements.
Confidential Sourcing Project
Confidential Sourcing Projects are not searchable on BC Bid. Suppliers must be invited to these Sourcing Projects. Buyers will be required to connect with BC Bid Help Desk to create confidential opportunities.
Copy Sourcing
Copy sourcing is a BC Bid functionality that allows buyers to copy information from a previous sourcing project when creating a new project. Copy sourcing privileges are not granted by default but conferred after consultation with ministry/BPS management.
Contract Award Notice webform
A method to post awards to the public Contract Awards page on BC Bid. This webform should be used to publish the awarding of multiple contracts from a single Opportunity (RFx), direct awards, or those where the second stages are managed outside BC Bid. Users are encouraged to use Contract Award Summary outside these cases.
A method to post awards to the public Contract Awards page on BC Bid via the Notify & Share tab in an Opportunity. Used to identify the Supplier that was awarded a contract from the Opportunity. See Contract Award Notice webform for Direct Awards or opportunities that result in multiple contracts being awarded.
Core Policy
Ministries are expected to adhere to the Core Policies found in the Core Policy and Procedures Manual (CPPM).
Create a new Lot
Begins the process of creating a Lot downstream to the previously occurring Lot.
Discussion Forum
A tab in a Sourcing Project used for both internal and external communications. The Discussion Forum is used to post Addenda to the Supplier community.
e-Bidding and e-Bids
e-Bids are Submissions received through the BC Bid website, using the e-Bidding functionality. Suppliers sign up for an e-Bidding subscription. Electronic submissions may not be available for every opportunity.
Enquiries Deadline
Suppliers can send questions to the Official Contact until this time. Questions received after the deadline may not be answered. Format yyyy-mm-dd
Estimated Amount
Refer to Chapter 6.2 of the Core Policy and Procedures Manual (CPPM) and the BC government Trade Agreements page for more information. The estimated amount entered for an Opportunity is not shared with Suppliers.
General Documents
Documents related to corporate policies around procurement processes. General documents are available to the buyer when they set up a sourcing project. The buyer may choose to include these documents in issued opportunities.
Interested Supplier List
Optional functionality for a sourcing project and the buyer determines whether this is valid when setting up the project. When activated, an Interested Supplier List tab appears on the public view of an opportunity and suppliers can add themselves to the List. Lists can be used for general contractors and subcontractors to get in touch with each other.
Issue Date
The date and time that the Opportunity is issued or going to be issued. Format: yyyy-mm-dd.
Issued By
The organization that will be issuing the Opportunity.
Issued For
Is either the organization that a procurement is being done on behalf of or a more specific area of the Issued By organization.
Justification for Direct Award/Limited Tendering
Used to identify the rationale for the contract award. If a competitive process was not followed include an appropriate reason for the direct award as specified by the applicable trade agreements. Otherwise, state “Competitive”.
Limit my Scope
A filter setting in the opportunities search. Only Help Desk administrators are able to check or uncheck ‘Limit my scope’ All other users have a scope that is fixed to their organization(s). Help Desk administrators need to see more than their own Projects, and so can uncheck this.
Lot refers to a stage of a Sourcing Project. For example, in the Single-Use Request for Qualification (SURFQ) process the Request for Proposal (RFP) process would be the second Lot in the Sourcing Project, or the subsequent Lot to the SURFQ opportunity.
Multiuse List (MUL)
A BC government corporate solicitation process that is used to create a Qualified List (QL). The QL is continuously open for Suppliers to qualify. An example of a MUL Opportunity Type is the Multi-Use List Request for Qualifications (MULRFQ). For more information see the BC ministries solicitation processes and templates page.
NDA required from Suppliers
Identifies if a Non-Disclosure Agreement (NDA) is required from Suppliers prior to sharing the complete set of documentation relating to an opportunity.
New West Partnership Trade Agreement (NWPTA)
See Trade Agreements.
Operational Reports
Reports available to buyers. Reports can be extracted from BC Bid in the form of an Excel download.
A solicitation instance. There is one or more Opportunities in each Sourcing Project. Suppliers see Opportunities but do not see Sourcing Projects.
Opportunity Description
This field should include a brief description of the opportunity, including the nature and the quantity or estimated quantity, of goods, services or construction, or categories thereof, to be procured.
Opportunity ID
A unique identifier for each Opportunity (RFx). This field can be customized per buyer practice.
Opportunity Type or RFx Type
The solicitation structure and process followed by buyers (BPS or government). In BC Bid, buyers select this in Prepare RFx on the Setup tab.
Defines the overarching family of a group of Opportunity Types. A Sourcing Project refers to 1 or multiple opportunities that are connected by Lots. (E.g. Strategic, MUL)
Related Sourcing Projects can be grouped together by theme or team. Buyers create Programs as needed and can access the Program page from their buyer dashboard to view existing Programs or to create a new one.
Program Documents
Documents related to a series of procurements under one overarching program.
The home page of the BC Bid application: bcbid.gov.bc.ca. Buyers and suppliers login from the Public Portal and view Buyer or Supplier dashboards.
Qualified List or QL
List of pre-qualified suppliers who have demonstrated their ability to provide the goods, services, or construction needed A list of Suppliers who have been identified as being capable of providing a particular type of good, service or construction by going through a formal pre-qualification process. Also known as a Pre-Qualification List or Eligibility List.
RFx
See Opportunity.
An umbrella solicitation made up of one or more Opportunity.
Sourcing Project Code
A unique BPM00XXXX code for the overall Sourcing Project. Buyers cannot edit this code.
Sourcing Project Documents
Documents specific to opportunities that fall under a Sourcing Project.
Strategic (Multistage)
See Sourcing Project.
Summary Details
Summary details is a text field that must contain the subject-matter of the Opportunity.
Supplier dashboard
A home page suppliers see after logging into BC Bid application via the Public Portal.
BC Bid aligns with current trade agreements. For more information, see Trade agreements - Province of British Columbia (gov.bc.ca).