Glossary of Facilities Manual Terms

The cost of the work based on payment to the contractor for the actual time spent by the contractor's employees and subcontractors and the materials actually used.

Written or graphic instruments prepared by the design professional (sometimes in conjunction with the University) and issued by the University prior to the date for receipt of bids. Addenda modify or interpret the bidding documents through additions, deletions, or corrections.

The contract between the University and the contractor for construction of a project.

A Facility administered by the University's Division of Agriculture and Natural Resources. Agricultural field stations are located throughout California.

A proposed change in the work, as described in a bid, which, if accepted, may result in a change to either the contract sum, contract time, or both.

An advertisement issued by the Office of the President listing, for each calendar year, the types of projects and types of consultant contracts with fees of $100,000 or less anticipated during the year. The advertisement will be published per the advertising requirements in the FM.

The contractor's written request for payment. The Application for Payment itemizes the cost of the work in permanent place, as approved by the University's Representative, that has been completed in accordance with the contract documents.

A method of settling claims or disputes between parties to a contract, whereby an arbitrator or a panel of arbitrators selected for specialized knowledge in the field in question hears evidence and renders a decision.

A non-instructional University support service funded by fees and user charges provided primarily to students, faculty, and staff. State funds are not used to support auxiliary enterprises. Auxiliary enterprises include the following:

• Student and faculty rental housing
• Parking facilities
• Student centers and bookstores
• Child care facilities
• Dining facilities associated with housing
• Recreation centers

Federal civil rights law requiring that buildings and facilities be accessible to people with disabilities. UC construction projects must comply with ADA requirements, which are administered and enforced in California through Title 24 accessibility standards.

The formal public notice process required before soliciting competitive bids for construction contracts. The University must advertise projects in accordance with state law, and the advertisement must include key project details, bidding deadlines, and any prequalification requirements.

The organization, office, or individual responsible for enforcing applicable codes, standards, or regulations on a project. On UC projects, the AHJ may include the Campus Building Official, the Campus Fire Marshal, HCAI (for hospital facilities), or the Division of the State Architect, depending on project type.

A specific dollar amount included in the contract sum to cover work or materials that cannot be fully defined at the time of bidding. Allowances are drawn upon during construction as the scope becomes clear, and any unused portion is returned to the University

Additions to a project's approved budget that increase the total project cost beyond the originally authorized amount. Augmentations require approval at the appropriate level of authority and must be documented and justified through the capital approvals process.

All federal, state, and local laws, statutes, building codes, ordinances, rules, regulations, and lawful orders of public authorities having jurisdiction over the University, contractor, subcontractors, the project, the project site, and the work. Includes without limitation the requirements set forth in the General Conditions of the construction contract. All parties to a UC construction contract are required to comply with applicable code requirements throughout the project.

The contractor's written request for payment, itemizing the cost of work permanently in place, as approved by the University's Representative, that has been completed in accordance with the contract documents. Submitted periodically during construction as the basis for the University to issue a Certificate for Payment. 

The Authority Having Jurisdiction (AHJ) is the organization, office, or individual responsible for enforcing the requirements of applicable codes, regulations, and standards, or their designated representative. On UC campuses, the University itself generally serves as its own AHJ through its Certified Building Official (CBO) and Designated Campus Fire Marshal (DCFM), exercising self-certification authority in place of local municipal authorities. The AHJ determines whether compliance with code requirements has been achieved and has the authority to issue permits, conduct inspections, and grant approvals. 

The sum stated in a bid, as the base for which the bidder offers to perform the work described in the bidding documents, to which work may be added, or from which work may be deleted for sums stated in alternates.

A stage in the work when the University reserves the right, at its option and convenience, to occupy or otherwise use all or any part of the work prior to Substantial Completion or Final Completion upon 10 days' notice to the Contractor.

A complete and properly signed offer to do the work for the sums stipulated therein, submitted in accordance with the bidding documents.

Documents given to bidders to enable them to prepare a bid. Bidding documents consist of the Cover Page, Certification, Table of Contents, Advertisement for Bids or Request for Bid, Project Directory, Instructions to Bidders, Supplementary Instructions to Bidders, Information Available to Bidders, Bid Form, Bid Bond, Agreement, General Conditions, Supplementary Conditions, Exhibits, Specifications, List of Drawings, Drawings, and Addenda.

California legislation requiring periodic inspection of exterior elevated elements — such as balconies, decks, and walkways — on residential and multifamily buildings. UC has developed a specific Professional Services Agreement (PSA) template for Balcony Bill-related inspections, which may combine professional services and construction (destructive testing) work.

A California law requiring contractors on public projects to submit Environmental Product Declarations (EPDs) for specified materials such as structural steel, concrete, and flat glass. UC facilities must comply with BCCA requirements, and campuses must submit exemption forms through UCOP when a qualifying exemption applies.

A contractor selection method that awards a contract based on a combination of price and qualitative factors — such as experience, safety record, and project approach — rather than lowest bid price alone. UC uses Best Value selection for certain project types to optimize overall project outcomes.

The requirement that contractors obtain surety bonds — typically a Payment Bond and a Performance Bond — to protect the University against contractor default and to ensure subcontractors and suppliers are paid. Bonding requirements are specified in the contract documents and are mandatory on UC construction projects above certain thresholds.

The University officer designated by the Chancellor to administer and enforce building codes on campus facilities. The Campus Building Official (CBO) has authority over code compliance, permit issuance, and inspections for non-hospital projects not regulated by HCAI or DSA.

The publication known before January 1, 1988, as the California Administrative Code that is the official compilation of the adoption, amendment, or repeal of state agency regulations (many of which are applicable to University projects).

The commission with jurisdiction over matters concerning the operations of, and rates charged by, private utilities companies that serve the public throughout the state. The University's use of natural gas, electricity, and telecommunications services is subject to CPUC decisions affecting these services.

On-line electronic publication of the California Department of General Services that lists services and construction contracts.

The Ten-Year Capital Financial Plan identifies proposed capital projects, public private partnerships, and acquisition of real property for each campus and medical center.

The budget form, prepared for each capital improvement project, that itemizes estimated costs for each construction element (also called the project budget).

The University's project-by-project implementation of the master academic plans and long-range development plans at its Facilities. 

Land or real property, construction, or capital equipment for construction included as a project in the Capital Improvement Program.

The University program for upgrading or replacing facilities, major building systems, and supportive infrastructures beyond the funding limitations of OMP or deferred maintenance as a project in the Capital Improvement Program.

A written instrument issued by the University's Representative upon receipt of a contractor's Application for Payment. The Certificate for Payment is issued to the University and authorizes payment to the contractor for the amount the University's Representative determines to be properly due.

A post-award modification to a construction contract. A change order may clarify, revise, add to, or delete previous requirements of the work, adjust the contract sum, or adjust the contract time.

A written demand or assertion by a contractor seeking adjustment or interpretation of the terms of the contract documents, payment of money, extension of time, or other relief with respect to the contract documents, or determination of other disputes or matters in question between the University and contractor regarding the contract documents or the performance of the work.

A delay in the completion of the work beyond the expiration date of the contract time and caused by the gross negligence or willful acts of the University, its employees, or the University's Representative. Compensable delays may entitle the contractor to an adjustment of the contract time and the contract sum.

The act, art, or business of moving, demolishing, installing, or building a structure, facility, or system according to a plan or by a definite process. Construction consists of the application of any of these techniques to physical plant facilities such as structures, utilities, excavations, landscaping, site improvements, drainage systems and roads, and additions, deletions, or modifications of such facilities. All painting, regardless of whether exterior or interior painting of either new or existing structures is a form of construction.

The executed Agreement between the contractor (or contractors) and the University that sets forth the work required to construct a project, the contract time, liquidated damages, the contract sum, and the contract documents.

The actual cost to the University for the construction portion of the total project cost. Construction cost is a line item in the project's Capital Improvement Budget. In the final project budget, the construction cost is the final, adjusted contract sum.

All of the written and graphic documents prepared or assembled by the design professional for communicating the project design and contract administration. Construction documents include both the bidding and contract documents.

The person or firm responsible for coordinating and managing all or part of the construction process, including the design and bidding phases, as a member of the construction team consisting of University personnel, the design professional, and the contractor. Services are provided by a licensed architect, registered engineer, or licensed general contractor and may include construction project design review and evaluation, construction mobilization and supervision, bid evaluation, project scheduling, cost-benefit analysis, claims review and negotiation, and general management and administration of a construction project. The Construction Manager may act as the University’s Representative.

A person or firm engaged to render professional services to the University. Services may include, but are not limited to, architectural, landscape architectural, engineering, environmental, land surveying services, and real property development services.

An architect hired by the Facility to assist with general design standards and design reviews.

(See construction contract.)

The duties and responsibilities during the construction phase of a project as set forth in the design professional agreement and in the construction documents' General Conditions. The person or firm responsible for contract administration is listed in the construction Agreement.

Documents containing the legally enforceable requirements that become part of the construction contract when the Agreement is signed. Contract documents consist of the Agreement, General Conditions, Supplementary Conditions, Exhibits, Specifications, List of Drawings, Drawings, Addenda, Certificates of Insurance, Payment Bond, Performance Bond, List of Subcontractors, List of Changes in Subcontractors Due to Alternates, Notice to Proceed, various contract modifications, Notice of Completion, and all other documents identified in the Agreement.

The schedule that graphically shows each project work activity, the start and finish times required for each activity, and the interrelationships between all work activities. This schedule is made and used by the contractor to coordinate the work of the subcontractors.

The amount of compensation stated in the Agreement for the performance of the work. The contract sum may be adjusted only by change order.

The number of days set forth in the Agreement within which full completion of the work must be achieved. The contract time may be adjusted only by change order.

The person or firm responsible for performing the work and identified as such in the Agreement.

The Instructions to Bidders and the General Conditions are considered core University construction documents and are not to be changed by the Facilities. These documents have been carefully prepared to coordinate and conform with the other construction documents. The remaining construction documents are considered non-core documents and require completion by the Facility or the contractor.

The optimum sequence of work activities which, if delayed or extended, will delay the scheduled completion of one or more of the milestones specified in the contract schedule, the scheduled completion of the work, or both.

A California state law requiring public agencies to evaluate and disclose the environmental impacts of projects before approving them. The University of California serves as the lead agency for its own projects and must complete the appropriate environmental review — ranging from a Categorical Exemption to a full Environmental Impact Report — prior to an irrevocable commitment to a project.

The formal process of completing and documenting all contract obligations at the end of a construction project. Closeout activities include submission of as-built documents, operating and maintenance manuals, special guarantees, final inspection, issuance of a Certificate of Occupancy, and release of contractor retention following filing of the Notice of Completion.

A project delivery method in which the University contracts with a construction manager who provides pre-construction services and then assumes the risk of delivering the project within a Guaranteed Maximum Price (GMP). The CM at Risk model allows for contractor involvement during design, potentially improving constructability and cost control.

A streamlined capital approval process available for certain UC projects in which budget and design approvals are submitted together in a single Certification Checklist, rather than in sequential phases. This approach is typically used for non-state-funded projects and can shorten the overall approval timeline.

A reserved amount within a project budget to cover unforeseen conditions, design changes, or other unexpected costs during construction. UC projects typically carry both a design contingency (during pre-construction) and a construction contingency (during the construction phase), with usage subject to approval protocols.

A delay in the completion of the work beyond the expiration date of the contract time caused by the gross negligence or willful acts of the University, its employees, or the University's Representative. Compensable delays may entitle the contractor to an adjustment of both the contract time and the contract sum.

A specific intermediate completion date or event established within the construction contract that the contractor must achieve by a designated date. Contract milestones are used to track project progress and may be tied to liquidated damages if not met. They are defined within the contract schedule and monitored by the University's Representative. 

In a cost-plus-fee contract, the contractor's compensation above and beyond the actual direct costs of the work (labor, materials, equipment, and subcontractors). The contractor fee covers overhead and profit. It may be stated as a fixed amount or as a percentage of the cost of the work, as defined in the contract documents. 

In a cost-plus-fee contract, the contractor's compensation above and beyond the actual direct costs of the work (labor, materials, equipment, and subcontractors). The contractor fee covers overhead and profit. It may be stated as a fixed amount or as a percentage of the cost of the work, as defined in the contract documents. 

The allowable costs incurred by the contractor to perform work beyond the original contract scope, as directed through a Change Order or Field Order. Allowable cost components are defined in the General Conditions and typically include labor, materials, equipment, subcontractor costs, and an allowed markup for overhead and profit. 

Unless otherwise specified in the contract documents, a calendar day (including weekends and holidays). Contract time, notice periods, and other time requirements in UC construction contracts are measured in calendar days unless the contract expressly specifies working days. (FM Glossary; General Conditions)

The failure to fulfill a condition of the contract documents.

A term used to describe the process by which a capital improvement project proceeds from concept, through design and construction, to occupancy. Delivery methods include the following:

• Conventional (design-bid-build)
• CM at Risk
• CM/Multiple Prime Trade
• Design-build
• Turnkey
• Lease-back
• Other (These include joint ventures, leasing, tenant improvements, and purchase of developer-owned projects.)

The various services required to produce drawings and other documents that fix and describe the size and character of an entire project; the architectural concept of a building as represented by site plans, floor plans, elevations, renderings, and other drawings.

A project design phase in which all design decisions need to be completed. The design professional further develops the schematic design and architectural detailing and ensures that basic technical issues are resolved and are capable of technical description. Plan arrangements, specific space accommodations, equipment and furnishings, building design, materials and colors, and complete definitions of systems serving the project are developed.

These documents record all decisions made by the design team prior to preparation of the construction documents, and they include architectural documents, engineered systems documents, and supporting data. The design development documents are formally presented to and approved by the University, thus completing the design development phase.

An architect, landscape architect or engineer (civil, structural, mechanical, and electrical), (person or firm) qualified and duly licensed to perform architectural or engineering services under contract to or employed by the University. The design professional prepares and signs the construction documents.

A document describing a project in detail; an explanation of how and why a project is being developed that provides the designers with a Facility's standard architectural and engineering criteria, and shows how the project meets the University's and Facility's goals. The DPP may be prepared by a planning department, by a design professional, or by another consultant.

an independently owned and operated concern certified as a DVBE Services (OSDS) by the California Department of General Services Office of Small Business or other accepted certifying agency as listed here. https://www. https://ucop.edu/sbe-dvbe-certifications

Funds contributed by private individuals, foundations, or organizations to support a UC capital project. Projects using donor funding may require modifications to standard contract documents to comply with donor agreements, gift conditions, or naming requirements, and may be subject to specific reporting and acknowledgment obligations.

Work that is unsatisfactory, faulty, or deficient; that does not conform to the contract documents; or that does not meet the requirements of any inspection, test, or approval required by the contract documents. The contractor is obligated to correct or replace defective work at no additional cost to the University, including during the guarantee to repair period. 

The Designated Campus Fire Marshal (DCFM) is the University official responsible for enforcing fire and life safety codes on a UC campus. The DCFM serves as the Authority Having Jurisdiction for fire safety matters on University-owned or operated properties, acting in place of the local fire authority. Responsibilities include plan review for fire and life safety compliance, inspection of construction and existing facilities, and approval of occupancy. The DCFM works closely with the Certified Building Official (CBO) to ensure all projects meet applicable fire codes and safety standards.

An easement, like a license, gives the permission of the owner to use or prevent the use of the owner’s real property. However, unlike a license, it transfers to the easement holder an interest in the real property that encumbers the title record. Easements are classified as either appurtenant (benefiting and transferable with a specific piece of real property) or in gross (personal to the grantee). An easement can be transferred. Unless otherwise specified, an easement is presumed to be permanent and non-exclusive.

A website or other electronic communication accessible to all members of a professional society or organization. In order to be included within this definition, an electronic publication of a professional society or organization must maintain a frequency of publication, in the case of a method other than a website, (e.g., e-mail communication), of not less than every two weeks or in the case of a website, must updated not less than every two weeks.

A Facility-prepared report that documents in detail the probable environmental impact of a proposed project. The EIR process includes publication and public review of a draft report. The final EIR incorporates responses to all comments received during the review period and also proposes measures designed to mitigate significant environmental impacts and a program for monitoring mitigation measures.

An Environmental Product Declaration (EPD) is a document that reports a product’s environmental impact over its life cycle. 

Services performed in connection with project development and permit processing in order to comply with federal and state environmental laws including the processing and awarding of claims pursuant to Chapter 6.75 (commencing with Section 25299.10) of Division 20 of the Health and Safety Code.

A delay in the completion of the work caused by conditions beyond the contractor's control and without the fault or negligence of the contractor. Excusable delays may entitle the contractor to an extension of contract time, but shall not entitle the contractor to any adjustment of the contract sum.

When the term "executive" is applied to design professionals, the term refers to the primary design professional on the project, licensed in the state of California, who is both liable and accountable for the overall project design. There may be other design professionals on the project, but they are not responsible for the overall design.

A simplified version of the Executive Design Professional Agreement intended for use on lower-complexity or smaller-scope design projects. It can be used with any project delivery method and provides a streamlined contract structure while retaining the core protections of the standard EDPA.

Work required by the University that is outside the original scope of the contract and not reasonably inferable from the contract documents. Extra work is authorized by a Change Order or Field Order and entitles the contractor to an adjustment of the contract sum and, if applicable, the contract time.

Emergency Work refers to construction, repair, or maintenance work required immediately due to an unforeseen situation that poses an imminent threat to life, safety, property, or the continuity of essential University operations. The UC Facilities Manual recognizes that emergency conditions may justify exceptions to normal competitive bidding requirements, allowing the University to negotiate directly with a contractor to address the emergency as quickly as possible. Emergency Repair and Emergency Maintenance are recognized as distinct categories of urgent work within the Plant Operations and Maintenance program.

A building, structure, site or ground improvement, or other item built or installed to serve the University's mission of providing academic, scientific, and public service. (See also Facility.)

A University of California campus, laboratory, unit of the Division of Agriculture and Natural Resources, or the location of any other administrative unit. (See also facility.)

A University program to inspect facilities in order to identify, prioritize, and categorize projects as deferred maintenance, Capital Renewal and Replacement, or Special Repairs.

A duty of the University's Representative to observe tests and inspections and to make acceptances required by the contract documents.

A written instrument, issued by the University's Representative to, to provide instruction to a contractor when time required for preparation and execution of a formal Change Order would result in delay or stoppage of this work. A Field Order does not constitute a change in work or time unless stated. It must include a description of work and may include estimated adjustments of the contract sum and contract time. A Field Order may be issued before all terms of the change are fully agreed to by the University and the contractor but is not to be issued when the scope of the work and an estimated cost can be determined. A duly authorized Change Order shall replace a Field Order as soon as possible and shall bear appropriate reference to the Field Order.

An experimental University Facility administered by a campus, laboratory, or other administrative unit.

The stage in the work when all work, including all punch list items and all conditions of the contract documents, has been completed to the satisfaction of the University and the University's Representative. Final Completion triggers final payment to the contractor, release of the remaining retention, and recording of the Notice of Completion

A Follow-On Contract is a subsequent contract awarded to the same design professional or consultant who performed prior work on a project, such as design services, when the follow-on work arises directly from that earlier engagement. The UC Facilities Manual cautions against follow-on contracting to prevent conflicts of interest and to maintain fair, open competition. For example, a design professional who prepares construction documents should not be automatically awarded the construction management contract for the same project without a competitive process. Facilities must manage the selection process carefully to avoid the appearance of impropriety. 

Funds in the budget for current operations and support from the state or from University sources.

A person or firm that analyzes and inspects excavations, grading, compaction of soils, and the soil itself.

The period of time — typically one year from the date of Substantial Completion unless otherwise specified — during which the contractor is obligated to return and repair or replace any defective work at no cost to the University. Special guarantees or warranties for specific systems (e.g., roofing) may extend beyond the standard guarantee period.

Materials identified by the California Department of Industrial Relations as potential safety and health hazards.

Waste products including infectious and toxic waste, chemicals, and radioactive elements that cannot be handled through regular refuse disposal procedures due to the hazardous nature of these waste products.

The person appointed by the Chair of the University's Construction Review Board to conduct an informal hearing and to make a decision on a request for subcontractor substitution, a bid protest, or a contractor disqualification.

The California state agency (formerly OSHPD) responsible for reviewing and approving construction documents for licensed hospital and certain other healthcare facilities. HCAI approves architectural, structural, mechanical, and electrical systems on UC medical center projects, and drawings must be stamped by HCAI before bidding.

Any substance that, by reason of being explosive, flammable, poisonous, corrosive, oxidizing, irritating, or otherwise harmful, is likely to cause death or injury. In the context of UC facilities, hazardous materials (including asbestos, lead paint, PCBs, and similar substances) must be identified, handled, and disposed of in accordance with all applicable federal, state, and local laws and regulations.

A study prepared by the Facility during a project's planning phase that classifies the project's probable environmental impact. The Initial Study identifies areas of environmental concern and assesses whether potential impacts are sufficient to require the preparation of an Environmental Impact Report. If no significant impacts exist, a Negative Declaration is prepared instead.

Detailed evaluation of the work, which includes a field report documenting site conditions, work performed by the Contractor, work performed by University staff, and/or work performed by others in accordance with the approved contract specifications, construction documents, RFI's, field orders, change orders, and building code requirements.

A duly licensed person or firm specializing in construction inspections.

A competitive bidding process used for projects with estimated contract values between $50,000 and $640,000, in which written bids are solicited from a limited number of pre-identified contractors rather than through full public advertisement. Informal bidding is faster than formal competitive bidding and may also be used for sheltered market procurements targeting Small Business Enterprises (SBEs) or Disabled Veteran Business Enterprises (DVBEs).

The set of insurance policies that contractors and the University must maintain throughout a construction project. Standard UC construction contracts require contractors to carry Workers' Compensation, General Liability, Automobile Liability, and other coverages as specified. On UCIP projects, some coverages are provided by the University rather than individual contractors.

A defect that is not visible or active during the course of construction or before Final Completion.

A lease is an agreement in which the landlord agrees to give the tenant the exclusive right to occupy real property, usually for a specific term and, in exchange, the tenant agrees to give the landlord some sort of consideration. A lease transfers to the tenant a leasehold interest in the real property and, unless otherwise provided in the lease, a lease is transferable and irrevocable.

Written instruction, issued by the University's Representative, that interprets or clarifies the contract documents without changing the scope of work or adjusting the contract sum or contract time and that is consistent with the intent of the contract documents.

A license gives the permission of the owner to an individual or an entity to use real property for a specific purpose. Unlike a lease, it does not transfer an interest in the real property. It is personal to the licensee and any attempt to transfer the license terminates it. It is (usually) revocable and can be either exclusive or non- exclusive.

A fixed sum that is specified in the Agreement and which the contractor is assessed as a measure of damages that the University will suffer for each day the work remains incomplete beyond the expiration of the contract time.

A broad, comprehensive plan expressing policy as approved by The Regents on proposed future physical planning and development of a University Facility or its outlying areas.

A stipulated dollar amount for a project determined by including all work- related costs such as labor, materials, equipment rental, supervision, overhead, and profit.

The University's standard construction contract template used for larger, more complex projects, typically those with contract sums exceeding $1 million. The Long Form includes a full set of General Conditions covering all aspects of the construction relationship, and is required for projects using UCIP when delivered via lump sum fixed price.

The ongoing upkeep of buildings, equipment, roads, grounds, and utilities required to keep a Facility in a condition adequate to support the University's academic, scientific, and public service functions.

Maintenance, repair, and replacement work delayed from previous operating budget cycles due to a lack of funds.

The repair or replacement of facility components or equipment requiring immediate attention because the functioning of a critical system is impaired or because health, safety, or security of life is endangered. Emergency maintenance supersedes all other categories of maintenance.

The upkeep of property, machinery, and facilities including buildings, utility systems, roads, and grounds. Planned maintenance is usually characterized by its routine or recurring nature. Its purpose is to keep facilities functional. (Planned maintenance is also called programmed or scheduled maintenance.)

The periodic inspection, adjusting, minor repair, lubricating, reporting, and data recording necessary to minimize building equipment and utility system breakdowns and to maximize system and equipment efficiency.

Common workload measures and standards of performance applied to the tasks of OMP functions. The standards, which suggest the estimated hours per year required to complete preventive maintenance and to perform repair and replacement at various Facilities, are intended to be used primarily for budgeting purposes to determine resource requirements for OMP functions.

New construction, substantial alterations, extensions, or improvements to existing structures with an estimated cost in excess of $1 million. For projects with State money, the campus capital planning department should be contacted since the dollar threshold is adjusted biennially.

A process that provides for the intervention of an acceptable and impartial third party who assists and persuades contesting parties to reach a mutually acceptable settlement of their differences through an appropriate means of reconciliation, interpretation, clarification, suggestion, and advice.

New construction, substantial alterations, extensions, or improvements to existing structures with an estimated cost not to exceed $1 million. For projects with State money, the campus capital planning department should be contacted since the dollar threshold is adjusted biennially.

A simplified construction contract template used for smaller, lower-risk projects with estimated contract sums of up to $300,000. The Mini Form has a streamlined set of contract conditions; for more complex or higher-risk projects within that budget range, the Brief Form or Long Form should be used instead.

A Facility-prepared document stating that a proposed project has no probable significant environmental impact.

(See core (and non-core) construction documents.)

A notice filed by the University that signifies that the work, including punch list(s) and code violations, has been completed in accordance with the terms of the contract.

(See field observation.)

The UC Operational Carbon and Energy Assessment for New Construction (OCEAN) tool for proposed new buildings and major renovations forecast annual and lifetime utility costs and operational carbon emissions. Results are integrated into the capital approvals process in Regents and Certification Checklist items. More information can be found in Volume: 3 Chapter 5.6.1.

Operation and maintenance of plant.

Aggregations of the basic tasks required to perform Facility operations and maintenance (also called operational elements ).

A proposed plan of expenditure needed to operate the University for a fiscal period, excluding proposed expenditures for capital improvement projects.

The methods used to carry out utility distribution, building locking and unlocking, transportation activities, energy conversion and conservation, and other support systems that are vital to the satisfactory functioning of the plant.

A defect that is known or observable during the course of construction and before Final Completion.

For all approvals and delegations in Chapter 7 only, phased work includes, but is not limited to: using the same contractor to perform similar modifications on multiple buildings, performing multiple projects over a period of years on the same building, constructing multiple buildings in a complex or separating work into several projects. In such cases, separate projects or phases will be considered part of the same budget. Also see: project budget.

The Physical Design Framework identifies planning principles and objectives for design of the physical environment; how the PhDF relates to the Long Range Development Plan; and how objectives will be integrated into project planning and design. Also see: Long Range Development Plan.

The tools, machinery, buildings, grounds, and equipment of a University Facility (also called the physical plant ).

An optional OMP function that sets up an account to recharge users for funds expended by OMP on services performed by the other functions, for work included or not included in the operating budget. The purpose of Plant Service is to provide a uniform and consistent method of collecting and accounting for costs of all OMP functions through recharges.

A set hourly rate of pay in the locality where the work is to be performed, for each craft required to perform the work. Prevailing wage rates are determined by the Director of the California Department of Industrial Relations. The prevailing wage rates are usually based on rates specified in regional collective bargaining agreements.

A Product Category Rule (PCR) is a set of rules, requirements, and guidelines used to develop an EPD for a product group.

Illustrations, standard schedules, performance charts, instructions, brochures, diagrams, and other information furnished by the contractor to illustrate or describe materials or equipment for some portion of the work.

The process for defining project needs; programming includes cataloging the spaces and equipment needed, defining functional relationships, and identifying building systems requirements.

A capital improvement undertaking by the University, encompassing all work necessary to plan, design, construct, and close out a specific facility or improvement. A project includes the scope of work, budget, schedule, and associated contract documents. Projects are classified and managed through the University's Capital Improvement Program.

For all approvals and delegations in Chapter 7 only, total project budget shall be defined as all costs of the project including administrative, design, construction, interest accrued during construction, and where applicable equipment costs as well as acquisition cost of land or other real property. Also see: phased work.

A Facility file containing the bidding documents, contract documents, forms, correspondence, and all other record items related to a project.

A duly licensed person or firm specializing in managing the design, contract administration, and inspection of projects.

A narrative and statistical document that systematically justifies and describes a proposed capital improvement project. The PPG establishes the scope and purpose of the project in relation to the Facility's academic plan.

A document setting forth project requirements, constraints, and design objectives including space requirements and relationships, needed flexibility and expandability, special equipment and systems, and site requirements.

The design professional's or Facility's representative at the project site who assists in the administration of the construction contract.

A list of items to be completed or corrected by the contractor before Substantial Completion can be established. The punch list is issued and prepared by the University's Representative and includes lists from Field Inspectors, the Design Professional, and facilities staff.

The formal University authorization to expend funds for the preliminary plans (schematic design) phase of a capital project. P-Approval is required before an Executive Design Professional Agreement can be executed in the absence of full budget approval, and it is documented through a Chancellor action item consistent with UC policy.

A structured collaborative process in which the University, contractor, design professional, and other key project stakeholders commit to shared goals, open communication, and proactive problem-solving at the outset of a project. Described in FM Volume 1, Chapter 7, partnering is part of UC's Project Quality Management Program and is intended to reduce disputes and improve project outcomes.

The official authorization from the Campus Building Official (or HCAI or DSA, where applicable) required before construction work may begin. Permits confirm that plans have been reviewed for code compliance, and ongoing inspections tied to the permit ensure that work proceeds in conformance with approved documents.

The budget allocation authorized at P-Approval specifically to fund the preliminary plans phase of design. These funds cover schematic design costs and are distinct from the full project construction budget, which requires a separate capital approval.

The early design phase of a capital project in which schematic design documents are developed, reviewed, and approved. The P-Phase culminates in University approval to proceed to the design development and construction documents phases, and a P-Phase Report is submitted as part of Regents items for new construction or major renovations.

The process by which the University evaluates contractors' or design-builders' qualifications — including financial capacity, experience, safety record, and past performance — before allowing them to bid on a project. Prequalification templates are available on the UCOP website and should be tailored to specific project needs; it is mandatory for CM at Risk and Design-Build delivery methods.

The overall process by which the University selects and contracts with design professionals, construction managers, and contractors for capital projects. Procurement methods vary by project size, delivery method, and funding source, and must comply with UC policy, state public contract law, and any applicable federal requirements.

A UC contract template used to retain consultants for non-design professional services such as land surveys, environmental studies, cost estimating, and planning. The PSA operates as a blanket agreement, with individual Written Authorizations (Exhibit A) issued for specific scopes of work and time frames.

California law (Government Code §6250 et seq.) that provides the public with the right to access records held by state agencies, including the University of California. UC facilities staff must be aware that project documents — including contracts, bids, and correspondence — may be subject to disclosure upon request, with limited exceptions.

The area or areas designated in the contract documents as the physical location where the work is to be performed. The project site includes all areas that the contractor is authorized to use in connection with the project, including staging and storage areas, access routes, and any areas designated for temporary facilities. 

The President's Approval (P-Approval) is the formal authorization granted by the UC President or an authorized designee for capital projects that exceed the Chancellor's delegated approval authority. P-Approval is required for projects above established budget thresholds or those involving significant scope, policy, or financing considerations. It is part of the University's capital project approval process, which also includes Regents' approval for the largest projects. 

A program established to achieve the level of quality agreed to by the eventual users of, and those responsible for, a University project.

Copies of the Drawings, Specifications, and all other contract documents that reflect the changes that have occurred since these documents were issued to bidders.

Funds for current non-budgeted operations, capital improvement projects, or other non-budgeted purposes, provided by The Regents of the University of California, from various sources. Regents' Funds include the following:

• Endowments
• Gifts
• Laboratory management fees from the U.S. Department of Energy
• Contracts and grants overhead
• Investments

Substituting systems or components no longer usable or adequate with items of the same kind.

The term responsible, as applied to bidders, means a bidder who is able to satisfactorily perform the work, as determined by the University.

The term responsive, as applied to a bid, means that the form and content of the bid meets the University requirements set forth in the bidding documents.

A portion of the cost of the work in place withheld by the University from the contractor's progress payments.

The duties assigned to the project inspector (or inspection agency) during construction, including detailed field observation, documentation of site conditions, verification that work conforms to approved contract documents, and reporting of deficiencies to the University's Representative. Inspectors on UC projects must be qualified and, where required, certified under state regulations.

Physical examples that illustrate materials, equipment, or workmanship, and that establish standards by which the work will be judged.

The first phase of a project's design process; preparation, by the design professional, of drawings and other documents illustrating the scale and relationship of project components.

Documents typically including drawings, outline specifications, calculations, a cost estimate, sketches, and a color rendering or model used to illustrate the schematic design of a project.

The scope of project is what will be constructed or acquired. Scope encompasses physical characteristics and if integral to these characteristics, the intended program use.

Sheltered Applicant Pool is a program whereby a portion of design or professional service contracts under $100,000 are designated for Invitations for Proposals from Small Business Enterprise (SBE) and/or Disabled Veteran Business Enterprise (DVBE) firms. The goal of sheltered markets is to provide greater opportunities for small and disabled veteran design and professional services businesses.

Sheltered bidding is a program whereby a portion of contracts are designated, before solicitation of informal (competitively bid $50k - $640K) or negotiated (under $50K) bids, for competition between Small Business Enterprise (SBE) and/or Disabled Veteran Business Enterprise (DVBE) contractors. The goal of sheltered markets is to provide greater bidding opportunities to small and disabled veteran businesses in the University’s construction projects.

Submittals prepared by the contractor, subcontractors, or suppliers that illustrate how specific portions of the work will be fabricated, installed, or supplied. Shop Drawings are detailed drawings showing fabrication and installation. Product Data are catalog sheets, brochures, and technical descriptions. Samples are physical examples of materials or finishes. All must be reviewed and approved by the design professional before incorporation into the work. 

an independently owned and operated concern certified as a small business by the California Department of General Services Office of Small Business or other accepted certifying agency as listed here. https://ucop.edu/sbe-dvbe-certifications

The official who is vested with the responsibility for the campus’s capital program and is a direct report of the Chancellor. The appointment of the Sole Designee shall be in writing. A copy shall be provided to the Executive Director of Capital Assets Strategies and Director of Capital Markets Finance. Also see: Sole Campus Medical Center Designee.

The official who is vested with the responsibility for the medical center’s capital program and is an Officer of the Medical Center. The appointment of the Sole Designee shall be in writing. A copy shall be provided to the Executive Director of Capital Assets Strategies and Director of Capital Markets Finance. Also see: Sole Campus Capital Designee.

A duly licensed person or firm specializing in specialty inspections including materials testing in order to ensure compliance with California Building Code, Chapter 17 Special Inspections and the approved construction documents. See also CBC, Part 2, Volume 1 for definitions on continuous special inspection and periodic special inspection.

Large-scale deferred maintenance projects or a group of similar deferred maintenance projects that are combined into one project. Special Repairs are coordinated through the Capital Improvement Program but are funded through the operating budget.

The written requirements within the contract documents for materials, equipment, standards, and workmanship for the work, as well as performance of related services. Specifications are organized by technical sections and supplement the Drawings. Together, Specifications and Drawings define the full scope, quality, and character of the work the contractor is obligated to perform. 

A legal notice submitted to the University by a construction subcontractor, supplier, manufacturer, distributor, or another party to withhold unexpended funds held by the University to satisfy claims regarding labor and materials furnished to the contractor for the work.

A person or entity who has a direct contract with the contractor to perform any portion of the work at the project site. Subcontractors must be listed in the contractor's bid per the Subletting and Subcontracting Fair Practices Act and may only be substituted with the University's prior written consent. Subcontractors are bound by the terms of the prime contract as applicable to their work.

Items submitted by the contractor to the University's Representative. Submittals include the contract schedule, submittal schedule, shop drawings, product data, samples, record documents, guarantees, and operating and maintenance data.

A contractor-prepared schedule that directs contractor and subcontractor submissions of shop drawings, product data, samples, and other required items. This schedule includes the date the University's Representative should first receive submittals, the date by which the University's Representative is to approve submittals, and the date approved documents are to be returned to the contractor.

The stage in the progress of the work when the work, or a designated portion thereof, is sufficiently complete in accordance with the contract documents so the University can occupy or utilize the work for its intended use. Substantial Completion marks the end of the primary contract time period, triggers the start of the Guarantee to Repair Period, and initiates the release of most retention. 

Official recognition by the California Department of General Services (or other accepted certifying agency) that a business qualifies as a small business under state standards. SBE-certified contractors are eligible to participate in UC's sheltered bidding program, which designates a portion of informal and negotiated contracts exclusively for competition among SBEs and DVBEs.

Refers to UC's Seismic Safety Policy and associated program guidelines governing the design, construction, and evaluation of University facilities to protect life safety in the event of an earthquake. All new UC construction and major renovations must comply with the California Building Code seismic requirements, and existing facilities are subject to ongoing seismic evaluation and remediation under the UC Seismic Program.

A group of University representatives convened to evaluate and rank proposals or qualifications from competing contractors, design-builders, or CM at Risk firms. The selection committee follows defined evaluation criteria, conducts interviews where required, and makes recommendations for award in accordance with UC procurement policies.

California Education Code provisions (originally the Stull Act) that intersect with UC contracting in the context of certain public school and community college facilities. In the UC Facilities Manual context, the term relates to state-mandated requirements affecting project scope, funding eligibility, or regulatory compliance on projects involving K-12 or community college partners.

A request by a contractor to replace a specified material, product, or subcontractor with an alternative. Subcontractor substitutions are strictly governed by the California Subletting and Subcontracting Fair Practices Act, and product/material substitutions must be approved by the University's Representative based on equivalency in quality, utility, and appearance.

A request by a contractor to replace a specified material, product, or subcontractor with an alternative. Subcontractor substitutions are strictly governed by the California Subletting and Subcontracting Fair Practices Act, and product/material substitutions must be approved by the University's Representative based on equivalency in quality, utility, and appearance.

UC's commitment to environmentally responsible design and construction, including compliance with the UC Sustainable Practices Policy and green building standards such as LEED. Capital projects are evaluated for operational carbon and energy performance using the OCEAN tool, and sustainability goals are integrated into the capital approvals process through Regents items and Certification Checklists.

A contractor other than the prime contractor who has a direct contract with the University for work on the same project site. Separate contractors must coordinate their work with the prime contractor under the oversight of the University's Representative to avoid interference and delays. The prime contractor has limited coordination responsibilities with Separate Contractors as defined in the General Conditions. 

The contractor's authorized representative who is present at the project site at all times during the performance of the work. The Superintendent must be competent and experienced, must be acceptable to the University's Representative, and has authority to act on behalf of the contractor in matters relating to the daily management and execution of the work. 

A certified laboratory retained to perform testing services required by the contract documents.

The University's right to end a construction contract when a contractor fails to perform in accordance with the contract terms — such as for persistent defective work, failure to prosecute the work, or other material breaches. Termination for cause is a formal process governed by the General Conditions and requires written notice, an opportunity to cure, and documentation before the University may take over the work.

The point at which the Builder's Risk insurance policy on a construction project ends. Under UC contracts, Builder's Risk coverage terminates at Final Completion — specifically, upon the date of Final Completion stated in the Notice of Completion filed by the University. Project managers must notify UC Risk Services and the University's insurance broker at least 10 days before anticipated termination to prevent accidental lapses in coverage.

A classification level used to categorize subcontractors and sub-subcontractors in the contracting chain below the prime contractor. A first-tier subcontractor has a direct contract with the prime contractor. Second-tier and lower-tier contractors have contracts with subcontractors at the tier above them. UC contract documents and the Subletting and Subcontracting Fair Practices Act regulate subcontractor listing and substitution requirements at each tier.

A delay in completion of the work within the contract time that is caused by the contractor's own actions, inaction, or lack of diligence, and is not attributable to the University or to an excusable cause recognized in the General Conditions. An unexcusable delay does not entitle the contractor to an extension of time or additional compensation and may result in the assessment of liquidated damages. 

An amount stated in a bid or later agreed upon as a price per unit of measurement for materials, equipment, services, or a portion of the work, as described in the bidding documents.

The Regents of the University of California, acting through its authorized representatives. As the contracting entity for all UC construction and facilities projects, the University sets policies and procedures through the UC Facilities Manual, which is based on Regents' policy, federal and state laws, and results of dispute resolution. 

The University employee or agent designated to act as the University's authorized representative during construction contract administration. The University's Representative has authority to make decisions on behalf of the University regarding interpretation of contract documents, approval of submittals, payment certifications, and administration of change orders and claims. May be a University staff member, project manager, or a Construction Manager. 

A consolidated insurance program established by The Regents for UC construction projects with a projected construction value of $25 million or more. Under the UCIP, the University purchases and pays for Workers' Compensation, General Liability, and Excess Liability coverage for all enrolled contractors and subcontractors, who in turn submit bids with insurance costs excluded.

The document that governs the administration of the UCIP on a specific project, detailing coverage terms, enrollment procedures, bidding requirements, claims reporting, and safety standards. The UCIP Insurance Manual is incorporated as an exhibit in all Long Form, CM at Risk, Design-Build, and Multiple Prime contracts that use the UCIP.

A Change Order issued by the University directing a modification to the work, contract sum, or contract time without the contractor's signature or agreement. A Unilateral Change Order may be issued when the University and contractor cannot reach agreement on the terms of a change. The contractor must perform the directed work and may pursue a claim for additional compensation through the claims resolution process.

The University's designated Certified Building Official (CBO) responsible for administering the building code compliance program for University facilities. The Building Official has authority to issue building permits, conduct plan checks, oversee inspections, and issue certificates of occupancy on University projects, acting in place of local jurisdictional authority in accordance with UC's self-certification authority.

The University official who has been delegated authority by the Chancellor or their designee to approve and execute construction contracts, change orders, and other contractual actions on behalf of the University within the limits set forth in the Delegations of Authority. The Responsible Administrator bears institutional responsibility for project oversight and compliance with University policies. 

A process used to review a project's design to ensure that it provides the best use of available project funds (also called value management ).

The construction and services required by the contract documents, whether completed or partially completed, and includes all labor, materials, equipment, and services provided or to be provided by the contractor to fulfill the contractor's obligations under the contract. The Work may constitute the whole or a part of the project. 

The processing and managing of work orders and regularly scheduled work. Work Control is a task category in the OMP function, Plant Administration.

A construction contracting method used for recurring, well-defined, or repetitive work where quick execution is essential. Under JOC, a contractor is selected through a competitive process and assigned work via individual job orders priced using a pre-established unit price catalog, allowing the University to execute multiple projects under a single contract over a defined period.