CONTRACTS OVERVIEW

DEFINITIONS

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• Purchase Requisition (“REQ”): a request by the UCSF Department(s) for goods and/or services; a Req formally initiates the contracting process
   

• Purchase Order (“PO”): a commercial document issued on a University Purchase Order form (print or electronic (via “PMM”/McKesson” system) authorizing a supplier to furnish goods and/or services to the University according to the stated terms (descriptions, quantities, prices, payment terms, and shipment/delivery dates). A Purchase Order forms a one-time contract when issued by the University and performed by the supplier; it is only valid for the purchases referenced on the Purchase Order.
   

• Agreement/Contract (“K”): a fully executed (signed by both parties) legally binding agreement for the procurement of goods and/or services by the University that defines performance standards, scope of work, and complex terms associated with the purchase of a good or service.

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RULES

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1. Department personnel DO NOT sign contracts (contracting authority for procurement of services and goods flow through and are signed by Procurement Services, see Contract Authority Memo)
    

2. Procurement is required to use UC/UCSF contract templates, which contain applicable local, state, and federal regulatory requirements (UC Policy BUS-43, Part I(C)(7)(b))
    

3. Contracts > 10 years must be re-negotiated and re-executed (UC Policy BUS-43, Part I(A)(6))
    

4. Contracts > $100k annually must be competitively bid unless exception applies (CA Public Contract Code, Section 10507 et seq, UC Policy BUS-43, Part I(C)(1))
    

5. Onsite services (i.e performance on UC Premises) trigger “Fair Wage/Fair Work” whereby UC will contractually require Suppliers to pay such workers performing the Services no less than the Fair Wage (currently $15/hour) (UC Policy BUS-43, Part I(E)(1)(d)); and other HR/onboarding compliance issues

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PROCESS

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1. Department sends REQ via Docusign. REQ gets routed through for appropriate "signature authority" per Finance rules.
    

2. REQ is received by Procurement and Purchasing Manager assigns to appropriate Contract Owner in ContracKing.
    

3. Contract Owner* begins the contracting process

   • (i) Review and Confirm details of the REQ

   • (ii) Engage with Department and Vendor

   • (iii) Negotiate and Benchmark to ensure (i) compliance with UC Terms and conditions, applicable local, state & federal law; (ii) conformity with standard operations, policies, and procedure; and (iii) ensure best pricing/value of goods/services

   • (iv) Finalize and circulate for signature
      

*A Contract Owner is a Contract Administrator or Contract Officer that is assigned to the Req depending on the complexity of the contract. If needed, it may be escalated or handled by Procurement’s Contract Counsel and involved consultation with our subject matter experts (i.e. Risk, Privacy, IT Security, etc.)
 

  4. Procurement Director and/or Manager signs contract on behalf of UCSF Health.