Contract Services

Please visit UCOP's internal site for instructions and FAQs .

The Rationale for Contracting Covered Services form is the carve out request that is routed to Enterprise Workforce Relations (EWR) and you will receive notification from DocuSign when the form is approved. Prior to requesting a carve out, you must contact Facilities Management to see if they can fulfill the request. If they are unable to, then fill out the form.

You will need to receive the approved carve out for covered services before you submit a requisition. If you submit without it, the Purchase Order will be delayed as we wait for this document.

Yes, the approved carve out form and correspondence with UCI department that is governed by covered services showing they are unavailable/unable to meet requirements should be attached to the requisition.

Yes, you are still required to provide an exemption form for covered services before proceeding.

You are required to have a minimum of two bids for purchases under $100,000. Procurement best practices suggest three or more to get the best possible pricing options. Send your final agreement to Contracts for review prior to creating a Requsition.

Changes to a currently existing agreement will likely require an amendment.

Suppliers that handles UCI data, or have access to UCI systems, are required to maintain cyber liability insurance to cover the remediation costs of data breaches. If the OIT Risk Assessment determines the supplier will handle:

• P1 level data, the supplier must maintain $500,000 in cyber liability coverage.
• P2 level data, the supplier must maintain $1 million in cyber liability coverage.
• P3 level data, the supplier must maintain $5 million in cyber liability coverage.
• P4 level data, the supplier must maintain $10 million in cyber liability coverage.

If suppliers cannot meet the UC required insurance coverages, or insist on a limitation of liability, the purchase will require additional reviews by Risk Services and Campus Counsel. Please allow for additional time for review of these issues. The assigned Procurement team member will assist with the review process.

Risk Services must review an up-to-date Certificates of Insurance (COI) from the supplier. Please submit a request to Risk Services with questions regarding COI.

Please draft an amendment on an Amendment Form and forward a copy to Contracts for review, referencing the PO number and attach the existing contract to the email.

Please submit a request to Risk Services for a review of Certificates of Insurance or for questions regarding insurance waiver requests.

Please refer to BUS-63 for additional information.

Our current time for an agreement review is typically 5-10 business days depending on the complexity of the service. Agreements from third parties may take longer to review.

• On-board the third party into KFS and initiate a requisition for your internal department's approval before sending a drafted contract to our team for review.
• Use the following email subject line format when corresponding with contract and PO matters:
  • "C/A [Name of Vendor] (KFS PO# [XX])"
• Inform us whether the third party vendor will have access to any Personally Identifiable Information, Protected Health Information, student records, university servers/networks, or UC information.
• Be sure to email your department's/school's designated analyst and copy contracts@uci.edu.
• Use the correct commodity code in KFS (Service Agreements Commodity Code: 80000000).
• Ensure Campus HR's review an approval for the proposed third party's service per BUS-43.
• Ensure the third party is not debarred. When using federal Contract or Grant funds, you are required to know if a potential contractor has been debarred or suspended from doing business with the federal government.

To expedite the process for "low-risk" services, effective October 1, 2017, the Procurement Services' Contracts team will approve "low-risk" activities/procurements subject to the prevailing UC Terms and Conditions of Purchase in lieu of requiring a service agreement.

To be considered a "low-risk" activity, the work must not include 1) Protected Health Information (PHI as defined under HIPAA), 2) Personally Identifiable Information (PII may include names, addresses, phone numbers, SSN, ID numbers, etc.), 3) Student Records, or 4) access to university networks.

Subject to the above, "low-risk" activities/procurements include, but are not limited to, the following:

1. Editing;
2. Translating;
3. Indexing;
4. Transcribing;
5. Videography;
6. Photography;
7. Graphic design; and
8. Publishing/Editing

The KFS Requisition/Purchase Order approval process to obtain services will still apply, however the department will no longer need to complete and submit a draft agreement to the Procurement Services' Contracts team. The details of the scope of work should be added to the appropriate line item of the KFS requisition. For more details regarding the standard KFS approval process, please visit our how to page and Requisition Business Contracts/Agreements .

Please note, the Procurement Services' Contracts team may still require an agreement for such services if significant facts or circumstances are discovered during the review of the KFS PO which could make it a "high-risk" activity.

Please contact the Procurement Services' Contracts team at contracts@uci.edu if you have questions regarding this process improvement.

A Pre-Hire worksheet should be completed and signed by the requesting department for each new service agreement.

Please search the list of commodity codes to find the most applicable code for your purchase. Select the following link to learn how to ready how commodity codes are categorized by segment and family: Commodity UNSPSC Family Codes . To search in KFS, please refer to the training guide . For additional assistance, contact Procurement Services.

Please create a KFS requisition for your department's internal approval before sending an agreement to our Contracts Team for review.

Source Selection & Price Reasonableness Justification Form is to be completed by the requesting Department for all purchases on non-federal funds above $99,999.00 (excluding tax), to substantiate the appropriateness of source selection and price reasonableness.

The purchase of goods and services of $100,000.00 or more requires formal competitive bids. Informal bidding is allowed for transactions below $100,000.00, however, competitive bidding is always the preferred method.

In most cases, strategically sourced agreements that have been competitively bid do not require further justification.

Complete a Conflict of Interest Form and email a copy to procurement@uci.edu and cc vendor-coordinator@uci.edu for review and approval. Please review the Conflict of Interest Guide for more information.