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Contracting

Contracts Process and Controls

Click here to view full overview of contracts process

Definitions

  • Purchase Requisition (“REQ”): request by Department for goods or services

  • Purchase Order (“PO”): A commercial document issued on a University Purchase Order form or an electronic document created by a University e-procurement system (“PMM”/McKesson”) authorizing a supplier to furnish goods and/or services to the University according to the stated terms with payment to be made later. A Purchase Order or electronic document forms a contract when issued by the University and performed by the supplier

  • Agreement/Contract (“K”): A legally binding document for the present or future procurement of goods and/or services by the University.

Rules

  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 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))

Process

  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 Administrator

  3. Contract Administrator* begins the contracting process

    • Review and Confirm REQ

    • Engage with Department and Vendor

    • Negotiate and Benchmark to ensure (i) compliance with UC Terms and conditions and (ii) ensure best pricing/value of goods/services

    • Prepare and Finalize *May involve negotiation/drafting/review by Procurement’s Contract Counsel, as needed

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

BCHO - Integrated Contracts Process

Click here to view full document to determine how to add Benioff Children's Hospital Oakland ("BCHO") as a party to a contract (new or existing)

About BCHO


In 2014, BCHO and UCSF established a formal affiliation. Under the terms of the affiliation, UCSF has representation on BCHO’s Board of Directors (Board), and BCHO retains its identity and status as a private, not-for profit 501(c)(3) organization with its own separate license.


The Regents of the University of California is the sole corporate member. This means that The Regents of the University of California is the corporate “parent” of BCHO.


BCHO currently has its own contracting attorney and procurement team. However, a number of agreements may involve both UCSF and BCHO whereby a UCSF agreement may extend terms to BCHO based on BCHO’s status as an affiliate or vice versa. In such cases, both UCSF and BCHO will each sign as parties to the agreement.

Additionally, per instruction by UCOP Office of General Counsel, UCSF executed BAAs will extend to BCHO via a BCHO BAA Addendum that will be signed by both UCSF and BCHO.