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 (“Premier ERP”) 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: A legally binding document for the present or future procurement of goods and/or services by the University.
Rules
- 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)
- Procurement is required to use UC/UCI Health contract templates, which contain applicable local, state, and federal regulatory requirements (UC Policy BUS-43, Part I(C)(7)(b))
- Contracts > 10 years must be re-negotiated and re-executed (UC Policy BUS-43, Part I(A)(6))
- 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))
- 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))
- Within contract agreements, there is a statement of work (SOW) document to be completed, where when key business stakeholders are advised to review, departmental signature is required to validate SOW.
Process
- Department sends REQ via Docusign REQ gets routed through for appropriate signature authority per Finance rules
- REQ is received by Procurement and Purchasing Manager assigns to appropriate Contract Administrator
- 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
- Chief Procurement Officer and/or Procurement Contracts Manager signs contract on behalf of UCI Health
