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How To Contract

How to Process Purchasing Agreement

Solicit proposals for work costing $100,000 or more or submit a Source Selection & Price Reasonableness Justification Form (PDF). Document cost reasonableness for agreements less than $100,000.

Tasks Steps
1. Review Independent Contractor, Consultant, or Employee
  • Independent Contractor
    • An independent contractor relationship exists when UCI has the right to control only the end result of a service, not the way it is performed
      • In general, standard services provided by independent contractors are requested using the university's electronic purchase requisition or directly through Contract Services
      • Services can be performed by individuals, corporations, partnerships, and sole proprietorships
      • Contractors may use a FEIN (Federal Employer Identification Number) or a SSN (Social Security Number) for tax purposes
  • Independent Consultant
    • An independent consultant relationship exists when UCI can not control either the result of the service or the way it is performed
      • Consultants offer advice or solve clearly delineated problems, but they don't direct or carry out solutions
      • A consultant may be an individual or company requiring little or no guidance to accomplish the task
      • Individuals or companies that provide professional services often refer to themselves as consultants when they are, in fact, defined by the university as independent contractors
  • Employee
    • An employer-employee relationship exists when UCI controls both the result of the work the individual performs and the way it is performed
2. Refer to UC Policy
  • Independent Contractor and Consultant
    • BUS-43, Purchases of Goods and Services
  1. Review Conflict of Interest (DOCX) information
  2. UC employees (excluding those with teaching or research responsibilities) cannot contract with any University department to provide goods or services as independent contractors

In certain cases employees with research or teaching positions may be allowed to provide services as a contractor. Each case must be approved by Human Resources and the Director of Procurement Services.

  1. Because the process for engaging contractors is complex and varies from project to project, contact Contract Services at 949.824.6516 to discuss your requirements
  2. Be prepared to provide a detailed scope of work and other essential information
  1. If work is on a sponsored project or involves research activities, contact the appropriate Contract or Grant Officer
  2. If work is funded by a sponsored project, but is not a research activity, it is the department's responsibility to ensure that the grant award permits all of the following criteria:
    • the use of the proposed contractor
    • the type and dates of services to be provided
    • the amount to be paid for services rendered
  1. Review insurance requirements stated in agreement with contractor
  2. Discuss any concerns with Risk Services at 949.824.6510
  1. Initiate a KFS Requisition: KFS Business Contracts/Agreements Quick Reference Guide (PDF)
  2. Email draft agreement to Contract Services and include vendor name and KFS doc number in the subject line
  3. Agreements will be reviewed for adequate scope of work, completeness and compliance with policy
  1. When obtaining signatures circulate complete agreement including attachments, if any
  2. Be sure to forward entire agreement, including attachments, to the contractor
  3. When obtaining internal signatures ensure forms are also circulated

*If you have the name and email of the signatories for the contractors and your department, forward them to contracts@uci.edu. We can facilitate an electronic signature via Docusign.

When changes are made after obtaining any signature all parties must initial the change or sign the new version of the agreement

  1. The agreement will be reviewed for completeness, compliance with policy and applicable signatures
  2. A copy of the signed agreement will be sent to the department following execution
  3. Department forwards a copy to the contractor

Write the agreement number (KFS PO#) on the invoice and forward to Accounts Payable

  1. If the contractor accepts credit cards, use your PALCard
  2. If the contractor does not accept credit cards, refer to Low Risk Procurements
  1. Use KFS to create a Requisition
  2. Ensure vendor is onboarded in KFS
  3. Requisition should include:
    • Name
    • Detailed scope of work
    • Where work will be performed
    • When the work will be performed
    • Whether University supplies or equipment will be used
    • Payment amount by the hour, day, month, or job
    • Total Not to Exceed amount
  4. Attach all supporting documentation to the KFS Requisition. For contracts/agreements, email a word copy to contracts@uci.edu.

Amendments

Contractual changes to any existing agreement requires an amendment (scope of work, duration, compensation, T&C's, etc.)

If payment is through a KFS PO, please initiate a KFS Amendment to the existing KFS PO with requested changes. Send a drafted amendment form to your designated analyst for review along with the corresponding KFS PO number for reference.

  1. Changes to existing agreements are made using an Amendment Form (DOC)
  2. Initiate a KFS Purchase Order Amend (POA) (PDF)
  3. Amendments should be forwarded to Contract Services for review prior to obtaining signatures