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Low-Risk Procurements


To expedite the processing of "low-risk" services, and as part of DFA's broad efforts to improve speed of such review, effective October 1, 2018, the Procurement Services Contracts team will approve "low-risk" procurements subject to the prevailing UC Terms and Conditions of Purchase (PDF) in lieu of requiring a Purchasing Agreement

What is a “Low-Risk” Procurement?

To be considered a "low-risk" procurement, the work must not include the following restricted data:

  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
  4. Access to university networks and/or data systems

Low-Risk Procurements Workflow

Low Risk Procurements Workflow

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


"Low-Risk" Procurements
Description
Commodity Code
Editing Editing Non-complex editing/copy editing Non-complex editing/copy editing 82111800 82111800
Writing/Translating/Indexing Writing/Translating/Indexing Freelance writing/Non-complex, generic translating and indexing Freelance writing/Non-complex, generic translating and indexing 82110000 82110000
Photography/Videography Photography/Videography University shall own the copyright rights to all images and videos, vendor restricted from using such images for marketing purposes University shall own the copyright rights to all images and videos, vendor restricted from using such images for marketing purposes 82130000 82130000
Advertising Advertising Non-complex ads, university provides and controls content Non-complex ads, university provides and controls content 82100000 82100000
Graphic Design Graphic Design Non-complex designs as directed by the university Non-complex designs as directed by the university 82140000 82140000
Publishing Publishing All information provided by university All information provided by university 82121800 82121800
Performance Agreements under $2K Performance Agreements under $2K No ticket sales, minimal set up of equipment No ticket sales, minimal set up of equipment 82150000 82150000
Workshop Facilitators Workshop Facilitators Teambuilding, soft-skills training, and meeting facilitation (Not to include coaching, training, certifications, and speakers) Teambuilding, soft-skills training, and meeting facilitation (Not to include coaching, training, certifications, and speakers) 86132201 86132201
Event Vendors Event Vendors Disc jockey (DJ), décor, face painter, balloon artist, etc. (Not to include animal-related events) Disc jockey (DJ), décor, face painter, balloon artist, etc. (Not to include animal-related events) 82150000 82150000
Professional Services Professional Services Delivery, minimal set-up Delivery, minimal set-up 80100000 80100000

The KFS Requisition/Purchase Order approval process to obtain services would still apply; however, the department would no longer need to complete and submit a draft agreement to the Contracts team

Steps to help expedite the review process:

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For more training and general questions regarding KFS, visit UCI's Kuali Financial Systems main webpage

PLEASE NOTE: The Contracts team may require a Purchasing Agreement to be completed for the services if significant facts or circumstances are discovered during the review of the KFS PO and such services would no longer be considered "low-risk"

If you have questions regarding this newly updated process improvement, please contact the Contracts team