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Purchasing Agreements


Purchasing Agreements are drafted and executed for the procurement of Independent Contractors, Consultants, or Professional Services. It is widely used when sensitive information is shared with vendors to carry out the scope of their work.

Purchasing Agreements Workflow

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Required Forms

  1. Intake Form (DOCX)
    To ensure departments provide complete details of the requested service, the following Intake Form should be completed and sent to your designated Analyst along with your drafted Purchasing Agreement forms
  2. Purchasing Agreement Recitals (DOCX)
    Required for every agreement to determine the parties, term, invoicing and personnel content information, etc.
    *FOR SCHOOL OF MEDICINE, PLEASE USE THIS FORM (DOCX)
  3. Purchasing Agreement - Attachment A/Statement of Work (DOCX)
    Required as an Attachment for each Purchasing Agreement. To ensure we adequately contract with the vendor for services, a detailed scope of work/services is important.
    *FOR SCHOOL OF MEDICINE, PLEASE USE THIS FORM (DOCX)
  4. Source Selection and Price Reasonableness Justification Form (PDF)
    *This document must be completed by the requesting Department for all federally funded purchases that are ≥$10,000.00 (including tax and shipping) & non-federally funded purchases ≥$100,000.00 (excluding tax, but including shipping), to substantiate the appropriateness of source selection and price reasonableness.

Additional UCOP Appendices

Appendix - Data Security ("APP DS") (PDF)Attached to an agreement when a third party creates, store, manage, use or transmit UC information or when a third party obtains non-public information or protected information.

Such information may include:

  • confidential and proprietary information
  • trade secrets
  • business information
  • Personally Identifiable Information (PII)
  • credit card data
  • student records
  • individual financial information
  • information with additional statutory protections

PII can be information that may describe or identifies an individual such as:

  • name
  • social security numbers
  • physical description
  • home address
  • telephone numbers
  • email addresses
  • education/financial matters
  • medical or employment history
  • statements made by an individual

Appendix HIPPA BA (PDF)
Attached to an agreement when a Business Associate will have access to, utilizing or disclosing Protected Health Information (PHI) or performs HIPAA covered functions. It is UCOP policy that the university requires third parties to agree and sign the university's HIPAA BA.

Amendments

Contractual changes to any existing agreement requires an amendment (scope of work, duration, compensation, T&C's, etc.). Sample Amendment draft can be viewed here (PDF).

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