Procurement & Contracting Services

Business & Revenue Contracts

Pre-Submission Checklist

The following components, if applicable to the agreement type, must be included on all KFS documents prior to submittal to Business & Revenue Contracts and Services: (Also see Consultant Agreements Checklist )

--Start and End Dates 

--Vendor E-mail address, phone number, and contact name

--Complete scope of work 

--Commodity code is reflective of service being requested

--Technical contact in campus department, including contact information (e-mail address and phone number); this is the person to whom questions will be directed regarding any technical issues and to whom a copy of the fully exoectured agreement will be sent

--Ensure all applicable documents/forms are electronically attached to the KFS document.  These forms can include one or more of the forms indicated below.  In addition, if the proposed vendor has provided a contract, be sure to attach it to your KFS request, along with any exhibits that the vendor has provided. 

  • Independent Contractor Pre-Hire Information Form: Required if contracting with an individual or company operated and operated by an individual.  Do not include the contractor’s federal tax identification number or social security number.
  • Report of Proposed Transaction Involving Potential Conflict of Interest: Required if contracting with a current or former UC employee or near relative or if the proposed contractor previously performed work for the university.
  • Confirming Letter:  Required  if  work  begun  or  was  completed  to  prior  to  an  agreement  being  executed  (signed  by  department  head  up  to  $500  and  signed  by Dean/Vice Chancellor if total cost greater than $500.00)
  • Sole  Source  Forms:  To  be  used in  circumstances  where  there  is  only  one vendor  that  can  provide  the  service and total cost of transaction will be $100K or higher;  the  form  is  documentation  and  approval  that competitive bid requirements are waived.  Two forms are necessary: The Sole Source Justification  and  the  Individual  Disclosure  Statement.    Each  person  involved  in  the recommendation   for   sole   sourcing   must   complete   the   Individual   Disclosure Statement.
  • Rate Approval Documentation: If the university will be providing a service to a non-UC entity (revenue agreement), the requesting department must provide documentation showing that the rate(s) to be charged for the service(s) to be provided have been approved by the campus rate committee or their dean or vice chancellor within the last three years.

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