Contract Services

Yes, every purchase requires an agreement—both parties must agree on the key elements of the transaction (e.g., price, quantity, timing, description, etc.). In many cases, a purchase order (PO) serves as that agreement.

The key question is whether a purchase requires a bilaterally signed formal agreement?

That depends on the complexity and risk of the purchase:

• Low-risk purchases may be completed by using a PO.
• Moderate purchases may include additional documentation to the PO (e.g., quote, order form, or statement of work.
• Higher-risk or complex purchases typically require a bilaterally signed formal agreement.

Factors that impact the determination of whether a purchase should include a signed agreement include:

1. Length of the agreement (the “Term”)
2. Complexity of the purchase
3. Total dollar amount of the purchase
4. Considerations for information security (e.g., data security, IT purchases, etc.)

It depends on the type of agreement:

• Purchase agreements (UCI is buying goods or services):
  Submit the draft agreement through a UCIBuy+ purchase requisition. Do not submit purchase agreements for review/preview via Service Now.
  Note: UCOP generally requires UC Irvine to utilize the systemwide approved template and terms. If a supplier provides their agreement/terms, Procurement recommends you alert the supplier that the agreement UC Irvine Procurement issues will not likely be their terms alone.
• Non-purchase agreements or Sales & Service Agreements (UCI is providing goods/services to an external client):
  Sumit a request through a Procurement ServiceNow ticket.

Only individuals with Delegation of Authority may sign agreements on behalf of UC Irvine. Do not sign agreements yourself—Procurement or the appropriate delegated office will route for signature. If a supplier requires completion of an application to become a client, you may complete the application document provided it does not include language affirming all purchases will be subject to the supplier's terms and conditions.

Avoid delays by:
Using existing agreements when possible
Purchase from suppliers with an existing UCOP or UCI master agreement.

• Ensuring the supplier is properly onboarded
  Confirm the supplier is registered in PaymentWorks before submitting your request.
• Providing complete and meaningful documentation
  • Include a clear description of the goods, services, or information technology to be purchased
  • Attach supporting documents like a quote, order form, or statement of work (SOW).
  • Documentations should clearly define scope, deliverables, and requirements.
  • Email is not a sufficient supporting documentation.
  • Invoices along cannot be used to support a purchase.
• Planning ahead
  Build in adequate time for review and approvals. More complex or higher-risk purchases—and those requiring additional reviews (e.g., covered services, risk review, etc.)—will take longer to complete.