Forfederallyfundedpurchasesat or above $10Kandnon-federallyfundedpurchasesat or above $100K

ThisdocumentistobecompletedbytherequestingDepartmentforallfederallyfundedpurchases>$9,999.99non-federallyfundedpurchases>$99,999.99(excludingtax),tosubstantiatetheappropriatenessofsourceselectionandpricereasonableness.Locationsarestronglyencouragedtoseekcompetitionevenincaseswherethegoodsand/orservicesareexemptfromtherequirementtocompetitivelybid.

Requisition#Click or tap here to enter text.:DollarAmount:Click or tap here to enter text.

DesiredSupplier:Click or tap here to enter text.

CampusDepartment:Click or tap here to enter text.

I.SOURCESELECTION-REQUIRED–Checktheapplicableboxfromoneofthefundingsectionsbelow.Ifanexistingagreementisbeingleveraged andyouhaveacopy,attachittotherequisition.

FederalFundsNon-FederalFunds

☐CompetitiveBid/ExistingAgreement☐CompetitiveBid/ExistingAgreement

☐SoleSource(CompleteII,IV, VII)☐SoleSource(CompleteII,IV,VII)

☐Cost/PriceAnalysis(CompleteIIIVII)☒Professional/PersonalServices(CompleteII,V,VII)☐RegisteredSmallBusiness(Only$100K;CompleteII) ☒UnusualCompellingUrgency(CompleteII,VIVII)

II.PRICEREASONABLENESS–REQUIRED*if*SoleSource,SmallBusiness,Professional/PersonalServices,orUnusualCompellingUrgencyischeckedinSectionI.SelecthereforguidanceonPriceReasonableness.

AsrequiredbytheCAPublicContractCodeandFARprovisionSubpart15.4,howdidyoudeterminethisisafairandreasonableprice?(Wheneverpossible,basepricereasonablenessoncomparable/similarquotes(FAR13.106-3).

Click or tap here to enter text.

Canyoucompare the price tohistoricalpricespaidforthe same or similaritems? Did youperform market researchorverifythepricingonapublishedpricelist/catalog?)

Click or tap here to enter text.

ForFEDERALgrantswithnon-competitivesolesourceordersover$149,999.99,2CFR§200.323requiresthatwenegotiateprofitasaseparateelementoftheprice.Pleasedescribehowthevendor’sprofitwasnegotiated.

Click or tap here to enter text.

III.COST/PRICEANALYSIS(completeONLYifPriceAnalysisischeckedinSectionIabove)

Priceanalysisistheexaminationofasupplier’spricebycomparisonwithreasonablepricebenchmarks.Tocomplywith2CFR§200.320(b),priceorratequotationsmustbeobtainedfromanadequatenumberofqualifiedsources. Pleaseobtainaminimum ofone otherquote.Attachcopiesofthequote(s)and completethefollowing table.Skip SectionsIV-VI,if youareselectingthelowestpricedsupplier.Ifselectingahigherpricedsupplier,pleasestateyourjustificationinSectionII.

IFAPPLICABLE,PLEASEOBTAINAMINIMUMOFTWO(2)COMPARISONSFORSIMILARSERVICES.ATTACHCOPIESOFTHECOMPARISONSANDCOMPLETETHEFOLLOWING:

SupplierA:Click or tap here to enter text.Price:Click or tap here to enter text.

SupplierB:Click or tap here to enter text.Price:Click or tap here to enter text.

SupplierC:Click or tap here to enter text.Price:Click or tap here to enter text.

COMPARISONDISCOUNTS

Hasthesupplierappliedanyeducational,state,orotherdiscounts?Yes☐No☐

Ifyes,whatisthetotaldollarsavingsorpercentageofsavings?Click or tap here to enter text.

IV.SOLESOURCE–(CompletethebelowboxesonlyifSoleSourceischeckedabove)

V.Whenthereisonlyonesupplierthatcanmeetyourproduct/servicerequirements,2CFR§200.320(f)allowsforprocurementbynoncompetitiveproposalsusingthebelowcriteria.SelectherefortheSoleSourcedefinitionandoptions.

VI.FederalFundsNon-FederalFunds

☐Oneofakind☐Oneofakind

☐Emergency☐Unique

☐AwardingAgencyApproval☐MatchexistinglistUCPO#☐NoCompetition(GrantFundsOnly)

SOLESOURCEDETAIL

Detailtheuniquecircumstances and/orspecificationsthat makethistheonlysuppliercapableofmeeting yourrequirementandwhyothersupplierswerenotselected;i.e.specificationsthatdidn’tmeetperformancerequirements.Pre-workwiththeselectedsuppliertocustomizetheequipment,therebyexcludingcompetition,isnotanallowablejustification.Price,brandnames,and/orgeographicalpreferencescannotbepartofthisjustification.

Click or tap here to enter text.

VII.PROFESSIONALORPERSONALSERVICES-Definetheuniquequalificationsthattheselectedsupplierwillprovide.CompletethisSectionfornon-federalordersifProfessionalorPersonalServicesischeckedabove.Selecthereforthe ProfessionalPersonalServicesdefinition.

Click or tap here to enter text.

VIII.UNUSUALANDCOMPELLINGURGENCY–(NON-FEDERALFUNDSONLY)Failuretoactimmediatelyonthispurchasemightresultin:significantbodilyharm,significantpropertylossordamage,violationsoflaworUniversitypolicies,orcausesignificantliabilitytotheUniversityortomembersoftheUniversitycommunity.PleasedescribehowyoudeterminedthatthisisanUnusualandCompellingUrgencyifcheckedabove.

Click or tap here to enter text.

IX.CONFLICTOFINTERESTSTATEMENTClickhereforinformationforwhyConflictofInterestapplies.

Tothebestofmyknowledge,noUCemployeeornearrelativeofaUCemployeeisthesupplierorholdsmorethana10%ownershiporcontrollinginterestinthesupplierORtheUCemployeeisexemptbecausehe/shehasteachingorresearchresponsibilitiesandthegoods orserviceisnotcommercial.Iamtheindividualwho has gatheredand provided thisdetailedinformationandanyfurtherquestionsregardingthesedetailscanbedirectedtomyattention.IcertifythatthispurchasewillnotpresentaconflictofinterestasdefinedbyuniversitypolicyandthatIhavereceivednoincome,giftsorgratuitiesfromorhaveaninvestmentinthissupplier.

Yes☐No☐

Byinitialingbelow,IherebycertifythattothebestofmyknowledgeIhaveinvestigated andfoundthattheabovereasonsandexplanationsjustifywaiverofcompetitivebidding,andthereasonablenessoftheprice.

DepartmentEndUserInitials:Click or tap here to enter text.DepartmentEndUserName:Click or tap here to enter text.

EmailandPhonenumber:Click or tap here to enter text.

Date:Click or tap here to enter text.

HowdoIjustifyasourceselectioniftheproductorservicethathasn’tbeencompetitivelybidandwhatisallowablefordifferentfundingsources?

Non-FederalFundsCompetitiveBiddingExemptions

1.SoleSource:Theproductorproprietaryserviceis

  • Distinctlyunique/proprietaryandistheonlyonewhichwillproperlymeettheneedsoftheUniversity.
  • Designedtomatchexistingequipment/theserviceisrequiredforbusinesscontinuity(tobethoroughlyexplainedinQuestion3).
  • SoleSourceandonlyavailableonlyfromoneSupplier.

2.UnusualandCompellingUrgency:Failuretoactimmediatelyonthispurchasemightresultin:significantbodilyharm,significantpropertylossordamage,violationsoflaworUniversitypolicies,orcausesignificantliabilitytotheUniversityortomembersoftheUniversitycommunitythatprecludesconventionalplanningandprocessing.PleaseNote:Alackofplanningonthepartofthedepartmentdoesnotconstituteavalidunusualandcompellingurgency.

3.ProfessionalServices:Highlyspecializedfunctions,typicallyofatechnicalnature,performedbyasupplierthat,withrespecttotheservicestoberendered,mostcommonlya)hasaprofessionallicense;b)islicensedbyaregulatorybody;and/orc)isabletoobtainprofessionalerrorsandomissionsinsurance.ProfessionalservicesareofanaturethattheUniversitywouldconsiderthesupplier’sexperience,qualificationsandskillstobemoreimportantthancomparativecostwhenselectingasupplier.Examplesofprofessionalservicesincludemedicineandrelatedmedicalservices,andlegal,accounting,architectural,andengineeringservices.

4.PersonalServices: Technicaloruniquefunctionsperformedbya supplierthatisdistinctlyqualified to rendertheservices.PersonalservicesareofanaturethattheUniversitywouldconsiderthesupplier’sexperience,qualificationsandskillstobemoreimportantthancomparativecostwhenselectingasupplier.Examplesofpersonalservicesincludespecializedtranslationservices,specializedtechnicalediting,technicalappraisals,transactionvaluation,specializedcoaching,interiordecorating,andcontractswithmusicians,artistsandothersintheperformingarts.

FederalFundsCompetitiveBiddingExemptions:

1.SoleSource

  • Necessityofproprietyitemwhichmustbecompatiblewithexistingequipmentorsystemsandwhichisavailableonlyfromtheoriginalmanufacturer.
  • Necessityofpossessingspecificfeaturesessentialforthecompletionofthetaskorprojectathand,andwhichareavailablefromonlyonesourceintheworld.
  • Changeofbrandsormanufacturerswouldcompromisethecontinuityandintegrityoftheproject.

2.Emergency

  • Onlyallowableinrarecircumstances.
  • Nottobeusedinlieuoftimemanagement.

3.AwardingAgencyApproval

  • YoumustobtainanemailorotherwrittencommunicationdirectlyfromyourawardingagencyspecificallyallowingUCnottosourcetheequipment/services.Simplyincludingalineiteminyourbudgetfortheexactmodel/vendoroftheequipmentdoesnotsatisfythisoption.

4.(Forgrantfundsonly)NoCompetition:

  • Aftersolicitationofa number ofsources,competition isdetermined inadequate.Thiscouldbenoresponsesfromvendors,orvendorsreplyingtheycannotmeetourspecs,etc.Theeffortstosolicitwillneedtobeincludedinthesolesourcejustification,andpossiblyattachedtotherequisitionasbackup.

ThefollowingwillnotvalidateaSoleSourcetransaction:

  • Preferredpricingandbudgetaryconstraints.
  • Brandnameordepartmentalpreferenceforaspecificsupplier,productorservice.
  • Geographicalpreferences.
  • Department/PIworkingwithaspecificsuppliertocreatecustom/specializedequipment,therebybypassingacompetitivemarket.
  • Historicalprecedenceoraclaimofbestprice.Onlycurrentcompetitivebiddingintheopenmarketsubstantiatesbestpossiblepricing.

HowdoIjustifypricereasonableness?

ThefollowingareexamplesofhowtosubstantiatePriceReasonableness,togetherwithadiscount(discountaloneisnotjustifiable),inorderofpreference:

1.Pricecompetition-comparisonofquotes

2.UCOP,State,orGSAcontractpricing,orcomparisonwithpricesundertheseexistingcontracts

3.Priorpricehistorywiththesamevendor,sameitems(includetheGatewayPOnumberand$amountpaid)

4.Comparisonwithcurrent,orrecentpricesforasimilaritem(s)withanothervendor

5.Marketresearch,and/orcatalogorestablishedpricelist(salestothegeneralpublic-screenshotok)

"Justmakesureyoucanbackupwhattheywritewithlistings,pricehistories,orotherdata. Backupisthekey.Anauditorshouldnothavetoquestionanything."

ConflictofInterest

PursuanttotheCaliforniaPublicContractCode(Sections10516-10517),aUCemployeeisunabletoenterintoavendorrelationshipwiththeUC,unlessthatemployeehasteachingorresearchresponsibilities.AformerUCemployeecannotsellgoodsorservicestotheUCifs/heengagedinanypartofthedecision-makingprocesswhileaUCemployeeforaperiodof24monthsafterhavinglefttheUC.AformerUCemployeecannotenterintoacontractwithanyUCdepartmentifs/hewasemployedinthatdepartmentinapolicymakingpositioninthesamegeneralsubjectareawithinthe12-monthperiodpriortohisorherretirement,uptoaperiodof12monthsaftersuchretirement.

Asspecifiedin2CFR§§200.112and200.318(c)(1),theUniversityisobligatedtodiscloseanypotentialconflictofinterestinvolvingitsemployees,officers,oragents,anymemberofhis/herimmediatefamilyorhis/herpartner.

UCPolicyBUS-43statesthatitisUniversitypolicytoseparateanemployee’sUniversityandprivateinterests,andtoavoidtheappearanceoffavoritisminawardingcontracts.TheUniversitycannotenterintoacontracttoacquiregoodsorservicesifanEmployee-Vendorrelationship(includingnearrelativesassuppliers)exists,unlessthegoodsorservicesarenotavailablecommercially,asdeterminedbyyourcampusProcurementdepartment.

ThePoliticalReformActstipulatesUCemployeesarenotabletoparticipateinthemakingofadecisioniftheyhaveafinancialinterestintheoutcomeofthedecision.Bydefinition,anemployeehasafinancialinterestinthecontractsofhis/herspouseorregistereddomesticpartner.Otherfactorsrequiringanemployeetodisqualifyhim/herselffromparticipatinginadecision-makingprocessincludeinvestments,gifts,loans,orotherfinancialtiestosuppliers.