UCB & UCSF - Supply Chain Management
Basis for Award Form
(for Non Federally funded orders ≥ $10,000; and Federally Funded orders ≥ $3,000)
Req./P.O.#(s): Proposed Supplier: Total PO Value: $0.00
Service / Item (Optional):
SOURCE SELECTION
Department’s justification attached to requisition: Yes No
Number of vendors considered:
RFP# Solicitation: Posted in Sourcing Director, Distributed to select suppliers
No. of Suppliers Solicited: LBE 0 SBE 0 WOSB 0 SDB 0 SDVOSB 0 VOSB 0 HUBZone 0
No. of offers Received: LBE 0 SBE 0 WOSB 0 SDB 0 SDVOSB 0 VOSB 0 HUBZone 0
Business Type Awarded: LBE 0 SBE 0 WOSB 0 SDB 0 SDVOSB 0 VOSB 0 HUBZone 0
Other, e.g., gov./educ. inst., foreign (explain)
Competition: (evaluation calculation-sheet attached)
RFQ/RFP Awarded to: lowest responsive responsible bidder lowest cost per quality point or best value
Sole Source if $100K (BearBuy Sole Source Form)
Professional or Personal Service pursuant to BUS 43 & Public Contract Code Section 10508.
System-Wide / Campus Wide / State of California Agreement (Agreement # selected in BearBuy Form. Item/Service must be covered under the Suppliers Agreement)
Must match existing equipment, product or software, standardized on product, research continuity
Provide additional details for the items below in the comments section:
Limited source procurement (fewer than 3 sources available)
OEM sells products/service on a direct basis only
Only known source capable of supplying item or service within the time frame required
Only known source to department and purchasing
Order less than $100K no competition required by law
Comments:
PRICE REASONABLENESS/COST ANALYSIS – Cost savings entered into Benefit Bank. *See supporting documentation attached
Competitive bid process *
Prior price history (within the past 6 months) * or list PO#(s)
Industry or market conditions affecting cost *
Price breaks and volume (multiple item/instrument) discount structure *
Supplier List Price * ( discount, if any)
Price comparison of similar, but not acceptable products/services *
Contract pricing (Contract/Agreement # referenced on P.O.): System-Wide /Campus Wide Agreement
GSA Schedules GPO State of California (CMAS) Other (Name)
Standard or other Educational/Institutional discount
Clinical/Medical discount
Demo/reconditioned products
Promotional discount
Explain market basis for our price and comparison of our price by vendor to other customers. Comment
Comments:
Quote/Bid Summary for orders not competitively bid in SRS.
Vendor Name
/ Quoted(Yes/No) / Item(s) qtd. / Total Cost / “X” = Award
Click here to enter text. / YesNo / $0.00
Click here to enter text. / YesNo / $0.00
Click here to enter text. / YesNo / $0.00
Click here to enter text. / YesNo / $0.00
CHANGE ORDER Value: $0.00
Blanket order for Goods or Service, continuing or renewing
Other (explain) (and/or see attached)
FEDERAL FUNDS – CLAUSE AND CERTIFICATION CHECKLIST
Equipment: UC Title Federal Government Title Other
If Federal Government Title: Ensure that Equipment and/or Items that are purchased are non-taxable.
Grant or Cooperative Agreement
Buyer to flow down the specific Grant provisions and/or provide Grant number along with the UC Terms and Conditions.
Federal Contract – Commercial (see BFA Instructions)
All: UC Terms and Conditions for Goods and Services
>$150K: Consult supplier database to find and suggest diverse/disadvantaged suppliers. OR Engage Supplier Diversity Administrator to identify potential suppliers.
$700K: Small Business Plan needed from Supplier. Contact Supplier Diversity Administrator
>$700K: Supplier-executed Truth in Negotiations Certification (TINA)
Federal Contract – Non-Commercial (see BFA Instructions)
All: Appendix Federally Funded (non-commercial) along with the UC Terms and Conditions.
>$150K: Consult supplier.io database to find and suggest diverse/disadvantaged suppliers. OR Engage Supplier Diversity Administrator to identify potential suppliers.
$700K: Small Business Plan needed from Supplier. Contact Supplier Diversity Administrator
>$700K: Supplier-executed Truth in Negotiations Certification (TINA)
Comments:
I have done the diligence and received the appropriate approvals consistent with the UC Buyers’ Guide.
Buyer Signature: Date
Buyer Name (or Initials) Laurina Ashby
Approvals:
Procurement Supervisor Date
Procurement Manager Date
Procurement Director Date
Associate Vice Chancellor ______Date
Basis for Award / Purchasing Checklist – Instructions
Source Selection
Attach bid comparison sheet(s) and bids for all formal solicitations (RFQ/RFP). Summary below may be used for informal. If Sole Source is indicated, attach Sole Source Justification Form, or ensure all form information requirements are addressed in any alternate attachment. If Unique Professional Service is indicated, attach material supporting the determination. If System-wide Agreement/Campus Contract, or Other Categories such as (GPO, E&I, Novation, Wisca, etc.) is indicated, reference the agreement or contract number on the P.O.; competition requirement (for orders $100K) has been met if the agreement was competitively bid by GSA, the State, the campus, or the University considered multiple sources in its basis for award; otherwise, this source selection criterion is not to be used in lieu of competition. If Must match existing is indicated, explain/provide information supporting the determination.
Price Reasonableness / Cost Analysis
Attach bid comparison sheet(s) and bids for all formal solicitations (RFQ/RFP). Summary below may be used for informal. If Prior price history is indicated, appropriate prior P.O. #(s) must be referenced. If System-wide Agreement/Campus Contract is indicated, reference the agreement or contract number on the P.O.; competition requirement (for orders $100K) has been met if the agreement was competitively bid by GSA, the State, the campus, or the University considered multiple sources in its basis for award; otherwise, this price reasonableness criterion is not to be used in lieu of competition. If Supplier Price List is indicated, attach appropriate page (dated). If Price comparison of similar is indicated, attach supporting analysis. If Other is indicated, attach supporting analysis. While professional/personal services do not require bidding per State law, price reasonableness must nonetheless be documented.
Change Orders
Indicate total dollar value of the change. If Other is indicated, attach supporting explanation. P.O.’s changed to a total dollar level that is above the buyer’s signature authority shall be approved at the appropriate signature level.
Federal Funds
$3000: No competition - Micro purchase threshold.
≥$3000: Need to demonstrate price reasonableness preferably with competition.
≥$100,000: Orders must have formal competition. While the feds require completion ≥$150,000, State law requires competition so we should be getting competition at the $100,000 level and above.
Price reasonableness – Refer to FAR provision Subpart 15.4 to detail how you determined this is a fair and reasonable price.
Federal “Commercial” item/service: Any item, other than real property, that is of a type customarily used by the general public or by non-governmental entities for purposes other than governmental purposes and has been sold, leased or licensed to the general public or has been offered for sale, lease or license to the general public, FAR 2.101.
“Non-Commercial” item/service: Custom-made item or service, not commercially available.
Grant - Afederal grantis an award of financial assistance from afederalagency to a recipient to carry out a public purpose of support or stimulation authorized by a law of the United States.
Solicitation
Indicate the number of suppliers solicited for quotation or bid in each business enterprise (BE) socio-economic category, i.e. Large, Small, Woman-owned, Disadvantaged, Disabled Veteran-owned, Veteran-owned, Historically Underutilized Business Zone; the number of offers received from each category; the category receiving the award. Indicate Other if the supplier is a government or educational entity or is located on foreign soil (and/or explain business type). For solicitations for federally funded purchase orders at value $150K, buyer shall consult with the supplier.io database OR the Supplier Diversity Administrator for help in identifying potential bidders.
Revision Date: 11-9-2015 Page 1 of 3