Photography and Video Services

When purchasing professional photography and video services, a Supply Chain Management (SCM) Buyer will be involved in the transaction regardless of dollar value.  Please note that agreements for these types of services take longer to establish a final contract than buying goods due to potential negotiations on intellectual property rights and protection of information.  Please plan on providing your request at least 30 days in advance of the proposed contract date.

When Purchasing Photography and Video Services:

  1. All photography and video work must be coordinated with UCSF News & Media Services. Contact them with your proposal and keep a written record of your correspondence and approval as the SCM Buyer will need to see it.
  2. Before selecting a contractor:

    • Draft a detailed statement of work, specifying deliverables, milestones, schedule, acceptance criteria

    • Draft a proposed budget, preferably tying payments into accepted work/deliverables/milestones
  3. Contact your department’s assigned SCM Buyer to help you select a contractor.
  4. Once you have selected a contractor, use the BearBuy Professional Services/Independent Consulting Form to create the requisition.  For the question “What type of service will be performed”, select Professional Services.  

    • Add the following information to the form if applicable:  
    1. Conflict of Interest Form
    2. Selection Justification describes the basis for selecting the contractor. The SCM Buyer may request additional information on selection or offer additional sources for consideration.
    3. Pre‐Hire Worksheet if engaging an individual
    4. Scope of work and budget should always be attached.  
  5. Under the Health Insurance Portability & Accountability Act (HIPAA) UC is responsible for protecting access, use and disclosure of protected private patient information referred to as PHI (Protected Health Information) that a contractor will have access and or be exposed to. If PHI and HIPAA are involved, select “HIPAA” in the drop‐down box on the BearBuy Form, next to where it states, “If the supplier has access to Protected Health Information (PHI), select HIPAA. Otherwise select NO.”

    Note:  If PHI/HIPAA is applicable and UC PHI is being transmitted or stored outside the University’s systems, you must initiate an IT Security assessment as soon as possible so as not to hold up release of your PO for this assessment
  6. Correspondence/approvals from UCSF News & Media Services should always be attached.