Professional Services
Professional Services are services provided by a licensed professional. Examples include services provided by Medical Professionals, Lawyers, Accountants and Private Investigators.
Personal Services
Services provided by someone distinctly qualified to render the service. Examples include translation services, coaching, art installations and works, contracting with musicians, and buying photography services or photographs
Consultant Services
Consulting Services are “services which are of an advisory nature, provide a recommended course of action or personal expertise, have an end product which is basically a transmittal of information either written or verbal, and which is related to University administration and management.” As such, “consulting” engagements, as defined by policy, will be rare.
Buying Professional, Personal or Consulting Services
- Complete the BearBuy Professional/Personal/Consulting Services form. You must provide the following information:
- A detailed statement of work must be attached to the Professional/Personal/Consulting Services form in Bearbuy.
- If you are buying Consulting Services and wish to consider using your consultant for implementation of their recommendations, you must include that contingency in the Statement of Work at the inception of the original agreement. This can be included as a “phase of work” which the University, at its discretion, may elect to authorize. Once you engage in an agreement, there are significant prohibitions in Public Contract Code Section 10515 - 10518 on the consultant providing services, goods or supplies during or subsequent to their engagement as a consultant. In simple terms, if you don’t add implementation to the initial Scope of Work, Procurement is barred by law from amending your SOW to include implementation. A new consultant will need to implement the project.
- For details on completing the Conflict of Interest or Price Reasonableness and Source Selection sections of the form, read the BearBuy Forms FAQs.
Instructions
- Login to your UCSF MyAccess account.
- Click on the BearBuy link to open the application.
- Note: You may need to click the Manage Favorites button in UCSF MyAccess to view the complete list of applications.
- In BearBuy, scroll to the bottom of the homepage to find the Professional/Personal/Consulting Services Form (in the Forms for Specific Purchases section).
- Click on the form to open it.
- The form opens in your browser window.
Read the instructions on the left side of the form and enter all required information indicated with an asterisk (*) on the form.
- Supplier: Start typing the supplier name and select it from the list that appears. Otherwise, submit the appropriate Supplier Registration form to [email protected] to request to add the new supplier to BearBuy. If a stop sign appears next to the supplier name, you must follow these steps to request to remove the stop sign before you can submit the order.
- Fulfillment Address: This is the supplier's address. You may be able to select a different address if the pencil icon appears. To add or update an address, email [email protected] for assistance.
- HIPAA: Select "Yes" only if the supplier will have access to Protected Health Information (PHI). Otherwise, select "No."
- FWFW: Select "FWFW" only if the supplier will provide services at a location owned or leased by UC. Otherwise, select "No."
- Conflict of Interest: Select the radio button to agree to the statement; otherwise, contact your Department-Assigned Buyer prior to submitting the form if you believe the purchase may involve a conflict of interest.
- Price Reasonableness & Source Selection: Only complete this section for federally funded purchases ≥ $10,000 (including tax and shipping) and/or non‐federally funded purchases ≥ $100,000 (excluding tax, but including shipping). For orders > $100,000, please contact your Department-Assigned Buyer prior to submitting the form. If selecting Non-Formal Quotes, attach three (3) qualifying competitive quotes to the Attachments section at the bottom of the form. For details, read the Price Reasonableness and Source Selection FAQs.
- Estimated Cost: Enter the not-to-exceed price. This should match the not-to-exceed price entered on the Statement of Work (SOW).
- Commodity Code: Select a Commodity Code from the dropdown list on the form—select 00170 for Professional/Personal Services or 00331 for Consulting Services.
- Attachments: Attach the Statement of Work (SOW) as an External Attachment, and attach any other documentation as needed. Note: External Attachments will be sent to the supplier along with the purchase order (PO). If a document is intended for internal and external viewing, please attach the document to your order once as an External Attachment only.
- When finished, select the Add And Go To Cart button located at the top of the form (or select "Add to new Cart" from the dropdown).
- After adding the form to your cart, assign the cart to your department’s Requester to complete the checkout process and submit the requisition.
- After the requisition is submitted, it will route to your department’s Requisition Approver for approval.
- Finally, the requisition will route to your Supply Chain Management (SCM) Department-Assigned Buyer to review/approve.
- Once the requisition is fully approved, a purchase order (PO) and any External Attachments will be sent to the supplier.
Important Links
Last Revised: December 2022
BACK TO BUYING GOODS AND SERVICES