Statement of Work Guidelines

A detailed, precise, unambiguous statement of work, typically used for purchasing services, clarifies the department needs and expectations, avoiding ambiguity and future disputes.

When Does a Statement of Work Apply?

Things I Need to Know or Do

A statement of work should be included with a BearBuy requisition and is recommended to include the following:

Project scope: Describe the work being provided, including any work plan. Define required deliverables, if any, and their due dates. Set unambiguous schedule, milestones, performance standards and acceptance criteria, and due dates. Identify any project issues you have encountered or anticipate that may impact the work, such as intellectual property issues, insurance, deliverables, or PHI (Protected Health Information).
Period of performance: List the start and end date for the entire project.
UCSF project manager: Indicate the name of the designated UCSF employee who has authority over the work and who can serve as a technical contact for the supplier during the project, if needed.
Physical location: Describe or provide an address where the work will be performed.
Supplies and equipment: If supplies and equipment will be used, list them, including delineating those furnished by the University and to be furnished by the supplier or other sources.
Payment rate: State the dollar amount computed by job, milestone, month, day or hour. Any upfront payments should be avoided. It is also recommended that payments be tied to completion of milestones and/or delivery of deliverables when possible.
Total not to exceed: State the total dollar amount that the purchase order cannot exceed.
Payment terms: These should be mutually agreed‐upon – i.e., do not just accept supplier’s proposed terms without consideration. As stated above, any upfront payments should be avoided and it is recommended that payments be tied to completion of milestones and/or delivery of deliverables when possible. Identify any special terms of payment requested by the supplier.