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| Alpha Index : Table of Contents : Official University Policies & Procedures : Questions : UC Irvine |
UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES |
| Responsible
Office: Materiel & Risk Management Revised: July 2001 |
UCI Delegation of Authority
An independent consultant is an individual or organization outside the University of proven professional or technical competence who provides primarily professional or technical advice to the University in an independent contractor relationship. The University document used to secure the services of an independent consultant is an Independent Consultant Agreement Form. A purchase order type document may not be used, but is reserved for independent contractor agreements where an employee-vendor relationship exists.
Refer to BUS-34, II for definitions and V for a complete listing of general requirements.
The Associate Executive Vice Chancellor, Vice Chancellors, the Associate Vice Chancellor-Administrative and Business Services, the Executive Director and Deputy Executive Director, UCI Medical Center, and Academic Deans are the individuals designated to approve, as appropriate, the purpose and contents of an independent consultant agreement; one of two executing officials as redelgated in IDA178.
Responsible Administrative Officer
The Director, Materiel and Risk Management is the campus administrator responsible for the overall administration of independent consultant procedures and agreements as described in BUS-34, III, C; and is the Responsible Administrative Official, one of two executing officials as redelegated in IDA178.
A fully executed consultant agreement must be in place BEFORE work begins.
The requesting department submits a written presentation of its requirements to the appropriate Program Review Official. The request for consultant services should clarify and define the problem for the benefit of the program review official and the Responsible Administrative Official and enable prospective independent consultants to prepare proposals.
The request should include, but not necessarily be limited to, the information presented in BUS-34, VI, B.
Proposals from independent consultants should include, but not necessarily be limited to, the information presented in BUS-34, VI, C.
A fully executed consultant agreement must be in place BEFORE work begins.
When an independent consultant has been selected, the requesting department prepares the following documents and forwards them to Materiel and Risk Management:
1. An original and two copies of the standard Independent Consultant Agreement Form, signed by the consultant and the appropriate Program Review Official.
Any modification of the standard agreement will be reviewed and approved by the Responsible Administrative Official, who will consult with the General Counsel or Senior Vice President-Administration as appropriate.
2. An Administrative Review Form certification signed by the appropriate Program Review Official.
3. A completed Justification and Selection Process Form.
If the total amount of the agreement is or will be $15,000 or more, the Program Review Official will assure that, if possible, proposals are solicited from three or more qualified independent consultants. When competitive proposals are not solicited, the reason for not seeking competition must be documented.
4. Independent Contractor Pre-Hire Worksheet
5. Certificate of Insurance or a memo statement explaining why a certificate is not included.
The insurance requirements to be provided under Article V of the Terms and Conditions of the agreement will be those set forth in UC Business and Finance Bulletin BUS-63, paragraphs IV, B, 2c and V, A, 2.
Following risk identification and evaluation the Director, Materiel and Risk Management may develop exceptions to the insurance requirements outlined in BUS-63, IV, B, 2. If it is determined that little or no risk is involved, the limits may be lowered or the requirement eliminated. Conversely, if it is determined that additional risk is involved the limits may be raised.
Materiel and Risk Management assigns an agreement number to the agreement; reviews the competitive bidding actions; and routes the agreement to Human Resources, Academic Personnel, and/or Sponsored Projects Administration, as appropriate.
1. The original with attachments retained by Materiel & Risk Management.
2. One copy (unless original requested) to department/unit requesting the consultant (the department is responsible for providing a copy to the consultant).
3. One copy to Accounting.
A consultant agreement may be amended (see BUS-34, VII, D) by submitting one signed original and two copies of the Amendment Form to Materiel and Risk Management. Following execution, the amendments are distributed as above.
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