Glossary of Contract Terms and Definitions

Selected Terms from Coversheet

Contract Creator

The individual authoring the contract. This will be auto-created based off whomever begins drafting the contract in CalUsource.

Contract Sponsor

The primary contact, including department end user, of the contract. This can be any UC employee. If you cannot locate the employee in the system, contact CalUsupport for a user profile to be created.

Contract Type:

Contracts within CalUsource are broken down into sixteen different types for procurement contract authoring. Please use the definitions below to help you in defining which type of contract you are authoring.

• Athletics Agreement
  For athletic contests –could be revenue generating or non-revenue generating
• Auxiliary Agreement
  Agreements between campuses and their many Auxiliaries
• Equipment Loan Agreement
  When a supplier is a lender and loaning a piece of equipment to the university for testing and possible purchase. The supplier intends to transfer custody only, and to retain ownership and title to equipment during the loan period and at the end of the loan period, the loaned equipment is return to the supplier.
• Facility Use Agreement
  Agreement for short term use of facilities.
• Independent Consultant Agreement
  Agreement to obtain consulting services by an individual with highly specialized expertise for defined scope of work.
• Independent Contractor Agreement
  Agreement with a contractor that is non-opinion or non-consulting related.
• Master Lease Agreement
  Agreement for lease only that allows for the option to ultimately purchase the item. Do not sign a contract for sale but instead enters into an option agreement. The Option Agreement would provide the university with the right to purchase the item at an agreed price during the lease term or other specified term, in exchange, typically, for a fee paid to the seller.
• Memorandum of Understanding (MOU)
  Agreement of a nonbinding agreement between two or more parties outlining the terms and details of an understanding, including each parties' requirements and responsibilities. An MOU is often the first stage in the formation of a formal contract. An MOU is not a replacement for an agreement and use of an MOU should be limited.
• Non-Disclosure Agreement
  Agreement to not to disclose proprietary, non-public, and confidential information.
• Professional Services Agreement
  Agreement for purchase of services that are highly specialized and of a technical nature where the supplier performing services a) has a professional license; b) is licensed by a regulatory body; and/or c) is able to obtain professional errors and omissions insurance.
• Purchase Agreement
  Agreement for purchase of goods, could include a services component
• Placement Agreement
  Nursing, Students, Internships, Service Learning (could be an affiliation agreement)
• Revenue Generating Agreement
  Generates revenue for the university.
• Sponsorship Agreement
  Agreement between Sponsor and those entitled to enforce the Sponsorship obligation.

Contract Value

List the estimated contract amount. This is a required field for audit purposes.

Description

Description of the good or service being contracted. If neither good nor service, briefly describe what the contract entails.

Organization Entity

The department authoring the contract. For Wave 1, this should only be procurement related contracts.

Region

The campuses this contract applies to. Select all campuses that are applicable. For example, if it is a UC system wide agreement, then select ‘UC Campuses’. If it is a Chico State agreement, then only select ‘Chico State.’ Etc.

Selected Terms from Additional Information

Campus Contract Originated At (Required)

The campus responsible for authoring the contract. For example, if you are authoring a SDSU employee authoring a multicampus agreement for all Southern California CSUs, you would select “San Diego State” for this field. (Compared to Region you would select all applicable CSUs).

Campus Department

If applicable, the department on campus who this contract is for.

eCommerce Hosted Catalog Price File

Tracks whether or not this contract has an associated hosted catalog eCommerce price file associated to it, to assist in the price file approval process. There are subsequent questions if a Price File exists.

Federally Funded Contract Number

Only complete if the contract is federally funded. If applicable, free form field to define the federally funded contract number.

Grant or Cooperative Agreement Number

Only complete if this contract has a grant or cooperative agreement associated to it. If applicable, the free form field to define the grant or cooperative agreement number.

Incentive

Tracks primary incentive associated to the contract. If the contract has an incentive, then subsequent questions will be asked about the nature of the incentive.

PO #

If applicable, the associated purchase order number in the eProcurement system.

Procurement Method (Required):

The way in which the bids were solicited. For drop-down value definitions, see below.

• Competitively Bid
  Formal Public Bid-Publicly advertise the scope, specifications, and terms and conditions of the proposed contract as well as the criteria by which the bids will be evaluated. Competitive bidding aims at obtaining goods and services at the lowest prices by stimulating competition.
• Exempt
  Not required to formally bid. Exceptions apply.
• Informally Bid
  No Formal Bid-Competitive bids submitted in response to an informal invitation to bid (no public notice required). This procurement method is typically used for low dollar or small purchases.
• Negotiated
  Directly negotiated with a single supplier
• Partially Competitively Bid
  Only qualified/vetted suppliers are invited to submit bids. This procurement method is typically used for highly specialized scope and specifications.
• Sole Sourced
  There are no options but only one supplier is capable of producing the product and/orhave the ability to provide the services.

Requisition #

If applicable, the associated requisition number in the eProcurement system.

RFx #

Free form field to define the associated RFx #.