Agenda — Richmond City Council, October 3, 2023 (part 17 of 23)

i. Block and/or restrict pre-identified conventional items from being purchased online so University employees are compelled to purchase products that are in compliance with UC’s Sustainable Procurement Policies and Guidelines. ii. Auto-substitute pre-identified conventional products with sustainable products on the market basket list when end-user places conventional item in online cart. d. Make sustainable items display first in online catalog search results, or make them easily found within online product catalogs through effective search tools, search filters, and related navigational tools.
e. Incentivize consolidated deliveries whenever feasible (e.g. deliveries only on certain days of the week or reduced pricing for consolidated shipping). i. Document or illustrate how the delivery consolidation method reduces the UC and supplier’s carbon footprint (e.g. reduction in fossil fuel use, carbon emissions, packaging materials, or on-site vehicle traffic). f. Use only delivery service companies that are participants in EPA’s Smartway Program.

3. LEED credits should be incorporated into all materials procurement associated with new facility constructions and major renovations.10

9. Certification and Standards Definitions
a. BIFMA Level® - BIFMA Level is a multi-attribute furniture certification based on the ANSI/BIFMA e3 standard, addressing material use, energy, atmosphere, human and ecosystem health, and social responsibility at the product, facility, and organizational level. Certification is based on a points system with three levels of achievement, from Level 1 through Level 3.
b. Biodegradable Products Institute (BPI) - BPI is a non-profit organization with the largest certification program for compostable products and packaging in North America. Their single-attribute certification indicates compliance with the ASTM D6400 and/or D6868 standards for commercial compostability.
c. Cradle to Cradle TM - Cradle to Cradle is a multi-attribute standard that evaluates a wide range of products across five categories of human and environmental health, including Material Health, Material Reutilization, Renewable Energy and Carbon Management, Water Stewardship, and Social Fairness. Product certification is awarded at five levels, from Basic to Platinum, with an emphasis on continuous improvement. d. ENERGY STAR ® - Energy Star is a standard for energy efficient consumer products administered by the U.S. Environmental Protection Agency and the U.S. Department of Energy.
e. EPA Safer Choice - Formerly known as Design for the Environment (DfE), the Safer Choice label is the U.S. Environmental Protection Agency’s program to identify products with safer chemical ingredients.11
10 https://www.phoenix.gov/oepsite/Documents/070520.pdf 11 Definition taken from STARS Technical Manual Version 2.1, Administrative Update Three, July 2017 3502

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f. EPEAT ® - The Electronic Product Environmental Assessment Tool is a method for consumers to evaluate the effect of a product on the environment. It ranks products as gold, silver or bronze based on a set of environmental performance criteria. It is managed by the Green Electronics Council.
g. FACTS - Facts is a sustainability certification program for commercial textiles, recognizing textiles conforming to the NSF/ANSI 336 multi-attribute standard, evaluating a textile for environmental, economic and social aspects across its life cycle.

Facts utilizes four conformance levels from Compliant to Platinum. h. Forest Stewardship Certification - The Forest Stewardship Council (FSC) is an independent, non-profit organization that protects forests for future generations. FSC Chain-of-Custody certification traces the path of products from forests through the supply chain, verifying that FSC-certified material is identified or kept separated from non-certified material throughout the chain. FSC Forest Management certification confirms that a specific area of forest is being managed in line with the FSC Principles and Criteria.12
i. FSC Recycled - The FSC Recycled on-product label means all the wood or paper in the product comes from reclaimed (re-used) material.13 i. Global Organic Textile Standard (GOTS) - GOTS is a textile processing standard for organic fibres, which includes both ecological and social criteria, from harvesting of raw materials through manufacturing and labelling.
j. GREENGUARD ® - The GREENGUARD Environmental Institute certifies products and materials for low chemical emissions. Greenguard Gold ensures that a product is safe for use in schools and healthcare facilities, and is referenced by LEED. k. Green Seal ® - Green Seal is an independent nonprofit organization “dedicated to safeguarding the environment and transforming the marketplace by promoting the manufacture, purchase, and use of environmentally responsible products and services.” The Green Seal certification is based on multi-attribute environmental standards that meet the ISO 14024 standards for eco-labeling.14
l. Healthier Hospitals Healthy Interiors Goal (HHI) - The Healthy Interiors Goal aims to promote public and environmental health, and urge the furnishings market to develop safer products, while reducing disposal costs and liability. Furniture and textiles that meet the Healthy Interiors Goal claim contain no formaldehyde, perfluorinated compounds, polyvinyl chloride, antimicrobials, or flame retardants above the specified minimum levels. Products meeting the Goal must be listed on the website, and are not verified.
m. Process Chlorine Free (PCF) - PCF means that no chlorine or chlorine derivatives were used in the recycling process. Paper that was originally bleached with chlorine or chlorine derivatives may be used as feedstock, however. Only paper that is “totally 12 Ibid
13 https://ic.fsc.org/en/choosing-fsc/fsc-labels
14 Definition taken from STARS Technical Manual Version 2.1, Administrative Update Three, July 2017 3503

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chlorine-free” (TCF) is produced with pulp that has been bleached without any type of chlorine or chlorine derivative, or has not been bleached.15 n. STANDARD 100 by OEKO-TEX® - Certification for raw, semi-finished, and finished textile products at all processing levels, as well as accessory materials used. Criteria focuses on product safety based on test criteria for numerous harmful chemicals. o. STeP by OEKO-TEX® - STeP assesses against criteria for sustainable, environmentally and socially responsible textile and apparel production and logistic sites, addressing the reduction of hazards and risks throughout the production chain, with the goal of improving factory resource efficiency.
p. UL Ecologo - The UL Environment ECOLOGO program certifies products, services and packaging for reduced environmental impact. ECOLOGO Certifications are voluntary, multi-attribute, lifecycle based environmental certifications that meet the ISO 14024 standards for eco-labeling.16
q. WaterSense® - WaterSense is a U.S. Environmental Protection Agency program designed to encourage water efficiency in the United States through the use of a special label on consumer products.

10. Approval procedure updates and changes
Changes to this document must be approved by the UC Procurement Leadership Council (PLC) on the recommendation of the Sustainable Procurement Working Group.

11. Change Log
Approval
Date
Summary of
Changes
Approved by Product Categories
Impacted
Start Date for Reporting
on New or Updated
Categories
8/10/18 Implementation
of UC Sustainable
Procurement
Guidelines
UC Procurement
Leadership
Council
Electronics, Cleaning
Supplies, Copy Paper,
Paper Office Supplies
(other than copy paper),
Non-paper Office
Supplies, Toner, Indoor
Furniture, Compostable
Food Service Ware, Water
Appliances/Fixtures
7/1/2018

15 http://www.calrecycle.ca.gov/paper/chlorinefree/default.htm 16 Definition taken from STARS Technical Manual Version 2.1, Administrative Update Three, July 2017 3504

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Appendix I - The “Dollar not Spent” and Green Spend
As with waste, the hierarchy of environmentally sustainable spend starts with reduce and reuse. As such, in the assessment of Green Spend, the “dollar not spent” can be included in Green spend calculations. This concept is addressed in the following section. Please note that calculating the “Dollar not Spent” for an individual campus is optional and not required as part of a sites annual Green Spend reporting (outlined in section 4. Green Spend above).

How to calculate the dollar not spent:

Items that are not purchased due to education and reduction activities and/or items that are reused on campus may be added to the Green Spend calculation at a location’s discretion. The process for adding these to the Green Spend calculation is as follows:

Green Spend purchase per category + approximate market value of goods not purchased x 100 Addressable spend per category + approximate market value of goods not purchased To determine the approximate value of goods not purchased, locations should use an appropriate combination of the below methodologies:

Method 1: Reuse (for example, goods reused from surplus operations) STEP 1. Determine the current market value of the goods were they to be purchased new.

STEP 2. Sum the product cost (quantity of goods x current market value of goods).

STEP 3. Include the current market value of goods in the numerator and denominator of the Green Spend calculation.

Where:

Current market value of goods is to be determined as the average purchase price of the equivalent good available on system wide contracts (or an average market value of equivalents if no system wide contract exists).

Method 1 Example: 4 desks and 3 desk chairs re-used on campus in surplus operations.

STEP 1: Determine the average cost for the 4 desks and 3 desk chairs from relevant system wide contracts (e.g. average cost of desk is $2000 each, average cost of chair is $1,500 each).

STEP 2. Sum the product cost of the items (4 x $2,000) + (3 x $1,500) = $12,500 STEP 3. Include the market value of the goods in the numerator and denominator for the calculation for green spend;
Green Spend purchase per category + $12,500 x 100
Addressable spend per category + $12,500
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Method 2: Normalized Reduction in Purchase of Commodity Goods Where:

Product use (goods purchased) is a function of the number of staff/users.

STEP 1. Determine the quantity of goods purchased per driver in a baseline year:

Equation:

Baseline quantity of goods consumed
Baseline quantity of driver
For example:

Baseline # reams of copy paper purchased
Baseline # Full Time Equivalent staff
Baseline # gallons of cleaning products purchased
Baseline # square feet of cleaned space
STEP 2. Determine the quantity of goods purchased per driver in the current year using equations as above:

Equation:

Current quantity of goods purchased
Current quantity of driver
For example:

Current # reams of copy paper purchased
Current # Full Time Equivalent staff
Current # gallons of cleaning products purchased
Current # square feet of cleaned space
STEP 3. Determine the total difference in the quantities of goods purchased between the baseline and current years (savings) using the following equation:

Equation:

Current quantity of driver x (Baseline quantity of goods per driver - Current quantity of goods per driver)
Example:

Paper: Current number of FTEs x (Baseline number of reams of copy paper purchased per FTE - Current number of reams of copy paper purchased per FTE) Cleaning: Current number of sq. ft. cleaned x (Baseline number of gallons of cleaning product purchased per sq. ft. cleaned - Current number of gallons of cleaning product purchased per sq. ft. cleaned)
STEP 4. Determine the value of savings based on the current market value of goods.

STEP 5. Include the current market value of goods in the numerator and denominator of the Green Spend calculation.

Where:
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Current market value of goods: is to be determined as the average price of the equivalent good available on system wide contracts (or an average market value of equivalents if no system wide contracts product available).

Note that if the purchase of one commodity is replaced with purchase of a different (but similar) commodity, this should not be considered a reduction.

Method 2 Example (Using copy paper as example good):

STEP 1: Determine the quantity of goods purchased per driver in baseline year Baseline year: 2005/06 FY
Quantity of goods purchased: 500 reams of copy paper/year Driver: 800 Full Time Equivalent staff
Number of reams of copy paper purchased per FTE: 500/800 = .625 reams per FTE STEP 2: Determine the quantity of goods purchased per driver in current year Current year: 2017/18 FY
Quantity of goods purchased: 500 reams of copy paper/year Driver: 1500 Full Time Equivalent staff
Number of reams of copy paper purchased per FTE: 500/1500 = .33 reams per FTE STEP 3: Determine savings per driver between baseline and current year Current # FTEs x (reduction in reams per FTE) = 1500 FTEs x (.625 reams per FTE - .33 reams per FTE)
= 421.5 reams of paper
STEP 4: Determine the average value of the savings/reduction Average value of a ream of paper in UC contract:$5
$5 x 421.5 reams of paper = $2,107.5
STEP 5: Add the value of the reduction to both the numerator and the denominator of the Green Spend equation for the product category
Green Spend purchase per category + $2,107.5 x 100
Addressable spend per category + $2,107.5
Method 3: Replacement of disposables with reusables
If successful methods have been found to identify reuse numbers where disposables were the standard business as usual, the market value of these disposables may be used in Green Spend calculations. An example of this might be the use of reusable to-go containers at dining locations where reusables are “checked out,” so specific numbers of reusables are available. 3507

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In these cases, the value of the disposables displaced may be considered Green Spend and added to the numerator and the denominator for the Green Spend calculation. The process for calculating this is as follows:

STEP 1. Determine number of goods displaced.

STEP 2. Determine value of goods displaced per unit.

STEP 3. Calculate total value of goods displaced (number of goods displaced) x (value of goods displaced per unit)
STEP 4. Include the current market value of goods in the numerator and denominator of the Green Spend Calculation.

Method 3 Example:

For this example, a dining operation uses reusable to-go containers and tracks their usage. 500 reusable to-go containers are used in a year.

STEP 1. Determine number of goods displaced
From the example above, 500 to-go containers are displaced STEP 2. Determine value of goods displaced per unit
Alternative compostable to-go containers cost $0.20 each (on system wide or local contract).

STEP 3. Calculate total value of goods displaced
500 compostable to-go containers x $0.20/container = $100 STEP 4: Add the value of the savings/reduction to both the numerator and the denominator of the Green Spend equation for the product category:

Green Spend purchase per category + $100 x 100
Addressable spend per category + $100
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Q 5. *Describe the takeback process for toner cartridges and other consumables, including any specifics about disposition and any associated additional costs. If you have no program in place, advise when your company intends to implement and end of life product take back program and the timeline for doing so?
Ricoh encourages recycling of all end-of-life equipment and supplies. We strive to make recycling easy for University of California by providing a Toner Cartridge/Container/Maintenance Kit Return Program that reuses the replacement cartridge box as a return package. Based on the type of product(s), we offer two different preparation methods to return consumable items:
 Cartridges that Include UPS or FedEx Shipping Labels
Following the instructions included with the prepaid label, University of California simply needs to remove the label from the box, place the used cartridge in the box and tape the prepaid shipping label to the outside of the package.
 Cartridges without UPS or FedEx Shipping Labels
Following the instructions included with the prepaid label, University of California simply needs to complete a simple form to print out a prepaid shipping label to tape to the return package. The form is available on our corporate website: http://www.ricohusa.com/about/environment/packaging_takeback_program_cart_toner.aspx (scroll to the bottom of the page and click the link).

Whenever possible, use one of the following methods to consolidate shipments and help further reduce the overall energy use and CO2 impact associated with the return transportation process:
 Tape multiple used toner cartridges (in their cartons) together (quantities may vary).  Place multiple cartridges in a larger carton (tape all seams to prevent leakage).

The dimensions of the return package should not exceed the following maximum parcel limitations:
 Packages can be up to 165 inches (419 cm) in length and girth combined.  Girth = (2x width + 2x height)
 Packages can be up to 108 inches (270 cm) in length.
 Weight should not exceed 25 lbs.

Tape the prepaid shipping label to the package and drop it off at a convenient UPS shipping location or include it with the next regular UPS pick-up at the University of California facility. (Any additional costs associated with requested UPS pick-up at the University of California facility will be borne by University of California.) 3509
Nonfiber Packaging Recycling Program
Ricoh encourages University of California to use recycling options available to them locally to recycle packaging materials, in order to minimize CO2 emissions. However, Ricoh has established a specialized program for customers who would like to recycle plastic bags, Styrofoam or any of the other nonfiber-based items used in the packaging of Ricoh, Savin and Lanier products, when recycling is not available in their area. Please note that University of California will be responsible for all shipping costs incurred when returning the above-mentioned packaging materials. In addition, the customer must make their own transportation and payment arrangements with the carrier of their choice; “Freight Collect” shipments will not be accepted.

Ricoh will absorb the demanufacturing costs to have Ricoh, Savin and Lanier packaging materials recycled when they are properly returned and received by Ricoh’s designated Recycling Center. To recycle any of the various items described above, simply box and send them to the following address:

Ricoh Recycling
250 West North Avenue
Lombard, IL 60148
Additional information can be found at: www.ricoh-usa.com/recycling. 3510
Q 8. *All proposed devices shall able to use recycled content papers up to and including 100% Post Consumer Waste (PCW) paper with high reliability, as long as the paper in use meets standard paper categories (e.g. copy, laser, or multi-purpose paper).

Full duplexing using up to and including 100% PCW paper shall be guaranteed by the manufacturer to reliably accomplish 100% duplexing. Recycled paper PCW content cannot be faulted by the vendor’s service personnel for equipment malfunctions.

Should a condition arise in which paper is suspect in underperformance in a significant number of devices using the same paper or same paper batch numbers, further testing may be coordinated by a UC designated official with the awarded vendor to test and determine the appropriate resolution. Please confirm your company's commitment to comply.

A global increase in demand for paper is occurring, mainly from China, India and other emerging countries where both economic, technology and population growth have increased. Paper resources are anticipated to face a short supply in the not-so-distant future. Action against such a situation requires recycling paper once distributed in the market, by promoting collection ratio increases and innovating technologies for its reuse. Ricoh Company, Ltd., and the Japanese and German governments are embracing the use of recycled paper. Many of our U.S. customers are already following this practice, particularly in the governmental and educational markets.

Ricoh products are capable of supporting 100% postconsumer waste (PCW) recycled paper in many countries around the world. The difficult shortcoming in the U.S. is that the paper manufacturing process holds the Environmental Protection Agency (EPA) standard at 50% PCW content. Several Ricoh customers are using 100% PCW recycled paper, including the state and local governments of Washington, California and Minnesota, and the list continues to expand.

The current EPA standard used as the U.S. reference for our industry follows:
 All print jobs use 100% recycled paper with a minimum of 50% postconsumer fiber content—a significant increase from the 30% postconsumer content required by Executive Order (EO) 13514 and EO 13423.

Following the guidelines to use 50% PCW recycled paper 100% of the time will not have any adverse effects on the performance or reliability targets of Ricoh products.

Some customers have business requirements or contracts to use recycled paper with greater than 50% PCW. The increased growth of 100% PCW recycled paper is an environmental action that many organizations and educational facilities have been adopting. Our recommendations for the use of 100%PCW recycled paper follow:
 Select paper of low brightness. Calcium carbonate (CaC03) is used to make paper white because recycled paper is a dull gray. The higher the brightness, the more dust will be generated, which contaminates rubber components in our equipment.  Sample one ream for feed performance, paying particular attention to duplex handling.

Fiber length is the key to paper stiffness and a challenge for paper vendors to control. High quality paper will have fiber control and handle curl well in duplex and simplex applications.
 If too much paper curl occurs, try a thicker weight paper.

Ricoh is a global leader in environmental sustainability and one of our key focus areas is the reduction of greenhouse gases. We accomplish our environmental goals with Quick Start Technology (QSU), low melting temperature of toner and auto-duplexing capabilities. By offering 3511
highly productive duplex copying functions, promoting sales of recycled paper and developing information digitization technologies, we are helping to decrease the environmental impact caused by customers' paper consumption. Our features and product design are targeted at reducing energy consumption, the major factor in reducing greenhouse gases. Ricoh also practices many other environmental initiatives, such as waste recovery and smart purchasing. 3512
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RFP EVENT AND PROCESS SUMMARY
A. Purpose & Objectives of the Request for Proposal (RFP):

The purpose of this Request for Proposal (the “RFP”) is to invite qualified Printer Manufacturers (“Supplier(s)”) to prepare and submit proposals to the University of California (“UC”) to provide multifunction devices (“MFDs”) with copy, print, scan and optional fax functionality, and/or Laser Printers, along with products and support (“Print Goods and Services”) all in accordance with Federal and State of California laws and the requirements of the UC as further detailed in this RFP. The UC has partnered with OMNIA Partners to make the resultant agreement a national cooperative agreement which public agencies, across the country, will be able to utilize.

The overall objective of this RFP is to select a Supplier, or multiple Suppliers, to assist UC, and national participating agencies, in obtaining the best, most cost-effective and efficient procurement program for MFDs, Laser Printers, related goods, services and supplies. In addition, Qualified proposers are invited to submit proposals, based on the information provided in this RFP with the intent to establish a business alliance with UC and OMNIA Partners, that will maximize the resources of both organizations to most effectively meet national participating agencies’, and the UC’s, needs.

If a Printer Manufacturer does not have capability to independently fulfill the scope of this RFP, Printer Manufacturer may partner with third party to meet that requirement (collectively “Supplier”). Should a Proposer partner to submit a Bid, the Proposer must identify the third party partner by name, location and requirement the partner will meet. The Printer Manufacturer will be responsible for ensuring their partner is fully aware of the terms of any resulting agreement.

Historically, UC system-wide annual spend for Print goods and services has been approximately $10- $13 million each year for the last 2 fiscal years. On average, it is estimated that the University replaces 20%-30 % of the total population of devices on annual basis.

There are no minimum or maximum guarantees in this RFP. However, based on the total UC historical spend, the Proposer shall provide the best pricing for this RFP in Goods and/or Services.

B. Definitions
Printer Manufacturers – Original equipment manufacturers (OEM) and/or have MFDs and Laser Printers manufactured by OEM based on Supplier’s unique specifications.

MSRP - MSRP is defined as the product sales price list published in some form by the manufacturer or publisher of a product and available to and recognized by the trade.

C. Scope of Work
Although this section reflects the needs and requirements of the UC, OMNIA Partners Participating Agencies may have different requirements. The awarded Supplier will have the ability to offer their comprehensive Print Goods and Services nationally. OMNIA Partners Participating Agencies may sign a supplemental or usage agreement with the awarded Supplier substantially based on the terms and conditions of UC Agreement. Participating Agencies may elect to negotiate certain terms to conform to their purchasing and contracting requirements.

This section sets forth specific product and service requirements for UC Locations for MFDs (with output up to at least 11”x17” tabloid size) and Laser Printers (either single-function [print only] or multifunction [print/copy/scan/fax], to 8.5”x14” legal size). Proposals must address all of the listed requirements in 3513
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the order presented with a response acknowledging an understanding of the requirements, their commitment to fulfill the requirements, and a description of the Proposers approach to fulfilling each requirement. The scope of the Print Goods and Services includes, but is not limited to, the following methods of acquisition of MFDs, Laser printers. Therefore, all proposals must include the following Options:

1. Proposal Options

1.1. Purchase option: UC will buy MFDs and/or Laser Printers, and or associated products and services, from the successful Proposer. The successful Proposer will provide its products and services in accordance with the requirements of this RFP. The title for the purchased MFDs and/or Laser Printers will be transferred to UC. In conjunction with purchased MFD’s, Proposers must offer a cost per copy (CPC) rate for service and supplies. Proposers response for pricing on purchases, as well as service and supply component, based upon both no volume commitment, and with volume commitment, must be submitted on the “B/W Pricing”, “Color Pricing”, and “Accessories Pricing” tabs of Attachments 1 and 2.

1.2. Lease Option: Successful Proposer must offer MFDs and associated products and services based on the following full Market Value (FMV) and $1 buyout terms:
 36 Months
 48 Months
 60 Months
In conjunction with leased MFDs, Proposer must offer a CPC rate for service and Supplies In conjunction with Leased MFDs, on both FMV and $1 buyout option, a service and supply component must be included and reported on the “B&W Pricing” and “Color Pricing”, tabs of Attachments 1 and 2 in the Price Questionnaire.

The successful Proposal must include in detail the proposer’s terms and conditions, and processes for the following:
 Early Lease termination
 Lease renewal/extension
 Buyouts of leased MFDs on FMV and $1 buyout options as follows:
o At the expiration of the initial term
o At any time during the initial terms, please provide a monthly buyout schedule o Residual value use and application for
UC reserves the right to lease through a Third Party vendor per the University

2. Required Products

2.1. MFDs required with this RFP are categorized as follows:

2.1.1. Category 1 - B/W Desktop 20+ pages per minute

2.1.2. Category 2 - B/W 20-30 pages per minute

2.1.3. Category 3 - B/W 31-40 pages per minute

2.1.4. Category 4A - B/W 41-50 pages per minute

2.1.5. Category 4B - B/W 51-60 pages per minute

2.1.6. Category 5 - B/W 61-90 pages per minute

2.1.7. Category 1 - Color Desktop 20+ pages per minute

2.1.8. Category 2 - Color 20-30 pages per minute
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2.1.9. Category 3 - Color 31-40 pages per minute

2.1.10. Category 4A - Color 41-50 pages per minute

2.1.11. Category 4B - Color 51-60 pages per minute

2.1.12. Category 5 - Color 61-90 pages per minute
Proposers must provide service and support for any device proposed as an MFD from a single technical service group.

2.2. Laser Printers required with this RFP are categorized as follows:

2.2.1. Category 1 - Low Volume - B/W 25-40 pages per minute

2.2.2. Category 2 - Mid Volume - B/W 41-55 pages per minute

2.2.3. Category 3 - High Volume - B/W 56-70 pages per minute

2.2.4. 2.2.5. Category 1 - Low Volume - Color 10-20 pages per minute

2.2.6. Category 2 - Mid Volume - Color 21-35 pages per minute

2.2.7. Category 3 - High Volume - Color 36-50 pages per minute Proposers must provide service and support for any device proposed as a Laser Printer from a single technical service group.

2.3. Proposers must provide detailed specifications for each model of MFD included in proposal.

At the minimum, Proposers must specify the capability and availability of the features listed on the “Equipment Specifications” tab of the pricing sheet “Attachment 1 MFD Pricing” in the Price Questionnaire.

Proposers must provide detailed specifications for each model of Laser Printer included in proposal. Each model MUST have the ability to perform duplex printing and have Ethernet connectivity. At the minimum, Proposers must specify the capability and availability of the features listed on the “Equipment Specifications” tab of “Attachment 2 Laser Printer Pricing” of the pricing sheet in the Price Questionnaire.

2.4. Proposers will provide a discount percentage off the published Manufacturer’s Suggested Resale Price (MSRP) or list price by the Manufacturer. In addition, each proposer is encouraged to provide all other discount percentages off product and services they may do business with in the pricing sheet “Attachment 3 Additional Discounts” provided in the Pricing Questionnaire.

2.5. During the term of the contract, Awarded Suppliers may add or delete contract devices introduced or removed from the market by the manufacturer provided the added device falls 3515
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within the scope of the respective category. Any new device must be adequately described and be equal to or better than the device it is replacing and the associated price list must be updated to reflect the new device at original contracted price. The Awarded Suppliers must update their dedicated contract websites and published catalogs and lists to reflect this change.

3. MFD/Printer Fleet Management Programs:

Some UC Locations utilize established MFD/Printer Fleet Management Programs, or similar groups managing a large population of MFDs and/or Laser Printers for the UC Location. The value-added services provided by these programs may vary, but generally can include:
 Institutional knowledge and understanding of UC Location hierarchy, policies & procedures, and local campus geography;
 Onsite central point of contact at UC Location for first-tier service response and coordination, and centralized supplies & parts;
 Factory-trained UC employees providing on-campus service for the MFD/Printer fleet;  Consultation and equipment needs assessment for multiple departments within the UC Location;  Consolidation of multiple equipment orders onto single purchase orders (lease or purchase);  Coordination for volume deliveries of equipment;
 Consolidated billing and meter reading reconciliation through a single contact at the UC Location;
 Coordination of internal campus services for: delivery access, electrical upgrades, network access, copy/print control systems, help desk troubleshooting, and service call avoidance;  Summary invoicing, and single-contact invoice reconciliation;  Managed mediation of customer equipment expectations and performance issues in lieu of the vendor

3.1. UC Locations that currently operate such programs are identified in the Campus Profiles located at the end of this RFP Event Summary. If, after the implementation of this contract, a UC Location not operating such a program at this time determines that is in their best interest to deploy such a program, Suppliers will be notified by that UC Location’s procurement office, after appropriate review and authorization. On authorization, such programs will be entitled to all benefits available to those programs currently established as detailed herein.

3.1.1. In recognition of these value-added services currently in place at the UC Locations identified, and their resulting reduction in Suppliers’ efforts, resources, and expenses, Proposers must extend additional discount rates off MSRP to MFD/Printer Fleet Management Programs. Please note, if you are a current supplier this rate must be equal to or exceed current discount rates.

3.1.1.1. Proposers must state these discount rates as an additional percentage discount off of the pertinent UC Net Price provided on the “B&W Pricing”, “Color Pricing”, and “Accessories Pricing” tabs of Attachments 1 and 2 for the following items:
 MFD purchase price
 Printer purchase prices
 MFD monthly lease payment price (including $1 buyout and FMV, 36/48/60 month terms)
 Cost per copy and overage rates
 Time and materials service
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 IT Analyst support to support networking issues, printing issues, anything on the network.

3.1.1.2. Proposer must identify further discounts for MFD/Printer Fleet Management Programs they provide, if any in the Price Questionnaire. MFD/Printer Fleet Management Programs reserve the right to negotiate further discounts on any of Suppliers’ products and/or services provided for under this RFP and its resulting contract.

3.1.1.3. Proposers must be willing to provide further discounts as a percentage discount (additional to that offered in section 3.1.1 above) to MFD/Printer Fleet Management Programs that provide UC employees for on-campus service. Additionally, Proposers must provide factory training for these UC employee technicians at no cost to UC, except for travel, hotel, and meals relating to Proposer’s training of these employees.

3.1.1.3.1. MFD/Printer Fleet Management Programs retain the right to negotiate a single cost-per-copy service rate for all MFD categories and units acquired from the same vendor, including existing populations of the same vendor’s equipment. The cost-per-copy would incorporate all supply and maintenance costs, except paper costs.

3.1.1.4. At UC Locations with MFD/Printer Fleet Management Programs, Supplier will partner with these programs and direct all potential campus customers at the UC Location to the program before selling or leasing an MFD/Printer to the campus customer. Additionally, Supplier will provide marketing expertise to further the program development at the UC Location.

4. Product Certification:

Proposers certify and warrants that all products sold to UC under any agreement resulting from this RFP:
 Shall be new and genuine, except short-term rentals or temporary replacements.  Shall be provided to UC in the manufacturer's original packaging unless otherwise requested by UC.
 Shall be manufactured and sold or distributed to the Proposer for retail sale in the United States.
 Shall be sold to the Proposer from legal and reputable channels, which are understood to be the manufacturer or authorized representatives of the manufacturer.  Shall not be altered or misbranded within the meaning of the Federal and State laws applicable to such products.

5. Programs for Trade-ins/Upgrades
Proposer must include a program for trade-ins for the existing population of UC MFDs or Laser Printers which are manufactured by your company and other suppliers. 3517
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D. Organizational Context:

University of California
The UC's fundamental mission is teaching, research, and public service. Founded as the state’s first and only land grant institution in 1868, the University of California (UC) has approximately 273,000 undergraduate and graduate students, a workforce of 223,000, and is comprised of the following locations, their adjacent offices, remote offices, and defined as the following locations:
• Ten Campuses - UC Berkeley, UC Davis, UC Irvine, UC Los Angeles, UC Merced, UC Riverside, UC San Diego, UC San Francisco, UC Santa Barbara, UC Santa Cruz • Five Medical Centers – UC Davis, UC Irvine, UC Los Angeles, UC San Diego, UC San Francisco • The UC Office of the President – A central system-wide headquarters with offices primarily located in Oakland and Sacramento, California, and teaching/administrative offices in Washington, D.C.
• The Division of Agriculture and Natural Resources – Comprised of over 60 local offices and Research and Extension Centers located throughout California and County Cooperative Extension offices.
• UC Hastings College of Law
• Lawrence Berkeley National Lab, which is owned by the Federal Government, but managed by the University of California.
• Additional centers and offices as further detailed at:
http://www.universityofcalifornia.edu/uc-system/parts-of-uc.

Any awarded Agreement(s) will be available to all current and future locations of the University of California and its Affiliates.

OMNIA Partners – National Master Agreement
The University of California, as the Principal Procurement Agency, defined in OMNIA Partners Exhibit, has partnered with OMNIA Partners, Public Sector (“OMNIA Partners”) to make the resultant contract (also known as the “Master Agreement” in materials distributed by OMNIA Partners) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through OMNIA Partners’ cooperative purchasing program.

The University of California is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with OMNIA Partners (a “Participating Public Agency”) and by using the Master Agreement, any such Participating Public Agency agrees that it is registered with OMNIA Partners, whether pursuant to the terms of a Master Intergovernmental Purchasing Cooperative Agreement, a form of which is attached hereto on OMNIA Partners Exhibits, or as otherwise agreed to.

OMNIA Partners Exhibits contains additional information about OMNIA Partners and the cooperative purchasing program.

OMNIA Partners is the largest and most experienced purchasing organization for public and private sector procurement. Through the economies of scale created by OMNIA Partners public sector subsidiaries and affiliates, National IPA and U.S. Communities, our participants now have access to more competitively solicited and publicly awarded cooperative agreements. The lead agency contracting process continues to be the foundation on which we are founded. OMNIA Partners is proud 3518
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to offer more value and resources to state and local government, higher education, K-12 education and non-profits.

OMNIA Partners provides shared services and supply chain optimization to government, education and the private sector. With corporate, pricing and sales commitments from the Supplier, OMNIA Partners provides marketing and administrative support for the Supplier that directly promotes the Supplier’s products and services to Participating Public Agencies though multiple channels, each designed to promote specific products and services to Public Agencies on a national basis. Participating Public Agencies benefit from pricing based on aggregate spend and the convenience of a contract that has already been advertised and publicly competed. The Supplier benefits from a contract that generally allows Participating Public Agencies to directly purchase goods and services without the Supplier’s need to respond to additional competitive solicitations. As such, the Supplier must be able to accommodate a nationwide demand for services and to fulfill obligations as a nationwide Supplier and respond to the OMNIA Partners documents (OMNIA Partners Exhibits).

While no minimum or maximum volume is guaranteed to the Supplier, the University of California estimates spending approximately $10 – $20 million annually for Print Goods and Services, materials, and related supplies. The estimated annual volume Print Goods and services purchased under the Master Agreement through OMNIA Partners Public Sector is approximately $100 million, however, no minimum or maximum volume is guaranteed to Supplier under the OMNIA Partners Master Agreement.

This projection is based on the current annual volumes among the University of California, other Participating Public Agencies anticipated to utilize the resulting Master Agreement to be made available to them through OMNIA Partners, and volume growth into other Public Agencies through a coordinated marketing approach between the Supplier and OMNIA Partners.

E. Issuing Office and Communications Regarding the RFP:

This RFP, and any subsequent addenda to it, is being issued by UC Procurement Services on behalf of the University of California. UC Procurement Services is the sole point of contact regarding all procurement and contractual matters relating to the requirements described in this RFP. UC Procurement Services is also the only office authorized to change, modify, clarify, etc., the specifications, terms, and conditions of this RFP and any Agreements(s) awarded as a result of this RFP.

Proposers are not permitted to communicate with any UC employee regarding this solicitation during the period between the RFP issue date and the announcement of awards, unless authorized by UC Procurement Services sole point of contact named below.

All communications, including submission of RFP response and any requests for clarification concerning this RFP, must be submitted via the University of California supplier registration and sourcing web system (CalUsource) (as further detailed herein).

IT Commodity Manager contact information:

Michael Wegmann
IT Commodity Manager
E-mail: [email protected]
Phone: 510.987.0428
If a Proposer is found to be in violation of this provision, the UC reserves the right to disqualify that Proposer from further consideration.

F. RFP Schedule:

Proposers interested in submitting proposals in response to this RFP should do so according to the schedule as reflected in Timelines section in the CalUsource portal. A Proposer may be disqualified for failing to adhere to the dates and times for performance specified in the portal. All times are Pacific Time Zone and dates are subject to change at the sole discretion of the UC. 3519
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Pre-Proposal Conference Call: A Pre-Proposal Conference Call will be held via Zoom on Monday, April 27, 2020 from 1:00pm - 3:00pm (PDT). This conference call will provide Proposers the opportunity to ask questions about the RFP, OMNIA, and the University’s requirements. Attendance on the Pre-Proposal Conference Call is highly recommended for Suppliers who intend to submit a proposal. Attendance, via the conference call line must be limited to two representatives from each participating company. Any changes to the Pre-Proposal Conference Call requirements are at the sole discretion of the University.

Pre-Proposal Conference Call Schedule:

Date: Monday, April 27, 2020
Time: 1:00pm – 3:00pm (PDT)
Where: Via a Conference Call/Log-in:

Join Zoom Meeting
https://UCOP.zoom.us/j/720555518
Meeting ID: 720 555 518
One tap mobile
+16692192599,,720555518# US (San Jose)
+16699006833,,720555518# US (San Jose)
Dial by your location
+1 669 219 2599 US (San Jose)
+1 669 900 6833 US (San Jose)
+1 720 928 9299 US (Denver)
+1 971 247 1195 US (Portland)
+1 346 248 7799 US (Houston)
+1 602 753 0140 US (Phoenix)
+1 651 372 8299 US
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+1 253 215 8782 US
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+1 470 381 2552 US (Atlanta)
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+1 646 876 9923 US (New York)
*4 (from UCOP office phone)
Meeting ID: 720 555 518
Find your local number: https://UCOP.zoom.us/u/aR271koJD G. Addenda to the RFP:

Any changes, additions, or deletions to this RFP will be in the form of written addenda issued by the UC via the CalUsource portal. Any addenda to this RFP will be distributed to all participating Proposers via the CalUsource portal. The UC will not be responsible for failure of any prospective Proposer to receive such Addenda. All Addenda will become part of the RFP. 3520
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H. Instructions for Submitting Proposals:

Proposals, in response to this RFP, must be submitted online using CalUsource no later than the time and due date reflected in the CalUsource portal. No mailed, telephone, emailed, facsimiled, or late proposals will be considered.

Responses will take time to enter into the CalUsource portal. It is highly recommended that Proposers go through the Supplier Resources at https://CalUsource.net/supplier-resources/ for guidance on how to navigate and use CalUsource. Proposer’s inability to enter their response into the CalUsource portal will not be accepted as a reason for a late response.

If you have questions about CalUsource, please contact UC Procurement Services Support at [email protected]. For any technical issues, contact GEP Support: 1-732-428-1578 or [email protected]. Please identify yourself as registering in the University of California network.

Proposers must provide a complete, straightforward, concise response to all Guidelines, Questionnaires, price sheets, and any other information requested in the RFP as detailed in the CalUsource portal. Proposers warrant that all information provided is true and accurate. The submission of false, inaccurate, or otherwise misleading information may be grounds for disqualification from the RFP process, as well as jeopardize Proposer’s eligibility to participate in future UC business.

1. Attachments may be necessary for some questions to further clarify or illustrate a response. In those cases, please label the attachments with your company name to make it easy for the evaluators to find the referenced attachment, unless otherwise suggested in the specific questionnaire question.

2. Attachment Naming Convention Example:

Your Company Name_RFP Name_Questionnaire Name, Questionnaire, Question # XYZ Company_Office Supplies RFP_, Questionnaire-Supplier Information, #3 Proposer must not provide superfluous materials such as marketing materials or website links in response to, or in lieu of, specific responses to the questions herein, and may be disqualified for providing superfluous materials.

Collusion among proposers is not allowed. If there is proof of collusion among proposers, all Proposals involved in the collusive action will be rejected.

Proposers must operate within the guidelines of all Federal and State Labor Codes.

Late proposals will not be accepted.

I. Proposer Questions:

Each Proposer is expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding. If there are any discrepancies in, omissions to, or questions about the information provided in the RFP or by any other source, a request must be submitted via the CalUsource ”Discussion Forum” by the stated deadline. Responses to individual Proposer questions will be made available to all Proposers that submit a notification via the CalUsource portal of their intent to bid.

J. Proposal Evaluation and Agreement Award:

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1. Any Agreements(s) resulting from this RFP will be awarded to the most responsive and responsible Proposer(s) whose Proposal, in the opinion of the UC, offers the greatest benefit to the UC when considering the total value, including, but not limited to, the quality of the Services, and total cost (including prompt payment discounts, available volume discounts, and other elements of value to the UC). A responsive Proposer is one whose offer satisfies the Requirements of this RFP. A responsible Proposer is one that is considered capable of performing and is otherwise eligible and qualified to perform in the manner stated in this RFP.

2. Proposals will be evaluated by the UC using a Best Value Evaluation Methodology which is defined as the most advantageous balance of price, quality, service, performance, and other elements as defined by the University, achieved through methods in accordance with Public Contract Code Section 10507.8 and determined by objective performance criteria that may include price, features, long-term functionality, life-cycle costs, overall sustainability, security, required services, and the reduction of overall operating costs included in the proposal. The Evaluators will examine each Proposal to determine, through the application of uniform criteria, the ability of each Proposer to meet the UC’s specifications.

3. The UC may request additional information either from the Proposer or others, utilize site visits, Proposer presentations, sandbox testing, and make any other investigations, as it deems necessary to verify the Proposer’s qualifications and ability to successfully meet the requirements of this RFP. The UC also reserves the right to obtain Dun & Bradstreet reports, or similar independent reports for further indications of the Proposer’s ability.

4. The UC reserves the right to reject any proposal in which the information submitted fails to satisfy UC and/or the Proposer is unable to provide the information or documentation within the period requested. Any submitted proposal that does fails to comply with the requirements of this RFP will be considered non-responsive and will not be evaluated or eligible for award of any subsequent contract.

5. The UC may waive irregularities in a proposal provided that, in the judgment of the UC, such action will not negate fair competition and will permit proper comparative evaluation of Proposals submitted. The UC’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the Proposer from full compliance with the RFP specifications in the event the Agreement is awarded to that Proposer.

6. The UC reserves the right to award an Agreement to a local-only supplier if deemed to be, solely at the discretion of the UC, in the best interests of the UC. For any local-only Agreement, the UC reserves the right to accept or reject any or all proposals, make more than one award, split the award, or make no award. The UC also reserves the right, for a national Agreement, to accept or reject any and all proposals, make more than one award, split the award, or make no award. The UC reserves the right to award any number of local or national contracts at the same time.

7. Any contract awarded pursuant to this RFP will include the requirements and specifications in the RFP, as well as, the contents of the proposal response as accepted by UC and will be in writing.

The UC’s selection may be made based on the initial proposals or may elect to negotiate with Proposers selected as finalists. The UC reserves the right to negotiate the modification of proposed prices and/or terms and conditions with the Proposer offering the best value to the UC prior to the execution of an Agreement. Participating Agencies commonly require a modification to a term of the Agreement (e.g. governing law). The awarded Supplier and Participating Agencies may agree to modify terms on any specific purchase by a Participating Agency without being in conflict with the Agreement. The UC reserves the right to withdraw this RFP at any time.

K. Multi-Phased Initiative:

This Initiative will consist the following separate phases:
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1. Phase I- Prerequisites:

Proposer must acknowledge and agree to all requirements of the RFP as outlined in the Guidelines section in CalUsource before advancing in the proposal process. Proposer must submit final proposal via the CalUsource portal.

2. Phase II: Selection of Finalists
Finalists will be identified based on the quality and responsiveness of the written proposals.

3. Phase III: Finalist Presentations (At UC Discretion) a. The top finalists resulting from Phase II will advance to Phase III. b. Proposers may be requested to conduct a live presentation regarding the Proposers’ ability to provide the Services. However, the UC may determine that presentations are not necessary.

In the event presentations are conducted, information provided during the presentation process shall be taken into consideration when evaluating the stated criteria. The UC shall not reimburse the proposer for the costs associated with the interview process.

L. Proposal Preparation Costs:

All costs incurred in the preparation and submission of Proposals and related documentation, including proposer’s presentations, demonstrations and provision of the Services to UC for independent testing purposes, will be borne by the Proposer.

M. Proposal Validity Period:

All Proposals shall remain available for UC acceptance for a minimum of one-hundred and twenty (120) days following the RFP closing date.

N. Agreement Term:

The term of the Agreement shall commence upon execution of the Agreement will be for a period of five (5) years (the “Initial Term”) with Five optional one (1) year extensions (the “Renewal Terms”), at the sole discretion of the UC, for a total of ten (10) years. Category discounts shall remain firm for the Initial Term and all Renewal Terms of any agreement that may be awarded pursuant to this RFP. All pricing must be verifiable and auditable from the date of the contract award.

O. No Mandatory Use:

Supplier is advised that there is no mandatory use policy at the University of California for agreements. As a result, UC does not guarantee any specific amount of business forthcoming from this RFP. A winning Supplier may still see some competition at any given UC location for any given Service. However, by providing outstanding prices, service, and the overall best total cost and quality to the UC system wide, the winning Supplier is expected to garner a very large percentage of the total available UC business.

P. Disclosure of Records/Confidentiality of Information

1. All Proposal responses and related documents, submitted to the UC in response to this RFP will become the exclusive property of the UC upon receipt and will not be returned.

2. Proposal response(s), which are incorporated into any resulting contract(s) with the University of California, may be subject to the State of California Public Records Act (CA State Government Code 6250, et. seq.). This Request for Proposal, together with copies of all documents pertaining to any award, if issued, will be kept for a period of one (1) year from date of contract expiration or termination and made part of a file or record that shall be open to public inspection. Certain private, trade secret or confidential information may be considered exempt from the California Public Records Act. Any trade secret or company confidential information submitted as a part of this proposal shall be clearly marked “Trade Secret Information” or “Confidential Information.” 3523
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3. Should a request be made of the University of California for access to the information designated confidential or trade secret by the Proposer and, on the basis of that designation, UC denies the request, the Proposer may be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law.

Q. Business Review/Business Reports
Supplier shall meet with the UC for Regular Business Reviews to review contract usage and effectiveness, discuss current Services offerings and provide suggestions and discussion for continuous improvement in Services efficiencies, and address additional topics pertinent to the relationship towards the UC’s strategic goals. For each Business Review the Supplier must provider pertinent performance and management reports detailing a wide range of information related to the resulting agreement at both the UC-wide level and for each individual UC location.

R. Errors and Omissions:

If the Proposer discovers any discrepancy, error, or omission in this RFP or in any of the attached documents, UC shall be notified immediately, and a clarification/notification will be issued to all Proposers who have access to this RFP. No Proposer will be entitled to additional compensation for any error or discrepancy that appears in the RFP where the UC was not notified and a response provided. All Addendums of Clarification will be distributed to the Proposal Participants via the CalUsource portal.
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Campus Profiles

UNIVERSITY OF CALIFORNIA, BERKELEY - LOCATION PROFILE

CURRENT PROGRAM INFRASTRUCTURE
With the closing of UC Printing Services in 2010, UCSF Documents & Media (DM) manages office multifunction copiers and printers, for University departments at UC Berkeley who prefer that print professionals handle their office printing needs. From selecting the right multifunction copier or printer and making arrangements for delivery and installation, to basic service calls and replenishment of supplies like toner and solid ink, DM offers turnkey solutions that address diverse department needs, saving the departments both time and money.

The UCSF Print Management Program currently manages over 1225 devices in administrative, lab, academic, and public areas across UCSF, UC Berkeley, and UC Hastings College of the Law. DM PMP manages over 620 devices across the Berkeley campus, with key campus partners at the UC Libraries, Berkeley Law, Campus Shared Services, and Haas School of Business.

There are no leasing hassles for the department as DM deals directly with the vendors. No need for department to generate a purchase order, since DM leases or buys the equipment. All office machines can be from the same manufacturer. This uniformity enables users the capability to easily operate each machine, which in turn eliminates the frustration and downtime of having to readjust to different machines.

Monthly charges are based on equipment selected and per copy use. Codes can be assigned to each user if required. No need to track individual copies, since DM is responsible for tracking copier usage on a monthly basis. A monthly statement listing copy totals and recharges made by department Chart string are available UCB PMP customers via the UCB PMP Monthly online portal.

No need for the department to figure out separate monthly bills from vendors for maintenance charges, equipment payments, or supply orders.

DM manages all equipment maintenance issues, which helps reduce frequent service calls involving vendor service technicians, and helps get machines back up and running sooner using on-campus DM staff.
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DM is the key contact for all maintenance needs supporting the UC Berkeley fleet on-campus from the Moffitt Copy Center (which is managed by DM). No more confusing service costs, burdensome maintenance agreements, or tracking down a service technician for office machine repairs for the department – PMP coordinates the service or repair. DM conveniently stores most general machine parts in the Moffitt Copy Center. This reduces the time needed to order vendor parts and results in machines being serviced faster.

DM currently has service contracts with Xerox and Ricoh for their equipment. These contracts are for maintenance on the devices that DM owns and include provisions for all parts and supplies (excluding paper). They are billed monthly via per click charge on a summary invoice. DM also contracts with CFI for PMP enrolled HP printers and single-function printer break/fix service.

DM supplies toner along with any other consumables, for devices managed in PMP – no need to order supplies from the vendor. DM provides PMP customers with next day delivery of toner/supplies DM can provide tree-free or 100% post-consumer content recycled paper if needed.

The UC Berkeley Operational Excellence Procurement Initiative Team endorsed the UCSF Print Management Program in 2011.

ORDER PROCESS
Departments request devices from PMP via email or a call to DM. Onsite assessments are made including space, connectivity, power, historical volume, user needs, device capability, total users, and user code management. Full office print environment assessments are available free of charge. 60- month equipment agreements are issued between DM (PMP) and the department. DM provides the needed device(s), leasing or purchasing new equipment from vendors or placing pre-owned equipment from the PMP reserve fleet.

BILLING FROM VENDOR
Within 30 days after Vendor receives monthly meter usage from DM PMP, Vendor must provide accurate monthly billing on a Summary Invoice that includes for each copier: make, model, serial number, starting meter, ending meter, service copies credit, total copies to be charged, rate per copy, net service charge for copier, tax, total. No estimated end meter counts will be paid. Only meters submitted. Invoices are to be sent to: UCSF Documents & Media, 1855 Folsom Street, Room 156, Box 0284 San Francisco, CA 94143. Invoice payment is processed by DM PMP staff directly into our Financial Information System, and a check is sent to the vendor within the normal processing time.

Failure to submit timely and accurate invoices may result in invoicing the Vendor to recoup the administrative costs of correcting said invoices. Rate: $65.00/hour, with a minimum of one hour with quarter hour increments.
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PAYMENT METHOD TO VENDOR
Checks are issued through central accounting or Electronic Fund Transfer.

EQUIPMENT MAINTENANCE
By centrally managing the print equipment fleet, PMP is able to standardize model types, which provides efficiencies in ordering, stocking, and maintaining similar parts & supplies. This also helps reduce multiple delivery vehicles around campus. Additionally, by strategically partnering with key vendors who share the same sustainability values of the University, we are able to place more efficient office multifunction equipment that uses less energy and is environmentally friendly.

Maintenance is generally purchased at the time the equipment is purchased.

SUPPLIERS
XEROX
RICOH

HP (CDW)

CONTRACT EXPIRATIONS
Vary depending on purchase or lease date.

EQUIPMENT ACQUISITION METHODS
Equipment is purchased or leased for departments enrolled in PMP by DM. There are existing leases for those departments not in PMP. Service is often bundled with lease.

DELIVERY METHODS
Vary according to department and physical location. All deliveries of multifunction copiers must be coordinated with DM PMP. Networked printers are drop-shipped directly to DM PMP. 3527
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PARKING
Parking is always an issue at UC Berkeley, as the campus exists in highly congested urban setting. UCSF PMP does NOT reimburse service vendors for parking or provide parking spots.

UNIVERSITY OF CALIFORNIA, DAVIS - LOCATION PROFILE
UC Davis operates a semi-centralized copier program run by Repro Graphics. Departments are encouraged to contact Repro Graphics when contemplating MFD and Printer purchases, but they are not required to do so.

Two Ways to Procure
When a department needs to order a copier, they can contact Repro Graphics for a needs assessment to match the needs of the organization to the appropriate device or spread of devices that can match a range of need. Once the device is chosen by the department, Repro Graphics would finalize the purchase and coordinate the delivery, setup and installation of the device. Repro Graphics pays for the copier upfront charging the organization for usage monthly.

If an organization chooses to procure a device on their own they can, by referencing the systemwide agreement in the correct field on a requisition, issue a purchase order directly to the supplier.

Requests for devices not on a systemwide agreement pass through Contracting Services who will assess the particulars of the purchase to see if the purchase can be redirected to a systemwide agreement and those that cannot be redirected will have their purchase orders completed by Contracting Services and sent to the vendor. The vendor and the end user must then coordinate schedules for delivery, setup and installation.

Sources of Devices
UC Davis is primarily uses Canon and Ricoh, devices in the average office setting.

Paying the Bill
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Devices ordered through Repro Graphics are paid by Repro Graphics and the end user recharged for the use of the device. All servicing needs are managed by Repro Graphics, freeing the end user from that responsibility.

Those end users who utilize the systemwide agreements directly are responsible for processing all payments according to the terms of the agreement.

Maintenance
Repro Graphics will purchase a maintenance contract for all devices they order with the contract including supplies (toner, staples, etc.), and all maintenance/repairs charged at a fixed cost per- copy rate.

Purchase vs Lease
For those devices, whose capabilities and price point are easily absorbed by the average organization a direct purchase is the primary purchase option. This represents the most common choice at UC Davis. As the price point increases the chance the acquisition becomes a FMV lease dramatically increases.

UNIVERSITY OF CALIFORNIA, HASTINGS - LOCATION PROFILE

CURRENT PROGRAM INFRASTRUCTURE
UC Hastings College of the Law ended a managed print services contract with Newcal Industries in 2009, and since then has entered into an MOU with UCSF Documents & Media (DM) to manage department and student multifunction copiers and printers for the College. From selecting the right multifunction copier or printer and making arrangements for delivery and installation, to basic service calls and replenishment of supplies like toner and solid ink, DM offers turnkey solutions that address diverse department needs, saving the departments both time and money. 3529
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The UCSF Print Management Program currently manages over 1225 devices in administrative, lab, academic, and public areas across UCSF, UC Berkeley, and UC Hastings College of the Law. DM PMP manages over 100 devices across the three primary buildings that form the College, just within walking distance of the San Francisco Civic Center.

There are no leasing hassles for the College as DM deals directly with the vendors. No need for the College to generate a purchase order, since DM leases or buys the equipment. All multifunction machines are from the same manufacturer. This uniformity enables users the capability to easily operate each machine, which in turn eliminates the frustration and downtime of having to readjust to different machines.

Monthly charges are based on equipment selected and per copy use. Codes can be assigned to each user if required. No need to track individual copies, since DM is responsible for tracking copier usage on a monthly basis. Monthly statement listing copy totals and recharges made to department accounts is provided to the Purchasing Director.

No need for the College to figure out separate monthly bills from vendors for maintenance charges, equipment payments, or supply orders.

DM manages all equipment maintenance issues, which helps reduce frequent service calls involving vendor technicians and helps get machines back up and running sooner using on-campus DM staff.

DM is the key contact for all maintenance needs supporting the UC Hastings fleet on-campus from the Hastings Business Center (which is managed by DM). No more confusing service costs, burdensome maintenance agreements, or tracking down a technician for office machine repairs for the College – PMP coordinates the service or repair. DM conveniently stores most general machine parts in the business center. This reduces the time needed to order vendor parts and results in machines being serviced faster.

DM currently has service contracts with Xerox. This contract is for maintenance on the devices that DM owns and includes provisions for all parts and supplies (excluding paper). They are billed monthly via per click charge on a summary invoice.

DM also contracts with CFI for PMP enrolled HP printers and single-function printer break/fix service.

DM supplies toner or solid ink, along with any other consumables, for devices managed in PMP – no need to order supplies from the vendor. DM provides PMP customers with same day delivery of toner/supplies
DM can provide tree-free or 100% post-consumer content recycled paper if needed.

UC Hastings departments are mandated to use the UCSF Print Management Program managed by DM.

ORDER PROCESS
UC Hastings Purchasing request devices from PMP via email or call to DM. Onsite assessments are made including space, connectivity, power, historical volume, user needs, device capability, total users, 3530
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and user code management. Full office print environment assessments are available free of charge.

Equipment agreements are issued between DM (PMP) and UC Hastings Purchasing. DM provides needed device(s), purchasing or leasing new equipment from vendors or placing pre-owned equipment in PMP reserve fleet.

BILLING FROM VENDOR
Within 30 days after Vendor receives monthly meter usage from DM PMP, Vender must provide accurate monthly billing on a Summary Invoice that includes for each copier: make, model, serial number, starting meter, ending meter, service copies credit, total copies to be charged, rate per copy, net service charge for copier, tax, and total. No estimated end meter counts will be paid. Only meters submitted. Invoices are to be sent to: UCSF Documents & Media, 1855 Folsom Street, Room 156, Box 0284 San Francisco, CA 94143. Invoice payment is processed by DM PMP staff directly into our Financial Information System, and a check is sent to vendor within the normal processing time.

PAYMENT METHOD TO VENDOR
Checks are issued through central accounting or Electronic Fund Transfer.

Maintenance is generally purchased at the time the equipment is purchased.

SUPPLIERS
XEROX

HP (CDW)
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CONTRACT EXPIRATIONS
Vary depending on purchase or lease date.

EQUIPMENT ACQUISITION METHODS
Equipment is purchased for UC Hastings by DM.

DELIVERY METHODS
Vary according to physical location. All deliveries of multifunction copiers must be coordinated with DM PMP. Networked printers are drop-shipped directly to DM PMP.

PARKING
Parking is always an issue at UC Hastings, as the campus exists in highly congested urban setting. UCSF PMP does NOT reimburse service vendors for parking or provide parking spots.

UNIVERSITY OF CALIFORNIA, IRVINE - LOCATION PROFILE

CURRENT PROGRAM INFRASTRUCTURE

We are very decentralized here at UCI. Various "Schools" such as those of Physical Sciences, Biological Sciences, Engineering and Fine Arts, have their own internal copy centers. Numerous departments have their own departmental copiers. The UCI Medical Center, which is located 14 miles from here in Orange, California, has their own internal Materiel Management Department, which acquires copiers and other office equipment items. However, we at the Campus procure some copiers and office equipment which winds up being installed at the Medical Center even though it is ordered from the Campus and paid for by Campus Accounting.

ORDERING PROCESS

Orders are placed by departments using a purchasing card or purchase order. Departmental requisitions are transmitted electronically to Central Purchasing. Departments are strongly encouraged to use the purchasing card for supply items and equipment purchases under the $2,500.00 purchasing card limit. 3532
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Many copiers are being ordered on either three year or five-year leases. All of these orders must go through Central Purchasing.

BILLING

Aside from the purchasing cards, we prefer EDI invoicing. We still currently accept paper invoices but we are seeking to eliminate them.

EQUIPMENT MAINTENANCE

We do not allow departments to use purchasing cards to pay for maintenance contracts since vendors might attempt to give users in departments vendor agreements to sign which are not fully understood.

Such agreements must come through Central Purchasing for our review. Such maintenance orders are set up on blanket purchase orders or special purchase orders which we call "X" orders.

SUPPLIERS

Our major suppliers are: Xerox, Ricoh, Konica -Minolta, Savin and Panasonic.

We usually deal with the educational sales reps of the manufacturers and do not go through dealers.

CONTRACT EXPIRATIONS

Most users do not purchase equipment. They lease it for either three year or five year terms. The contract expiration dates vary for each individual contract.

EQUIPMENT ACQUISITION METHODS

Virtually no outright purchase. Usually on 3 or 5-year lease. All supplies are usually included except for paper and staples.

DELIVERY METHODS

Deliver via vendor truck directly to each individual department.

PARKING ISSUES

Parking is extremely tight at UCI. Vendors are encouraged to get a vendor parking permit from our UCI Parking Office. There is a fee for the permit.

CAMPUS, LAB AND MEDICAL CENTER LOCATIONS

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There are numerous delivery points at the Campus. Vendors deliver directly to the departments and do not go through Central Receiving. For UCI Medical Center deliveries we tell the vendors to deliver directly to the departments there. If they ask for a street address for deliveries at the Medical Center we give them: UCI Medical Center, 101 the City Drive, Orange, CA 92668.

UNIVERSITY OF CALIFORNIA, LOS ANGELES (UCLA) –

LOCATION PROFILE

CURRENT PROGRAM INFRASTRUCTURE
Printer and MFD purchases are handled by each department at UCLA. Purchases are made by referencing the UCOP system-wide contract # on the requisition. Purchases of printers and MFDs from suppliers who are not on the system-wide agreement must be approved by the campus Purchasing Office. The supplier and the UCLA department must then coordinate schedules for delivery, setup, and installation.

ORDERING PROCESS
All UCLA purchases are assigned a 10-digit number, which may be issued in the following manners:
through UCLA’s Bruin-Buy system, as a Low Value Order (LVO), or as a Purchase Order (PO) through the UCLA Purchasing Office. The assigned order number must appear on all packages and invoices.

BILLING
 Supplier must be able to support EDI, as well as provide hard copy invoices if requested by UCLA’s Accounting Office.
 Invoices sent via EDI must match the paper copies of the invoices (e.g., invoice number, line items, description, part numbers, etc.).
 All invoices must reference valid PO numbers since UCLA matches all invoices to the PO number.
 All invoices are matched by line number, part number, price, quantity and description. Therefore, it is the supplier’s responsibility to ensure that the invoice matches the proper PO number and, if there is a discrepancy, the supplier must contact the department directly to resolve.  Supplier will provide a representative to come on-site, as needed, to resolve any outstanding invoice issues.

PAYMENT METHODS
Payments are issued through UCLA’s Accounts Payable office by check or via Electronic Fund Transfer (EFT).

EQUIPMENT MAINTENANCE
Departments select whichever maintenance plan best fits their organization. It is generally purchased at the time the equipment is purchased.
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SUPPLIERS
The current printer and MFD suppliers are HP, Canon, Dell, Xerox, Konica/Minolta, Ricoh, Kyocera, and Samsung.

DELIVERY METHODS
Equipment delivery is coordinated with the supplier to the final department location or to another designated drop point.

PARKING Parking is limited and suppliers must pay for it. Contact UCLA Parking at 310-825-1805 to make arrangements.

CAMPUS AND MEDICAL CENTER LOCATIONS
Most equipment is located on or near UCLA’s main campus in Westwood, CA. 90095. The UCLA Medical Center is also located in Westwood. Most, but not all, other locations are within 20 miles of the UCLA campus.

UNIVERSITY OF CALIFORNIA, RIVERSIDE - LOCATION PROFILE (last updated 2015)
2015 PROGRAM(S) INFRASTRUCTURE
UC Riverside currently has a centralized Copier Program for our campus run by Printing & Reprographics (P&R). Departments are encouraged to use P&R’s Copier Program, but they are not required to do so.

ORDER PROCESS
When a department needs to order a copier, they would contact P&R for a copier proposal, which usually includes two or three models to choose from. The recommended models are based on the requirements and needs of the department. Once the copier is chosen by the user, then P&R types a PO to have the copier ordered. P&R pays for the copier upfront so the department only pays a monthly bill based on a five-year rental through P&R.

After P&R types the PO for a new copier, our UCR Purchasing dept. will review it for correctness and proper contract language. Purchasing will then send the finished PO to the vendor to order the new copier or printer. Delivery is then supposed to be within two weeks from the time the vendor receives the PO.

BILLING
When a new copier is ordered, the vendor sends the bill directly to P&R, and P&R pays for it out of their account. P&R will then take a monthly meter read of their customer’s rented copier and bill them on a 3535
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sliding scale depending on the number of copies made. The billing is done automatically through P&R’s online copier billing system, and the charges are billed to our customer at the end of the month.

PAYMENT METHODS
After the vendor sends the invoices to P&R, P&R staff review them for correctness and then forward them to UCR’s Accounting dept., which will then mail the vendor a check.

EQUIPMENT MAINTENANCE
P&R always purchases a maintenance contract for all our copiers and printers. At this time, our contract includes supplies, maintenance and repairs charged at just a fixed click rate per copier model.

SUPPLIERS
P&R uses Ricoh as our primary vendor. We have also done business with Canon and Xerox.

CONTRACT EXPIRATIONS
For the past few years, UCR P&R has used the UCOP Strategic Sourcing agreement for pricing. This contract is up for renewal, and once it is approved, P&R will continue to use it.

EQUIPMENT ACQUISITION METHODS
In the past UCR P&R has purchased copiers, but starting this year 2015 we are now leasing copiers and printers.

DELIVERY METHODS
When it comes time to deliver a new copier for P&R’s customers, the vendor will contact P&R with a oneday advance warning and to verify the model and its delivery location. When the copier is actually delivered, the driver will call P&R again and ask for exact directions to the campus building.

PARKING
Our UCR Transportation and Parking Services (TAPS) charges $600 annually for a vendor parking permit for their delivery truck. This permit allows the vendor to park in reserved delivery spaces. 3536
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UNIVERSITY OF CALIFORNIA OFFICE OF THE PRESIDENT (Not
Upated, will provide later)

UNIVERSITY OF CALIFORNIA, SAN DIEGO - LOCATION PROFILE

CURRENT PROGRAM INFRASTRUCTURE
UC San Diego operates a unique program for monochrome and color multifunctional systems. Imprints, a campus reprographics department operates a self-managed Copier/MFD Fleet Management. In addition to conducting needs-analysis for departments, processing purchase order requests for both monochrome and color multifunctional requests, Imprints provides all service functions, including break-fix, software and firmware updates, card control access, and supplies delivery coordination. The technical group installs services and maintains the copier/MFD population, which totals about 400 machines through a help/dispatch desk and its own university staff manufacturer-certified trained technicians. Imprints currently provides 100% recycled Treezero paper for all monochrome machines.

ORDERING PROCESS
Monochrome and color multifunctional requests are submitted directly through Imprints. A needs analysis is conducted by Imprints staff with the requesting department to define requirements and identify correct equipment model and configuration. Purchase or lease requests are then submitted through Central Procurement for Purchase or Lease processing. While most units are outright purchases, some color multifunctional systems have been acquired on a cost/copy lease.

All other equipment buying activity is processed through Central Procurement, with standard printers and facsimile equipment processed through the campus SYQUEST-based online buying portal –MarketPlace - linking customers to authorized vendor sites.

BILLING
Within 30 days after vendor receives monthly meter usage from Imprints, vender must provide accurate monthly billing on a summary invoice that includes for each machine, make, model, serial number, starting meter, ending meter, service copies credit, total copies to be charged, rate per copy, net service charge for copier, tax as a separate line item and the total. No estimated meter counts will be paid.

Vendors currently submit their invoices electronically through Transcepta and are normally paid within 30 days.

PAYMENT METHODS
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Payments to vendors are according to terms of purchase orders, net 30 is standard and made through direct deposit and/or bank checks.

EQUIPMENT MAINTENANCE
As stated above, all service functions are handled through Imprints help desk personnel and Imprints’ technical staff. Laser printer service is an optional benefit offered to campus departments on a time and material basis or maintenance agreement.

SUPPLIERS
UC San Diego’s contract includes an addendum with special conditions for receiving certified training on monochrome and color MFD models, with a provision to order and stock supplies and repair parts and receive analyst support, as needed.

DELIVERY METHODS
Equipment delivery is coordinated by Imprints to one central location although, the final location is determined by Imprints and may occasionally vary. Imprints requires equipment to be delivered Monday – Friday between the hours of 8:00 am and 12:00 noon with a 30-minute pre-call to a designated Imprints employee.

PARKING
Parking on campus is very limited and vendors are required to obtain parking permits on the UCSD campus. Pay stations are located in most campus parking lots. Rates vary based on location. Parking is not provided by Imprints, nor does Imprints reimburse vendors for their parking costs.

UNIVERSITY OF CALIFORNIA, Santa Barbara
The Santa Barbara campus is located in Goleta, CA. We have 23,051 students, and employ over 6,000 faculty and staff. We have a current inventory of 185 copiers valued at or over $5,000, and countless lower-value multi-function devices and printers. Over the last two calendar years, we have submitted 867 orders (517 of those are for monthly maintenance services), and processed 14,476 invoices.

CURRENT PROGRAM INFRASTRUCTURE
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UCSB does business with the following copier (MFD) manufacturers: Canon, Xerox, and Ricoh, and has occasional purchasing through local resellers X-Tech Laser Printing, Docuproducts, and Advanced Office Automation. UCSB does not have any of its own local campus contracts.

DELIVERY METHODS
All campus points of delivery are based on the building name and room number for location of the equipment. The Santa Barbara campus has no laboratory or medical center facilities.

ORDERING PROCESS
UCSB campus departments submit purchase requisitions for copiers, printers, leases, and related maintenance through our eProcurement system, Jaggaer. Purchase orders are emailed, faxed, or sent via CXML to the method identified by the vendor. Alternatively, campus departments can use their Flexcard (P-Card) for purchases under the Inventorial Equipment value of $5,000.00. A vendor blanket purchase order is usually issued to a vendor for the equipment maintenance for a total amount not-toexceed the estimated cost of the maintenance expenditures for that period of time.

BILLING
Accounts Payable requires that the vendor submit an invoice with the PO # to [email protected], unless the vendor is CXML enabled in Jaggaer.

UCSB requires a single account representative for the awarded program. UCSB is a decentralized campus; as such, Procurement Services relies on the account representative to be aware of the campus department locations and needs. Procurement is available to assist with order, invoicing, and campus conflicts, but does not have a dedicated Strategic Source position for our agreement vendors.

Our campus values good customer service above all other qualities in this category.

UC SANTA CRUZ CAMPUS PROFILE
UCSC Copier Program – January 1, 2020
The UCSC Copier Program supports the campus community by providing high quality, self-serve multifunctional devices (MFDs) on a cost-per-page output basis. We offer an economic alternative for a campus unit or location to purchasing and managing their own equipment, device management, and cost accounting. Our program manages these MFDs for campus users, including lease and maintenance payment, provision of all toner and supplies (including paper), user access control and account management, first-tier maintenance, and monthly recharge billing services. We work closely with the campus community to determine the best MFD for their needs and location, with considerations for expected print and copy volume, required MFD features, space and power requirements, and access 3539
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control needs. The Copier Program has the flexibility to upgrade, downgrade, or move MFDs should circumstances change for a campus unit.

CURRENT PROGRAM INFRASTRUCTURE
The Copier Program currently has 194 copiers and MFDs in administrative, academic, and public areas, which represent roughly 85% of the copiers and MFDs on campus; the average age of our fleet is less than 4.25 years. 83 of these devices are located in academic and administrative departments, and are charged based on monthly meter usage; of these, 15 are non-networked copiers, and 68 are networked MFDs. The remaining 111 MFDs have their access controlled and accounts managed through Pharos Uniprint. 169 of our MFDs produce color output.

The Copier Program currently operates under UCOP contracts with Ricoh and Xerox, and a WSCANASPO contract with Canon, for supplying MFDs and associated products and services. The UCOP contracts expire February 28, 2021. We have 164 Ricoh, 9 Lanier (Ricoh), and 21 Canon copiers and MFDs supported by this contract. 71 of our machines are currently under lease, and the remainder are owned by the Copier Program.

By contract, our vendor technicians report to and work closely with Copier Program staff for optimum prioritized service and response time. The Copier Program provides our customers with next day delivery of toner/supplies and paper from Copier Program storage. All copier/MFD maintenance is billed on a perclick basis; vendors use meters provided by Copier Program by the fifth business day of the month. Each vendor provides summary maintenance and lease invoices monthly.

The Copier Program uses Pharos Uniprint and FileMaker Pro to provide access control, account management, and monthly billing services to campus customers. Users are loaded into Pharos every summer, and as needed through the year; they can be associated with campus funding accounts at any time. The Copier Program billing is generated monthly based on meter and Pharos data, which is uploaded directly into the campus financial information system. All Pharos and meter data uploaded is reconciled to the meter readings from each copier/MFD at the time data is collected to ensure its reliability. Monthly billing reports are generated from this data through FileMaker Pro; they are distributed as PDFs after the upload has cleared.

The UCSC Copier Program is a Distributed Office of Record, and handles our own accounts payable and receivable.

Copier Program Staff
Bill Kasper, Copier Program Manager (primary contact: 831-459-5273; [email protected]): program development, contracts, financial and administrative management; purchase orders, billing, cash management, accounts payable, database and copier access management, technical support 3540
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Lucie Kemp, Copier Program Assistant: customer service, database and copier access management, service/supplies dispatch, and technical support
Serena Berns, Copier Program Assistant: customer service, database and copier access management, service/supplies dispatch, and technical support
The Copier Program is part of UCSC’s Business and Administrative Services (BAS), and reports to Robert Kemp, Director of Copy, Mail, and Receiving Services.

Deliveries
All deliveries of copiers for UCSC Copier Program must be coordinated with Copier Program staff.

Parking:

All vendors must purchase a temporary parking permit at the Parking Office prior to reporting to the equipment delivery or repair site. Information regarding daily, weekly, and monthly parking rates may be obtained from Transportation & Parking Services at https://taps.ucsc.edu/parking/visitor-parking.html or (831) 459-4543.
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Pre-Proposal Conference Call (non-mandatory)

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Guideline sequence number
Guideline number 5e690bf36ce5cf1174730f06
Guideline name Pre-Proposal Conference Call (non-mandatory) Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Pre-Proposal Conference Call Schedule:

Date: Monday, April 27, 2020
Time: 1pm - 3pm (PDT)
Where: Via a Conference Call/Log-in Information below:

Join Zoom Meeting
https://UCOP.zoom.us/j/720555518
Meeting ID: 720 555 518
One tap mobile
+16692192599,,720555518# US (San Jose)
+16699006833,,720555518# US (San Jose)
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Pre-Proposal Conference Call (non-mandatory)

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Dial by your location
+1 669 219 2599 US (San Jose)
+1 669 900 6833 US (San Jose)
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Pre-Proposal Conference Call (non-mandatory)

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*4 (from UCOP office phone)
Meeting ID: 720 555 518
Find your local number: https://UCOP.zoom.us/u/aR271koJD 3544
Agreement - Purchasing

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Guideline sequence number
Guideline number 5e38739e83916a13e86379b4
Guideline name Agreement - Purchasing
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Proposers must accept, and Proposals must comply with the requirements of the attached University of California Agreement Purchasing. Please acknowledge that you have read, understand and accept the attached Agreement Purchasing. UC reserves the right to update the Agreement at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Agreement Purchasing unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California Agreement Purchasing, then Proposer must attach to their proposal a document labelled “Exceptions UC Agreement Purchasing” that states which specific section of the Agreement is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal.
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Purchasing Agreement # ____________
The Agreement to furnish certain goods and services described herein and in the documents referenced herein (“Goods and/or Services”) is made by and between The Regents of the University of California, a California public corporation (“UC”) on behalf of the University of California, and the supplier named below (“Supplier”). This Agreement is binding only if it is negotiated and executed by an authorized representative with the proper delegation of authority.

1. Statement of Work
Supplier agrees to perform the Services listed in the statement of work attached as Attachment A (“Statement of Work”) and any other documents referenced in the Incorporated Documents section herein, at the prices set forth in the Statement of Work and any other documents referenced in the Incorporated Documents section herein. Unless otherwise provided in the Agreement, UC will not be obligated to purchase a minimum amount of Goods and/or Services from Supplier.

2. Term of Agreement/Termination
a)
The term of the Agreement will be from Date and through Date and is subject to earlier termination as provided below. It may be extended upon the agreement of the parties.

The initial term of the Agreement will be from Date and through Date (Initial Term) and is subject to earlier termination as provided below. UC may renew the Agreement for 3 (three) successive 1 (one) -year periods (each, a Renewal Term), by providing Supplier with at least 15 calendar days’ written notice before the end of the Initial Term or any Renewal Term.
b) UC may terminate the Agreement for convenience by giving Supplier at least 30 calendar days' written notice. c) UC or Supplier may terminate the Agreement for cause by giving the other party at least 15 days' notice to cure a breach of the Agreement (Cure Period). If the breaching party fails to cure the breach within the Cure Period, the non-breaching party may immediately terminate the Agreement.

3. Purchase Order; Advance Payments
Unless otherwise provided in the Agreement, Supplier may not begin providing Goods and/or Services until UC approves a Purchase Order for the Goods and/or Services.

4. Pricing, Invoicing Method, and Settlement Method and Terms Refer to Statement of Work or Purchase Order for Pricing. For systemwide agreements, each UC Location will specify the Invoicing Method and Payment Options that will apply, taking into account the operational capabilities of Supplier and the UC Location. See UC’s Procure to Pay Standards http://www.ucop.edu/procurementservices/_files/Matrix%20for%20website.pdf for the options that will be considered. In the case of systemwide agreements, each UC Location will specify these terms in a Statement of Work or Purchase Order, as the case may be.] All invoices must clearly indicate the following information:
a. California state and local sales tax as a separate line item (if applicable), including the rate employed. b. Purchase Order or Release Number and the Agreement Number c. Description and Quantity, of the Products and Support ordered d. Net Cost of each item
e. Any applicable discount(s)
f. Reference to original order and invoice number for all credit invoices issued g. Original order and invoice number for all credit invoices issued 3546
Template revised on 10.1.19 Page 2 of 5
h. On invoices for impressions or overage: for each device, (1) the number of impressions and the impression rate, (2) the number of overage impressions and the impression overage rate, and (3) the taxable amount of these impressions or overage. Tax is NOT to be included for labor or technical service charges. i. Start and end meter counts for each device.

1. Maintenance charges must be invoiced on separate invoices from lease or purchase charges.

2. If a UC Location has an MFD/Printer Fleet management program, individual device maintenance invoices and individual device lease invoices must be consolidated into separate summary invoices.

3. Invoices shall NOT contain line items for training, delivery, or other charges not expressly detailed in this RFP.

4. Supplier will provide a designated contact for billing/invoicing questions and issues. This contact must be available 8-5 PST/PDT, Monday-Friday.

5. Invoices will be submitted directly to the UC Locations’ Accounting Departments unless:
a. The MFD/Printer Fleet management program at the UC Location requests invoices from Bidder be sent directly to the program, or
b. The Supplier is notified otherwise by Amendment to the Agreement.

6. Usage billing and Meter Reading:
a. Meter readings may not be estimated for use in invoicing, unless approved by the end user b. Service meters may not be used for invoicing, unless approved by the end user c. If meters are supplied monthly by MFD/Printer Fleet management programs, these meters must be the basis for maintenance invoicing.

Supplier will submit invoices following the designated invoice method directly to UC Accounts Payable Departments at each UC Location, unless UC notifies the Supplier otherwise by amendment to the Agreement.

5. Notices
As provided in the UC Terms and Conditions of Purchase, notices may be given by email, which will be considered legal notice only if such communications include the following text in the Subject field: FORMAL LEGAL NOTICE – [insert, as the case may be, Supplier name or University of California]. If a physical format notice is required, it must be sent by overnight delivery or by certified mail with return receipt requested, at the addresses specified below.

To UC, regarding confirmed or suspected Breaches as defined under Appendix – Data Security:

Name David Rusting
Phone 510-987-0086
Email [email protected]
Address 1111 Franklin Street
Oakland, CA 94607
To UC, regarding Breaches or Security Incidents as defined under Appendix – Business Associate:

Name Monte Ratzlaff
Phone 51-987-0858
Email [email protected]
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Template revised on 10.1.19 Page 3 of 5
Address 1111 Franklin Street
Oakland, CA 94607
To UC, regarding personal data breaches as defined under Appendix – General Data Protection Regulation:

Name
Phone
Email
Address
To UC, regarding contract issues not addressed above:

Name Michael Wegmann
Phone 510-987-0428
Email [email protected]
Address 260 Cousteau Place Suite 150
Davis, CA 95618
To Supplier:

Name
Phone
Email
Address

6. Intellectual Property, Copyright and Patents
/___/ The Goods and/or Services involve Work Made for Hire /__X_/ The Goods and/or Services do not involve Work Made for Hire

7. Patient Protection and Affordable Care Act (PPACA)
/___/ Because the Services involve temporary or supplementary staffing, they are subject to the PPACA warranties in the T&Cs.
/_X__/ The Services do not involve temporary or supplementary staffing, and they are not subject to the PPACA warranties in the T&Cs.

8. Prevailing Wages
/___/ Supplier is not required to pay prevailing wages when providing the Services.

9. Fair Wage/Fair Work
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Template revised on 10.1.19 Page 4 of 5
/___/ Supplier is not required to pay the UC Fair Wage (defined as $13 per hour as of 10/1/15, $14 per hour as of 10/1/16, and $15 per hour as of 10/1/17) when providing the Services.

10. Federally Funded Contracts, Grants, and Cooperative Agreements [include this section ONLY if you have knowledge of the prime award number] /___/ Grant or Cooperative Agreement
/___/ Contract
The Prime Award Number is: ______________________.

11. Restriction Relating to Consulting Services or Similar Contracts – Follow-on Contracts
Please note a Supplier that is awarded a consulting services or similar contract cannot later submit a bid or be considered for any work “required, suggested, or otherwise deemed appropriate” as the end product of the Services (see Public Contract Code Section 10515).

12. Insurance
Deliver the PDF version of the Certificate of Insurance to UC’s Buyer, by email with the following text in the Subject field:

CERTIFICATE OF INSURANCE – [insert Supplier name].

13. Service-Specific and/or Goods-Specific Provisions
TBD

14. Records about Individuals
Records created pursuant to the Agreement that contain personal information about individuals (including statements made by or about individuals) may become subject to the California Information Practices Act of 1977, which includes a right of access by the subject individual. While ownership of confidential or personal information about individuals is subject to negotiated agreement between UC and Supplier, records will normally become UC’s property, and subject to state law and UC policies governing privacy and access to files. When collecting the information, Supplier must inform the individual that the record is being made, and the purpose of the record. Use of recording devices in discussions with employees is permitted only as specified in the Statement of Work.

15. Incorporated Documents
This Agreement and its Incorporated Documents contain the entire agreement between the Parties, in order of the below precedent, concerning its subject matter and shall supersede all prior or other agreements, oral and written declarations of intent and other legal arrangements (whether binding or non-binding) made by the Parties in respect thereof.
a. [insert Purchase Agreement Title/#]
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Template revised on 10.1.19 Page 5 of 5
b. [insert Prime Contract #]
c. [UC Terms and Conditions of Purchase or Contract Addendum - UC Required Terms] d. [UC Appendix – Data Security]
e. [UC Appendix - Business Associate (HIPAA)]
f. [UC Appendix – General Data Protection Regulation (GDPR)] g. Statement of Work – Attachment A
h. [Any additional documents necessary, with all incorporated documents being in order of precedence. Buyer may reference the Supplier’s proposal and quote as long as the Supplier’s T&C’s are removed or there aren’t any conflicts with the UC T&C’s.]

16. Entire Agreement
The Agreement and its Incorporated Documents contain the entire Agreement between the parties and supersede all prior written or oral agreements with respect to the subject matter herein.

This Agreement can only be signed by an authorized representative with the proper delegation of authority.

THE REGENTS OF THE [SUPPLIER NAME]

UNIVERSITY OF CALIFORNIA
________________________________ ___________________________________ (Signature) (Signature)
________________________________ ___________________________________ (Printed Name, Title) (Printed Name, Title)
________________________________ ____________________________________ (Date) (Date)
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Appendix - Business Associate Agreement

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Guideline sequence number
Guideline number 5e38739e83916a13e86379b7
Guideline name Appendix - Business Associate Agreement
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Proposers must accept, and Proposals must comply with the requirements of the attached University of California Appendix-Business Associate Agreement dated 8/1/19. Please acknowledge that you have read, understand and accept the attached UC Appendix-Business Associate Agreement. UC reserves the right to update the UC Appendix Business Asscociate Agreement at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Appendix-Business Associate Agreement unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California Appendix-Business Associate Agreement, then Proposer must attach to their proposal a document labelled “Exceptions Appendix-BAA” that states which specific section of the University of California Appendix-Business Associate Agreement is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal.
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Appendix - Data Security

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Guideline sequence number
Guideline number 5e38739e83916a13e86379b6
Guideline name Appendix - Data Security
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Proposers must accept, and Proposals must comply with the requirements of the attached University of California Appendix Data Security dated 8/12/19. Please acknowledge that you have read, understand and accept the attached UC Appendix Data Security. UC reserves the right to update the UC Appendix at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Appendix Data Security unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California Appendix Data Security, then Proposer must attach to their proposal a document labelled “Exceptions Appendix DS” that states which specific section of the University of California Appendix Data Security is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal.
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3567
Appendix - Electronic Commerce

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e38739e83916a13e86379b8
Guideline name Appendix - Electronic Commerce
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Proposers must accept, and Proposals must comply with the requirements of the attached University of California Appendix-Electronic Commerce dated 7/19/19. Please acknowledge that you have read, understand and accept the attached UC Appendix-Electronic Commerce. UC reserves the right to update the UC Appendix at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Appendix-Electronic Commerce unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California AppendixElectronic Commerce, then Proposer must attach to their proposal a document labelled “Exceptions Appendix eCommerce” that states which specific section of the University of California AppendixElectronic Commerce is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal
3568
Revised 7/18/2019 Page 1 of 6
This Electronic Commerce Appendix specifies the electronic commerce requirements applicable to Supplier in providing the Goods and/or Services.

SECTION 1 ‐ GENERAL TERMS
Each UC Location offers an electronic web‐based purchasing and catalog system to facilitate the purchase of Goods and/or Services from UC suppliers. UC Locations’ eProcurement systems currently are provided by multiple service providers. Eight of the ten UC campuses utilize the same platform but may require separate implementations, as will the remaining campuses and/or Medical Centers. This Appendix sets forth the terms and conditions that will govern Supplier’s sale of Goods and/or Services through UC’s eProcurement systems.

SECTION 2 ‐ DEFINITIONS
Catalog(s) refers to the list of detailed product information, agreement pricing, manufacturer part numbers and/or service descriptions relating to the Goods and/or Services to be offered either as a Punch‐out Catalog, a Hosted Catalog or in a combination. This may include the creation of multiple Hosted Catalogs. eProcurement and eCommerce are used interchangeably to mean UC’s electronic web‐based purchasing and catalog systems. Each UC location has a branded eProcurement site.

Go Live Date means the date on which a Catalog will be active.

Hosted Catalog means a Catalog that is a properly formatted computer file supplied to all UC Locations through the Locations’ respective eProcurement systems.

Order means a purchase order for Goods and/or Services placed by a User through an eProcurement system.

Order Data means all data and information relating to Orders, including, without limitation, the specifics of a given transaction.

Punch‐out Catalog means a Catalog hosted by Supplier on Supplier’s Site. Users may access this Punch‐out Catalog via an Internet link provided by Supplier to UC that redirects a User from the Location’s eProcurement system to Supplier Site.

Supplier Mark means Supplier’s name, trade name and/or trademarks, service mark, or any derivation thereof.

Supplier Site means an internet site operated and maintained by Supplier that has been made subject to this Appendix.

UC Mark means UC’s name, trade name and/or trademarks, service marks, or any derivation thereof.

User means an individual authorized by a UC location to use an eProcurement system.

SECTION 3 – RIGHT TO USE
UC grants to Supplier the right to sell Goods and/or Services to UC through the eProcurement systems, subject to the terms of this agreement. Supplier will be responsible for any cost of operation or dispute with regard to its interface with UC’s eProcurement systems.

Appendix- Electronic Commerce
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Revised 7/18/2019 Page 2 of 6
SECTION 4 – e‐PROCUREMENT SYSTEM RESPONSIBILITIES; MAINTENANCE OF CATALOG(S); LICENSE (a) e‐Procurement System Responsibilities.

Except as otherwise set forth herein, each party will be responsible, at its own expense, for: (i) developing, operating and maintaining its relevant system(s); (ii) acquiring and maintaining its server hardware and software (or obtaining third‐party hosting services) for its relevant system(s); and (iii) maintaining Internet connectivity.

The supplier will enable its catalog with any UC location that requests one, as long as it is not out of the scope of the terms of the agreement or this appendix. The parties agree to electronically link the functionality of their respective systems, using commercially reasonable efforts.

Purchase Order and Invoice/Credit Memo Data will be transmitted between the systems according to the appropriate method for each University location, cXML, xCBL or EDI standards being preferred. Other methods of PO or Invoice/Credit Memo transmission will only be allowed at the discretion of each University location.

A supplier’s Punch‐out site (if applicable) will permit: (a) Users to access the Supplier Site when a User selects the Punch‐out Catalog; (b) Supplier site to send back user selected items to Location’s eProcurement system; (c) User to create an Order through the Location’s eProcurement system; and (d) UC eProcurement systems to forward an Order to Supplier for confirmation and Order processing along with Order status inquiry.

Supplier must be able to accommodate orders and invoices for multiple UC locations sharing a single eProcurement platform. Supplier must be able to identify the Punch‐out session and transmitted PO as being from the individual locations. If providing a Punch‐out catalog, Supplier must be able to accommodate multiple UC locations on a single platform using a single Punch‐out site, unless requested otherwise by UC. (b) Maintenance of Hosted and Punch‐out Catalogs.

Supplier will provide its Catalog(s) to UC in a file format that will interface seamlessly with UC’s eProcurement systems. These Catalog files will be in compliance with each UC Location’s eProcurement system.

UC makes no guarantee of a Go Live Schedule for establishment of a new catalog Systemwide, as each Location is a separate enablement and subject to resource availability. Timelines will be estimated and adjusted by UC as needed for concurrent implementations.

For Hosted Catalogs, Supplier must provide UC with updated versions of the Catalog file with, at a minimum, full descriptions and images that Supplier currently utilizes for items offered in its proprietary websites and Punch‐out Catalogs. The parties will update each other regarding eCommerce specifications as needed from time to time.

Supplier must notify UC’s Contract Administrator at least three (3) weeks in advance of the proposed Go Live Date if it will be requesting additions, deletions, or modifications to the Catalogs. After such advance notification, Supplier must provide UC with Catalog files containing the requested additions, deletions, or modifications with no less than the lead time specified in Section 10 of this appendix. In addition, for price file updates with a mutually agreed upon activation of January 1, Supplier must submit proposed files at least five (5) weeks prior to the first working day in January. Upon UC’s approval of the new Catalog file, UC and Supplier will confirm the Go Live Date; the updated version of the Catalog file will be made effective on that Go Live date. If UC rejects a Catalog more than once because it does not meet UC’s acceptance criteria, the Contract Administrator will suspend Supplier’s price/content change until the date of Supplier’s next acceptable contracted change.

If there is a conflict between a price in a Hosted Catalog and a Punch‐out Catalog, UC will be invoiced at the lower price. Supplier must notify UC in advance when substituting items, changing SKU numbers or changing the number of items in a package in any Catalog.
3570
Revised 7/18/2019 Page 3 of 6
Content in Supplier catalog is limited to the categories specified in this agreement, with additional categories allowed at UC’s discretion. Supplier agrees that UC may block Catalog items at the category and/or SKU level.

The University will require Supplier to clearly identify products as Hazardous Materials, Radioactive, and Controlled Substances in the Supplier’s catalog, whether Hosted or Punch‐out. For Punch‐out the identifier will be returned to the cart of the Location’s eProcurement system, in a manner/field acceptable to the Location.

The University will require Supplier to clearly identify products with UC‐recognized sustainability/green certifications in both hosted and Punch‐out catalogs. UC’s Contract Administrator will work with Supplier to ensure that contract items that meet the UC criteria for Green/Sustainable products will be prioritized in all product searches. Products that do not meet UC’s minimum criteria requirements may be blocked in all hosted catalogs and Punch‐out catalogs at UC’s discretion.

Supplier is responsible for providing UC with Catalogs that contain accurate pricing and data in accordance with the Agreement. If UC determines there are errors in the pricing or data attributes of a Catalog, UC will notify Supplier of those errors in writing and reject the Catalog. Supplier will have no more than ten (10) business days to review and correct the errors.
(c) License.

Supplier hereby grants to UC, at no additional cost, a limited, non‐exclusive, royalty‐free right to link to and access the Supplier Site from the eProcurement sites, subject to the terms and conditions herein and solely for the purpose of permitting Users to access the Services. All Supplier Marks will remain the sole property of Supplier. (d) Accessibility Requirements.

Supplier agrees that Supplier will make available Goods/Services accessible to people with disabilities and conform to the technical requirements of the relevant Revised Standards of Section 508 of the federal Rehabilitation Act. In addition, Supplier warrants that:
i. Any catalog content provided to UC will comply with the accessibility requirements of WCAG 2.0AA. ii. Supplier will promptly respond to and resolve any complaint regarding accessibility of any catalog content provided to UC.

SECTION 5 – USER SUPPORT
(a) UC Duties. Each UC Location will provide its Users with initial contact and system support assistance on all functionality and use issues for eProcurement (including links to the Supplier Site). When known, UC will promptly notify Supplier of any such issues relating to the Catalog, the Supplier Site, and/or other Supplier materials/systems. (b) Supplier Duties. Supplier will provide all customer support relating to the Catalog, Supplier Goods and/or Services, Invoicing/Payment/Credits, and Supplier Sites in a manner consistent with the customer support that Supplier provides to other customers, and at least as good as the customer support that Supplier provides to customers who are purchasing through any other means.

SECTION 6 – PROPRIETARY RIGHTS
UC’s Terms and Conditions of Purchase contains provisions regarding the parties’ rights and responsibilities with respect to intellectual property relating to the Goods and Services. Without altering those provisions, the parties additionally agree as follows: UC may require Supplier to “brand” Supplier’s Punch‐out Catalog with one or more UC Marks. If UC requires Supplier to utilize one or more UC Marks on Supplier’s Punch‐out Catalog, UC will provide the appropriate artwork and such artwork will be deemed to have been provided with a limited, non‐exclusive, non‐sub‐ 3571
Revised 7/18/2019 Page 4 of 6
licensable right for Supplier to use it solely for the purpose of a UC‐branded Punch‐out Catalog hosted by Supplier and subject to the following terms:
(i) Supplier may not make any additional use of the UC Marks without UC’s prior written approval.

Supplier’s use of the UC Marks in the Punch‐out Catalog must acknowledge UC's ownership of the UC Marks. Supplier will include all notices and legends with respect to UC trademarks, trade names, or copyrights as may be required by applicable trademark and copyright laws or which may be reasonably requested by UC. Supplier agrees not to claim any title to UC Marks or any right to use UC Marks except as permitted by this Appendix. Upon termination of this Appendix or the Agreement, all rights to UC Marks conveyed by UC to Supplier will cease and Supplier will destroy or return to UC all media with UC Marks. UC specifically reserves any and all rights to UC Marks not specifically granted to Supplier.

Supplier grants to UC the right to use Supplier's trademarks, logos, trade names, and service marks for the purpose of promoting UC eProcurement sites to the UC community. UC acknowledges Supplier's right, title, and interest in and to Supplier’s Marks and Supplier’s exclusive right to use and license the use of Supplier Marks and agrees not to claim any title to Supplier Marks or any right to use Supplier Marks except as permitted by this Appendix. UC will include all notices and legends with respect to Supplier trademarks, trade names, or copyrights as may be required by applicable trademark and copyright laws or which may be reasonably requested by Supplier. Upon termination of this Appendix, all rights to Supplier Marks conveyed by Supplier to UC will cease and UC will destroy or return to Supplier all media with Supplier Marks. Supplier specifically reserves any and all right to Supplier Marks not specifically granted to UC.
(ii) The licenses granted in the previous paragraphs regarding UC Marks and Supplier Marks are subject to the ongoing approval of the party owning the respective trademarks, logos, trade names, or copyrights.

Such ongoing approval includes the ability to terminate – at any time, for any reason, and in the sole discretion of the owner of the respective trademarks, logos, trade names, or copyrights – the trademark licenses provided in the preceding paragraphs for any particular trademark, logo, trade name, or copyrighted work without necessarily terminating this Appendix. Each party agrees not to take any action that will adversely reflect upon or damage the goodwill, reputation, or the brand value of the other party. Each party further agrees not to take any action that is inconsistent with the other party’s ownership of the respective trademarks, trade names, or copyrights. At all times (including following termination of the Agreement), Supplier agrees to comply with Section 92000 of California’s Education Code.
(a) Grant of License. Supplier hereby grants UC a non‐exclusive, royalty‐free: (i) license to use, copy, transmit, and display the Catalog, any information contained therein and the Supplier Marks for the purposes of permitting Customers to access information about and order Supplier Goods and/or Services from a Catalog and (ii) if Supplier is using a Punch‐out Catalog, right to link to and access the Punch‐out Catalog on the Supplier Site, for the purposes of permitting Customers to access the Supplier Website and permitting Customers to order Supplier Goods and/or Services.
(b) Modifications. UC will not modify or remove any of the proprietary rights markings in the Catalog. UC will not modify the content of the Catalog, except as indicated by Supplier, but may require Supplier to make and submit modifications if required as part of this agreement. However, for hosted catalogs, UC reserves the right to attach flags to catalog items as an aid to shoppers in selecting preferred items, such as green or recycled. UC will not make any representations or warranties, or provide any information, to any third party regarding any Supplier Goods and/or Services (including, but not limited to, any representations or warranties of any information regarding availability, delivery, pricing, characteristics, qualifications or specifications thereof). If UC believes in good faith that any Supplier information does not conform to the requirements of the associated UC Agreement or this Appendix, UC will be entitled to withdraw the Catalog from UC eProcurement sites. In such a case, UC will promptly notify the Supplier of the actions it has taken and will work with the Supplier promptly to resolve UC’s concerns. When UC’s 3572
Revised 7/18/2019 Page 5 of 6
concerns are satisfactorily resolved UC will promptly restore the Catalog, if appropriate. UC will have no liability to the Supplier or anyone else for exercising these rights. (c) Acknowledgment. Each party acknowledges that the technology embodied in the other party’s Site may be based on patented or patentable inventions, trade secrets, copyrights or other intellectual property or proprietary rights (“Intellectual Property Rights”) owned by the other party and its applicable licensors. (d) UC Rights. As between the parties, UC will be the sole owner of – or, with respect to any items licensed by UC, will retain all rights to all Intellectual Property Rights associated with UC eProcurement sites, including any modifications, updates, enhancements or upgrades to any of the foregoing, as well as any Order Data generated or collected on such site (collectively, the “UC Materials”). Except as provided herein, Supplier may not copy or use in any way, in whole or in part, any UC Materials without UC’s prior written approval. Any permitted copies of such property, in whole or in part, alone or as part of a derivative work, will remain UC’s sole property. Supplier agrees to reproduce and include UC’s copyright, trademark and other proprietary rights notices on any permitted copies of UC Materials including, without limitation, partial copies and copied materials in derivative works. Supplier will not copy or reproduce any third‐party copyrighted or trademarked materials, which appear on or are otherwise associated with any UC eProcurement site without UC’s prior written consent.

SECTION 7 – MULTIPLE SUPPLIERS
Supplier acknowledges that all UC eProcurement sites are intended to facilitate Users’ ability to obtain Goods and/or Services from more than one supplier. Nothing in this Appendix will be construed to prevent UC from entering into similar agreements with any third parties including, without limitation, suppliers that may be in competition with Supplier.

SECTION 8 – WARRANTY DISCLAIMER
UC does not warrant that access to UC eProcurement sites will be uninterrupted or that the results obtained by use of UC eProcurement sites will be error‐free.

SECTION 9 – DISPUTES AND CHANGES IN THE SERVICES
(a) UC and Supplier agree to negotiate in good faith to resolve problems, questions and disputes. (b) Where improvements and clarifications can be made in the business processes related to eProcurement, both parties agree to incorporate such changes as long as they are mutually agreed upon.

SECTION 10 – ADDITIONAL CONTRACTUAL TERMS
In addition to the provisions of Section 4, Section 10 provisions will govern the Catalogs. If the provisions of Sections 4 and 10 conflict, Section 10 will govern.

Type(s) of Catalog(s): At UC’s campus discretion, Supplier is allowed to implement a [specify hosted, Punch‐out, or both] catalog in the UC eProcurement systems. Supplier will be required to comply with UC Location e‐commerce requirements on a location by location basis, which includes the decision to move forward with Punch‐out or Hosted.

Any deviation from the type(s) specified herein must first be agreed upon by UC’s Contract Administrator.

Annual Number of Catalogs: Supplier is allowed to submit no more than [number] catalogs per calendar year, with changes as follows:
 Content Additions, Deletions and Other Non‐pricing Edits: [insert number of times Supplier can change its content; quarterly or biannually would be recommended]
 Price Changes: [insert number of times Supplier can change its price; once per year would be recommended] 3573
Revised 7/18/2019 Page 6 of 6
o Allowable level of price change ($/%) will be in accordance with the terms of this agreement. o If a price file includes both content and pricing changes, it will count toward the pricing allocation.

Lead time:  Supplier must load the Catalog price file into the e‐Procurement system [insert number, 10 is the minimum] working days prior to the planned go‐live date.  (Exception – for January 1 updates to enabled catalogs, Supplier must submit the price file no later than 5 weeks prior, as specified in section 4.) Buyer – [Choose those that apply]:
 Number of catalog/price file versions to be supported for this agreement:  [insert number]  If more than one catalog/price file version is supported, please include a description/justification (e.g., special pricing for cores):  [insert description]
 Maximum Number of SKUs allowed:  [insert number] (optional)  Categories allowed within Catalog:  [list specific categories]     or  Categories blocked within Catalog: [list specific categories] 3574
Appendix - GDPR

Page 1 of 2 ends

Instructions

1. This template can be used to download and update the guidelines in an event.

2. This template does not support the creation or deletion of guidelines.

3. The guideline name is limited to 100 characters.

4. This template will work for updating guidelines only in the event from which it is downloaded.

5. Only the “Guideline name” and “Guideline content” are open for editing. 3575
Appendix - GDPR

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e948dbe111e832fc0475530
Guideline name Appendix - GDPR
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Proposers must accept, and Proposals must comply with the requirements of the attached University of California Appendix General Data Protection Regulation dated August 21, 2019. Please acknowledge that you have read, understand and accept the attached UC Appendix General Data Protection Regulation. UC reserves the right to update the UC Appendix at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Appendix General Data Protection Regulation unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California Appendix General Data Protection Regulation, then Proposer must attach to their proposal a document labelled “Exceptions Appendix GDPR” that states which specific section of the University of California Appendix General Data Protection Regulation is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal.
3576

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3589
National Defense Authorization Act Section 889.

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e38739e83916a13e86379ba
Guideline name National Defense Authorization Act Section 889.

Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Where applicable, Proposer warrants that it complies with the requirements in National Defense Authorization Act (NDAA) Section 889. Consistent with NDAA Section 889, these requirements do not permit UC to contract with entities in violation of Federal cyber security laws. Please acknowledge that you have read, understand and accept compliance to this requirement
3590
OMNIA Partnership

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Guideline sequence number
Guideline number 5e600ef2c031f523ec571b4e
Guideline name OMNIA Partnership
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content The University of California has partnered with OMNIA Partners, Public Sector, to be their marketing partner for their national cooperative contracts which will be available for other public agencies, including state and local governments, public and private primary, secondary, and higher education entities, nonprofit entities, and agencies for the public benefit, to utilize on a national basis. Proposers are encouraged to partner with OMNIA Partners for a national contract. Please acknowlege your acceptance of a national contract and partnership with OMNIA Partners and complete the required questionnaire in this RFP. If a Proposer is unwilling to participate on a national level, or is not a national supplier, then Proposer must attach to their response a document labelled “Reasons for Declining OMNIA Partners Partnership” and include specific reasons or issues for declining a national contract or partnership. The Reasons for Declining OMNIA Partners Partnership document must be attached under Supplier Attachments in the CalUSource portal.
3591
Required Historical UC Sales Data Report NOTE: ATTACH REPORT FORMAT AND DELETE THIS NOTE

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e38739e83916a13e86379b9
Guideline name Required Historical UC Sales Data Report NOTE: ATTACH REPORT FORMAT AND DELETE THIS NOTE Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content If you have sold products or services within the context of this RFP to the University of California in the last 2 UC Fiscal years, (July 1 - June 30), you must provide spend data in the spreadsheet attached. If you did not sell products or services within the context of this RFP to the University of California in the last 2 UC Fiscal years, please complete the attached spreadsheet with N/A in the required fields 3592
Supplier name here:

Instructions:
(C). Tabs
*FY'18 MFDs
*FY'18 Laser Printers
*FY'19 MFDs
*FY'19 Laser Printers
Note: Please Do Not change any of the exsiting row and column headers. (A). Enter your company name in the yellow cell above.
(B). If you have done business with UC in the last 2 Fiscal Years FY 2018 (July 1, 2017 –June 30, 2018) and FY 2019 (July 1, 2018 –June 30, 2019), populate each tab with UC Historical

3593
Purchases Leases Services
UCB
UCD
UCI
UCLA
UCM
UCR
UCSB
UCSC
UCSD
UCSF
UCOP
LBNL
UCIMC
UCDMC
UCLAMC
UCSDMC
UCSFMC
UC Hastings
UC FY 2

Multifunction
Devices
Monochrome
3594
Other (accessories, parts,
supplies, etc.) Purchases Leases Services
018 Historical Purchases (MFDs)
July 1, 2017 - June 30, 2018
Color
3595
Other (accessories, parts,
supplies, etc.)
3596
Purchases Leases Services
UCB
UCD
UCI
UCLA
UCM
UCR
UCSB
UCSC
UCSD
UCSF
UCOP
LBNL
UCIMC
UCDMC
UCLAMC
UCSDMC
UCSFMC
UC Hastings
Multifunction
Devices
Monochrome

UC FY 2
3597
Other (accessories, parts,
supplies, etc.) Purchases Leases Services
Color
July 1, 2018 - June 30, 2019
019 Historical Purchases (MFDs)
3598
Other (accessories, parts,
supplies, etc.)
3599
Purchases Services Other (accessories, parts,
supplies, etc.)
UCB
UCD
UCI
UCLA
UCM
UCR
UCSB
UCSC
UCSD
UCSF
UCOP
LBNL
UCIMC
UCDMC
UCLAMC
UCSDMC
UCSFMC
UC Hastings
UC FY 2018 Historica
July 1, 20
Laser Printers
Monochrome
3600
Purchases Leases Services Other (accessories, parts,
supplies, etc.)
al Purchases (Laser Printers)
017 - June 30, 2018
Color
3601
Purchases Services Other (accessories, parts,
supplies, etc.)
UCB
UCD
UCI
UCLA
UCM
UCR
UCSB
UCSC
UCSD
UCSF
UCOP
LBNL
UCIMC
UCDMC
UCLAMC
UCSDMC
UCSFMC
UC Hastings
Laser Printers
Monochrome
UC FY 2019 Historica
July 1, 20
3602
Purchases Leases Services Other (accessories, parts,
supplies, etc.)
Color
al Purchases (Laser Printers)
018 - June 30, 2019
3603
Supplier Bid Response Resources

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e38739e83916a13e86379b1
Guideline name Supplier Bid Response Resources
Guideline type General Guidelines
Acknowledgment from
Supplier
Not necessary
Guideline content Please cut and paste the below website to your local browser:
http://calusource.net/supplier-resources/
3604
Sustainability Requirement

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Guideline sequence number
Guideline number 5e38739e83916a13e86379b3
Guideline name Sustainability Requirement
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content Supplier(s) awarded a system-wide agreement as a result of this RFP will be required to register and participate in an assessment of their sustainability practices and procedures through the Ecovadis Corporate Social Responsibility (CSR) monitoring platform. For more information on the EcoVadis platform and costs associated with an assessment, please see the EcoVadis Supplier Solutions Website here: https://www.ecovadis.com/us/supplier-solutions-2/. Please acknowledge that you have read, understand and accept compliance to this requirement.
3605
Terms and Conditions of Equipment Lease

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e8f4f6454ce4a28acc874b9
Guideline name Terms and Conditions of Equipment Lease
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content RFP Proposers must accept, and Proposals must comply with the requirements of the attached University of California Terms and Conditions of Equipment Lease dated 12/15/1994. Please acknowledge that you have read, understand and accept the attached UC Terms and Conditions of Equipment Lease. UC reserves the right to update the UC Terms and Conditions of Equipment Lease at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Terms and Conditions of Equipment Lease unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California Terms and Conditions of Equipment Lease, then Proposer must attach to their proposal a document labelled “Exceptions UC Terms and Conditions of Equipment Lease” that states which specific section of the University of California Terms and Conditions of Equipment Lease is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal.
3606
BULLETIN NO.: BUS-43 Rev. DATE: 12/15/94 PAGE: 74 Page 1

TERMS AND CONDITIONS OF EQUIPMENT LEASE
ARTICLE 1 - GENERAL. For the purpose of these terms and conditions, the terms "University", "Lessor" and "Order" shall hereinafter be defined as follows:

A. University: The Regents of the University of California.

B. Lessor: The grantor of the use of personal property by lease.

C. Order: A straight lease or rental agreement, with or without option to purchase, as indicated on the purchase order.

The equipment, supplies and services covered by this order shall be furnished by Lessor subject to all the terms and conditions set forth in this order including the following, which Lessor, in accepting this order agrees to be bound by and to comply with in all particulars and no other terms or conditions shall be binding upon the parties unless hereafter accepted by them in writing. Written acceptance or shipment of all or any portion of the materials or supplies or the performance of all or any portion of the services covered by this order shall constitute unqualified acceptance of all its terms and conditions. The terms of any proposal referred to in this order are included and made a part of the order only to the extent it specifies the equipment, supplies and services ordered, the price therefor, and the delivery thereof, and then only to the extent that such terms are consistent with the terms and conditions of this order.

ARTICLE 2 - INSPECTION. The equipment, supplies and services furnished shall be exactly as specified in this order, free from all defects in manufacturer's design, workmanship and materials, and, except as otherwise provided in this order, shall be subject to inspection and testing by University at all times and places. If, prior to final acceptance, any equipment, supplies or services are found to be defective or not as specified, University may reject them, require Lessor to correct them without charge, or require delivery of such equipment, supplies, or services at a reduction in price which is equitable under the circumstances. If Lessor is unable or refuses to correct such items within a time deemed reasonable to University, University may terminate the order in whole or in part. Lessor shall bear all risks as to rejected equipment, supplies and services and, in addition to any costs for which Lessor may become liable to University under other provisions of this order, shall reimburse University for all transportation costs, other related costs incurred, or payments to Lessor in accordance with the terms of this order for unaccepted equipment, supplies and services. Notwithstanding final acceptance and payment Lessor shall be liable for latent defects, fraud or such gross mistakes as amount to fraud.

ARTICLE 3 - TERMS OF USE. Except as otherwise provided on the face of this order, the specified rental payments shall entitle University to unlimited use and operation of said equipment at any time and any place and for any period of time at the convenience of University (exclusive of the time required for preventive and remedial maintenance) and shall not be restricted to consecutive hours, length of personnel shifts, or any other restrictions.

ARTICLE 4 - CHANGES. No change to the lease shall be allowed without written approval of University. Any claim of Lessor for an adjustment under this Article must be made in writing within thirty (30) days from the date of receipt notification of such change unless University waives this condition in writing. Nothing in the Article shall excuse Lessor from proceeding with performance of the order as changed hereunder.

ARTICLE 5 - TERMINATION. University may at its option, by written notice stating the extent and effective date, terminate this order at the anniversary date of the lease or at the end of any fiscal year in whole or in part in the event the funding agency does not appropriate sufficient funds to continue the lease payments.

University may by written notice terminate this order for Lessor's default, in whole or in part, at any time, if Lessor refuses or fails to comply with the provisions of this order, or so fails to make progress as to endanger performance and does not cure such failure within a reasonable period of time, or fails to make deliveries of said equipment or supplies or perform the services within the time specified or any written extension thereof.

In the event University defaults in the payment of any amount due or to become due under the terms of the lease or defaults in the performance of any of the terms and conditions hereof, all the University's rights hereunder as to use and possession of the equipment shall, at the option of Lessor, terminate and Lessor shall become entitled to retain all rentals and to take possession of the property, provided however, that in such event neither Lessor nor University shall have the right to rent said equipment to any third party so long as it remains on the premises of University.

ARTICLE 6 - TITLE. Lessor covenants that it is the sole owner of said property, and that no other person, party, firm or corporation has any right, title, interest in or to same and that during the term of this lease said Lessor will not sell or encumber said property, or any interest therein, except subject to the rights given University by virtue of the lease. Title to said property, including any accessories and devices furnished by Lessor except those subsequently purchased by University, vests in Lessor, and said property may be removed by Lessor at or after termination of this Agreement unless purchased by University pursuant to its Purchase Option, if any.

ARTICLE 7 - PAYMENT. Unless otherwise provided for in this order, lease charges shall be invoiced in arrears and shall be payable thirty (30) days after the end of the period for which the charges accrue or thirty (30) days after University's receipt of invoice whichever is later.

ARTICLE 8 - TAXES. Lessor alone shall pay any license fees, assessments, sales, use and other taxes lawfully imposed during the term hereof upon the equipment, supplies or services furnished pursuant to this order.

ARTICLE 9 - PROPERTY TAX EXEMPTION. Lessor agrees to
cooperate with University and do all acts reasonably necessary and appropriate to secure and maintain tax exemption of the property leased hereunder pursuant to Article 13, section 3 of the California Constitution. Lessor agrees to apply the amount of any reduction of tax resulting from such exemption as a credit against rental payments otherwise due by University to Lessor hereunder.

ARTICLE 10 - WARRANTY. Lessor warrants that said equipment, including accessories, will be in good operating condition when installed and that any subsequent defects in design, materials or workmanship during the term of this Lease will be corrected by Lessor at its sole expense. Lessor will inform University of the terms and conditions of 3607
BULLETIN NO.: BUS-43 Rev. DATE: 12/15/94 PAGE: 74 Page 2 any manufacturer's warranty in effect on the commencement date of this lease. In the event of defect in design, material, or workmanship during the term of the lease, the Lessor will assert any Manufacturer's Warranty in effect between Lessor and the Manufacturer at the time the defect becomes apparent.

ARTICLE 11 - PROPRIETARY RIGHTS INDEMNITY. Lessor shall indemnify, defend, and hold harmless University, its officers, agents, and employees against all losses, damages, liabilities, costs, and expenses (including but not limited to attorneys' fees) resulting from any judgment or proceeding in which it is determined, or any settlement agreement arising out of the allegation, that Lessor's furnishing or supplying University with parts, goods, components, programs, practices, or methods under this order or University's use of such parts, goods, components, programs, practices, or methods supplied by Lessor under this order constitutes an infringement of any patent, copyright, trademark, trade name, trade secret, or other proprietary or contractual right of any third party. The foregoing shall not apply unless University has informed Lessor as soon as practicable of the suit or action alleging such infringement. Lessor shall not settle such suit or action without the consent of University. University retains the right to participate in the defense against any such suit or action.

ARTICLE 12 - TRANSPORTATION AND INSTALLATION. Unless
otherwise provided for in this order, Lessor will be responsible for all transportation and handling costs related to the shipment to and from University of the leased equipment. Should the equipment require specialized installation, Lessor will provide the required technical assistance at no charge.

ARTICLE 13 - ASSIGNMENT. This order is not assignable by Lessor, except as to any payment due hereunder, without the written approval of University.

ARTICLE 14 - EQUAL OPPORTUNITY AFFIRMATIVE ACTION.

Lessor shall not maintain or provide racially segregated facilities for employees at any establishment under its control. Lessor agrees to adhere to the requirements set forth in Executive Orders 11246 and 11375, and with respect to activities occurring in the State of California, to the California Fair Employment and Housing Act (Government Code section 12900 et seq.). Expressly, Lessor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, medical condition (as defined by California Code section 12925[f]), marital status, age, physical and mental handicap in regard to any position for which the employee or applicant for employment is qualified, or because he or she is a disabled veteran or veteran of the Vietnam era.

Lessor shall further specifically undertake affirmative action regarding the hiring, promotion and treatment of minority group persons, women, the handicapped, and disabled veterans and veterans of the Vietnam era.

Lessor shall communicate this policy in both English and Spanish to all persons concerned within its company, with outside recruiting services, and the minority community at large. Lessor shall provide the University on request a breakdown of its labor force by groups, specifying the above characteristics within job categories, and shall discuss with the University its policies and practices relating to its affirmative action programs.

ARTICLE 15 - SERVICE AND MAINTENANCE. In the event this order includes service and maintenance of said equipment, Lessor will provide such service and maintenance required to keep said equipment in good working condition throughout the term of lease. The service and maintenance will consist of not less than: (1) periodic cleaning, and adjustments in the mechanisms and replacing unserviceable parts, and (2) emergency repair service, including replacement of unserviceable parts. In order to perform maintenance service hereunder Lessor shall have reasonable access to the leased equipment to the extent practical in consonance with operational requirements. Lessor agrees that its failure to provide service and maintenance to keep the equipment in good operating condition shall result on a credit of 1/30th of the monthly lease payments for every twenty-four (24) hour period or portion thereof following the first twenty-four (24) hours after notification to Lessor that the equipment is inoperative.

ARTICLE 16 - ALTERATIONS. University or its authorized agents may make alterations or install attachments to the equipment and the Lessor shall be so notified. In the event that such changes substantially increase the cost of maintenance, mutually agreeable arrangements for additional maintenance service shall be made on an individual installation basis. Such alterations or attachments which are not the property of Lessor shall be removed immediately after discontinuation of lease (unless University elects to exercise its Purchase Option) and the equipment restored to the prior configuration (ordinary wear and tear only excluded) at University's expense. Lessor shall inform University of any provisions in the manufacturer's warranty which may cause the warranty to be affected by any such alterations or attachments.

ARTICLE 17 - RISK OF LOSS. During the period of time that property covered by this order is in the possession of University, University (and its customers, if installed on University's customers' premises) shall take good care of the property and University shall be responsible for any loss of or damage to the property caused by University while in its possession and control, unless such damage or loss is a consequence, directly or indirectly of intentional or negligent acts or omissions of Lessor or Lessor's agents.

ARTICLE 18 - OPTION TO PURCHASE. University is hereby given the option (provided University is not in default in the performance of any of its obligations hereunder) to purchase any or all of said property at the times and for the amounts set forth in this order. As of the date of exercise of the option, University's Standard Terms and Conditions of Purchase shall be substituted for the terms and conditions applicable to this lease. Said terms and conditions of purchase shall be those in effect as of the date the property was installed, provided that the period of manufacturer's warranty set forth therein shall be deemed to have commenced as of the date the Lease Terms commenced, and University shall be entitled to the remaining portion, if any, of said warranty period.

University shall exercise such option to purchase said property by notifying Lessor in writing of its intention to do so. Such notice may be delivered to Lessor's office or may be mailed to Lessor at the address specified by Lessor. Such notice shall be given by University to Lessor not less than thirty (30) days before the expiration of the current year of the lease. Lessor shall keep University advised of any change of Lessor's address for the purpose of such notice.

ARTICLE 19 - LESSOR'S LIABILITY AND INSURANCE

REQUIREMENTS
A. INDEMNIFICATION. Lessor shall defend, indemnify, and hold harmless University, its officers employees, and agents, from and against all losses, expenses (including attorney's fees), damages, and liabilities of any kind resulting from or arising out of this agreement and/or Lessor's performance hereunder, provided such losses, expenses, damages, and liabilities are due or claimed to be due to the negligent or willful acts or omissions of Lessor, its officers, employees, agents, subcontractors, or anyone directly or indirectly employed by them, or any person or persons under Lessor's direction and control. 3608
BULLETIN NO.: BUS-43 Rev. DATE: 12/15/94 PAGE: 74 Page 3 B. INSURANCE. In consideration of the above, Seller shall at its expense obtain, keep in force and maintain insurance to cover its performance under this order as follows:

1. Comprehensive or Commercial Form General Liability
Insurance (Contractual Liability Included)
Minimum Limits:

1. Each Occurrence $

2. Products/Completed Operations $
If the above insurance is written on a claims made form, it shall continue for three years following termination of this
agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this agreement.

2. Business Auto Liability: (Owned, Scheduled, Non-Owned, or Hired Automobiles) with a combined single limit of no less than $ per occurrence.

3. Workers' Compensation as required under California State law.

Lessor, upon the execution of this agreement shall furnish University with Certificates of Insurance evidencing compliance with all requirements. Coverages referred to under B 1. and 2. above shall include The Regents of the University of California as an additional insured, but only with respect to the negligent acts or omissions of Seller, its officers, agents, employees, subcontractors or anyone directly or indirectly employed by them, or any other person or persons under its direction and control. The Certificates of Insurance shall obligate Lessor's insurers to notify University at least 30 days prior to cancellation of or change in any of said insurance.

ARTICLE 20 - OTHER APPLICABLE LAWS. Any provisions required to be included in a contract of this type by any applicable and valid federal, state or local law, ordinance, rule or regulation shall be deemed to be incorporated herein.
3609
UC Terms and Conditions of Purchase

Page 2 of 2 ends

Guideline sequence number
Guideline number 5e38739e83916a13e86379b5
Guideline name UC Terms and Conditions of Purchase
Guideline type General Guidelines
Acknowledgment from
Supplier
Before participating in the event
Guideline content RFP Proposers must accept, and Proposals must comply with the requirements of the attached University of California Terms and Conditions of Purchase dated 2/27/2020. Please acknowledge that you have read, understand and accept the attached UC Terms and Conditions of Purchase. UC reserves the right to update the UC Terms and Conditions at any time before the executed contract.

Submission of a Proposal affirms Proposer’s understanding and acceptance of the University of California Terms and Conditions of Purchase unless specific exceptions are proposed and alternative language or provisions are offered. If a Proposer is unwilling to accept any of the University of California Terms and Conditions of Purchase, then Proposer must attach to their proposal a document labelled “Exceptions UC Terms and Conditions” that states which specific section of the University of California Terms and Conditions of Purchase is an issue, specify why it is an issue, and propose specific alternative language. The Exceptions document must be attached under Supplier Attachments in the CalUSource portal.
3610

Page 1 of 16 ends

Revised 2/27/2020
Terms and Conditions of Purchase
ARTICLE 1 – GENERAL
The equipment, materials, or supplies (“Goods”) and/or services (“Services”) furnished by Supplier (together, the “Goods and Services”) and covered by the UC Purchase Order (“PO”) and/or other agreement (which, when combined with these Terms and Conditions and any other documents incorporated by reference, will constitute the “Agreement”) are governed by the terms and conditions set forth herein.

As used herein, the term "Supplier" includes Supplier and its sub-suppliers at any tier. As used herein, “UC” refers to The Regents of the University of California, a corporation described in California Constitution Art. IX, Sec. 9, on behalf of the UC Locations identified in the Agreement and/or the PO. UC and Supplier individually will be referred to as “Party” and collectively as “Parties.” Any defined terms not defined in these Terms and Conditions of Purchase will have the meaning ascribed to such term in any of the other documents incorporated in and constituting the Agreement. No other terms or conditions will be binding upon the Parties unless accepted by them in writing.

Written acceptance or shipment of all or any portion of the Goods, or the performance of all or any portion of the Services, covered by the Agreement, will constitute Supplier’s unqualified acceptance of all of the Agreement’s terms and conditions. The terms of any proposal referred to in the Agreement are included and made a part of the Agreement only to the extent the proposal specifies the Goods and/or Services ordered, the price therefor, and the delivery thereof, and then only to the extent that such terms are consistent with the terms and conditions of the Agreement.

ARTICLE 2 – TERM AND TERMINATION
A. As applicable, the term of the Agreement (“Initial Term”) will be stated in the Agreement. Following the Initial Term, the Agreement may be extended by written mutual agreement.

B. UC’s obligation to proceed is conditioned upon the appropriation of state, federal and other sources of funds not controlled by UC ("Funding"). UC will have the right to terminate the Agreement without damage, penalty, cost or further obligation in the event that through no action or inaction on the part of UC, the Funding is withdrawn.

C. UC may, by written notice stating the extent and effective date thereof, terminate the Agreement for convenience in whole or in part, at any time. The effective date of such termination shall be consistent with any requirements for providing notice specified in the Agreement, or immediate if no such terms are set forth in the Agreement. As specified in the termination notice, UC will pay Supplier as full compensation the pro rata Agreement price for performance through the later of the date that (i) UC provided Supplier with notice of termination or (ii) Supplier’s provision of Goods and/or Services will terminate.

D. UC may by written notice terminate the Agreement for Supplier’s breach of the Agreement, in whole or in part, at any time, if Supplier refuses or fails to comply with the provisions of the Agreement, or so fails to make progress as to endanger performance and does not cure such failure within five (5) business days, or fails to supply the Goods and/or Services within the time specified or any written extension thereof. In such event, UC may purchase or otherwise secure Goods and/or Services and, except as otherwise provided herein, Supplier will be liable to UC for any excess costs UC incurs thereby.

E. UC’s Appendix – Data Security, Appendix – BAA, and/or Appendix – GDPR will control in the event that one or more appendices are incorporated into the Agreement and conflicts with the provisions of this Article.

ARTICLE 3 – PRICING, INVOICING METHOD, AND SETTLEMENT METHOD AND TERMS.

Pricing is set forth in the Agreement or Purchase Order, and the amount UC is charged and responsible for shall not exceed the amount specified in the Agreement unless UC has given prior written approval. Unless otherwise agreed in writing by UC, Supplier will use the invoicing method and payment settlement method (and will extend the terms applicable to such settlement method) set forth in UC’s Supplier Invoicing, Terms & Settlement Matrix. UC will pay Supplier, upon submission of acceptable invoices, for Goods and/or Services provided and accepted. Invoices must be itemized and reference the Agreement or Purchase Order number. UC will not pay shipping, packaging or handling expenses, unless specified in the Agreement or Purchase Order. Unless otherwise provided, freight is to be FOB destination. Any of Supplier’s expenses that UC agrees to reimburse will be reimbursed under UC’s Travel Policy, which may be found at http://www.ucop.edu/central-travel-management/resources/index.html. Where applicable, Supplier will pay all taxes imposed on Supplier in connection with its performance under the Agreement, including any federal, state and local income, sales, use, excise and other taxes or assessments. Notwithstanding any other provision to the contrary, UC will not be responsible for any fees, interest or surcharges Supplier wishes to impose.
3611

Page 2 of 16 ends

Revised 2/27/2020
Terms and Conditions of Purchase
ARTICLE 4 – INSPECTION.

The Goods and/or Services furnished will be exactly as specified in the Agreement, free from all defects in Supplier's performance, design, skill and materials, and, except as otherwise provided in the Agreement, will be subject to inspection and test by UC at all times and places.

If, prior to final acceptance, any Goods and/or Services furnished are found to be incomplete, or not as specified, UC may reject them, require Supplier to correct them at the sole cost of Supplier, or require provision of such Goods and/or Services at a reduction in price that is equitable under the circumstances. If Supplier is unable or refuses to correct such deficiencies within a time UC deems reasonable, UC may terminate the Agreement in whole or in part. Supplier will bear all risks as to rejected Goods and/or Services and, in addition to any costs for which Supplier may become liable to UC under other provisions of the Agreement, will reimburse UC for all transportation costs, other related costs incurred, or payments to Supplier in accordance with the terms of the Agreement for unaccepted Goods and/or Services and materials and supplies incidental thereto. Notwithstanding final acceptance and payment, Supplier will be liable for latent defects, fraud or such gross mistakes as amount to fraud.

ARTICLE 5 – ASSIGNED PERSONNEL; CHARACTER OF SERVICES
Supplier will provide the Services as an independent contractor and furnish all equipment, personnel and materiel sufficient to provide the Services expeditiously and efficiently, during as many hours per shift and shifts per week, and at such locations as UC may so require.

Supplier will devote only its best-qualified personnel to work under the Agreement. Should UC inform Supplier that anyone providing the Services is not working to this standard, Supplier will immediately remove such personnel from providing Services and he or she will not 0again, without UC’s written permission, be assigned to provide Services. At no time will Supplier or Supplier’s employees, sub-suppliers, agents, or assigns be considered employees of UC for any purpose, including but not limited to workers’ compensation provisions. Supplier shall not have the power nor right to bind or obligate UC, and Supplier shall not hold itself out as having such authority. Supplier shall be responsible to UC for all Services performed by Supplier’s employees, agents and subcontractors, including being responsible for ensuring payment of all unemployment, social security, payroll, contributions and other taxes with respect to such employees, agents and subcontractors.

ARTICLE 6 – WARRANTIES
In addition to the warranties set forth in Articles 11, 12, 17, 23, 24, 25 and 26 herein, Supplier makes the following warranties. Supplier acknowledges that failure to comply with any of the warranties in the Agreement will constitute a material breach of the Agreement and UC will have the right to terminate the Agreement without damage, penalty, cost or further obligation.

A. General Warranties. Supplier represents, warrants and covenants that: (i) Supplier is free to enter into this Agreement and that Supplier is not, and will not become, during the Term, subject to any restrictions that might restrict or prohibit Supplier from performing the Services or providing the Goods ordered hereunder; (ii) Supplier will comply with all applicable laws, rules and regulations in performing Supplier’s obligations hereunder; (iii) the Goods and/or Services shall be rendered with promptness and diligence and shall be executed in a skilled manner by competent personnel, in accordance with the prevailing industry standards; and if UC Appendix Data Security is NOT included:(iv) Supplier has developed a business interruption and disaster recovery program and is executing such program to assess and reduce the extent to which Supplier’s hardware, software and embedded systems may be susceptible to errors or failures in various crisis (or force majeure) situations; (v) if Supplier uses electronic systems for creating, modifying, maintaining, archiving, retrieving or transmitting any records, including test results that are required by, or subject to inspection by an applicable regulatory authority, then Supplier represents and warrants that Supplier’s systems for electronic records are in compliance; and (vi) Supplier agrees that the Goods and/or Services furnished under the Agreement will be covered by the most favorable warranties Supplier gives to any customer for the same or substantially similar goods or services, or such other more favorable warranties as specified in the Agreement. The rights and remedies so provided are in addition to and do not limit any rights afforded to UC by any other article of the Agreement.

B. Permits and Licenses. Supplier agrees to procure all necessary permits or licenses and abide by all applicable laws, regulations and ordinances of the United States and of the state, territory and political subdivision or any other country in which the Goods and/or Services are provided.

C. Federal and State Water and Air Pollution Laws. Where applicable, Supplier warrants that it complies with the requirements in UC Business and Finance Bulletin BUS-56 (Materiel Management; Purchases from Entities Violating State or Federal Water or Air Pollution Laws). Consistent with California Government Code 4477, these requirements do not permit UC to contract with entities in violation of Federal or State water or air pollution laws.

D. Web Accessibility Requirements. As applicable to the Supplies and/or Services being provided under the Agreement, Supplier warrants that:
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1. It complies with California and federal disability laws and regulations; and

2. The Goods and/or Services will conform to the accessibility requirements of WCAG 2.0AA.

3. Supplier agrees to promptly respond to and resolve any complaint regarding accessibility of its Goods and/or Services; E. General Accessibility Requirements. Supplier warrants that:

1. It will comply with California and federal disability laws and regulations;

2. Supplier will promptly respond to remediate to any identified accessibility defects in the Goods and Services to conform to WCAG

2.0 AA; and

3. Supplier agrees to promptly respond to and use reasonable efforts to resolve and remediate any complaint regarding accessibility of its Goods and/or Services.

F. Warranty of Quiet Enjoyment. Supplier warrants that Supplier has the right of Quiet Enjoyment in, and conveys the right of Quiet Enjoyment to UC for UC’s use of, any and all intellectual property that will be needed for Supplier’s provision, and UC’s use of, the Goods and/or Services provided by Supplier under the Agreement.

G. California Child Abuse and Neglect Reporting Act ("CANRA"). Where applicable, Supplier warrants that it complies with CANRA.

H. Debarment and Suspension. Supplier warrants that it is not presently debarred, suspended, proposed for debarment, or declared ineligible for award of federal contracts or participation in federal assistance programs or activities.

I. UC Trademark Licensing Code of Conduct. If the Goods will bear UC’s name (including UC campus names, abbreviations of these names, UC logos, UC mascots, or UC seals) or other trademarks owned by UC, Supplier warrants that it holds a valid license from UC and complies with the Trademark Licensing Code of Conduct policy, available at http://policy.ucop.edu/doc/3000130/TrademarkLicensing.

J. Outsourcing (Public Contract Code section 12147) Compliance. Supplier warrants that if the Agreement will displace UC employees, no funds paid under the Agreement will be used to train workers who are located outside of the United States, or plan to relocate outside the United States as part of the Agreement. Additionally, Supplier warrants that no work will be performed under the Agreement with workers outside the United States, except as described in Supplier’s bid. If Supplier or its sub-supplier performs the Agreement with workers outside the United States during the life of the Agreement and Supplier did not describe such work in its bid, Supplier acknowledges and agrees that (i) UC may terminate the Agreement without further obligation for noncompliance, and (ii) Supplier will forfeit to UC the amount UC paid for the percentage of work that was performed with workers outside the United States and not described in Supplier’s bid.

ARTICLE 7 – INTELLECTUAL PROPERTY, COPYRIGHT, PATENTS, AND DATA RIGHTS A. Goods and/or Services Involving Work Made for Hire.

1. Unless UC indicates that the Goods and/or Services do not involve work made for hire, Supplier acknowledges and agrees that any deliverables provided to UC by Supplier in the performance of the Agreement, and any intellectual property rights therein, (hereinafter the "Deliverables") will be owned by UC. The Deliverables will be considered "work made for hire" under U.S. copyright law and all right, title, and interest to and in such Deliverables including, but not limited to, any and all copyrights or trademarks, will be owned by UC. In the event that it is determined that UC is not the owner of such Deliverables under the "work made for hire" doctrine of U.S. copyright law, Supplier hereby irrevocably assigns to UC all right, title, and interest to and in such Deliverables and any copyrights or trademarks thereto.

2. The Deliverables must be new and original. Supplier must not use any pre-existing copyrightable or trademarked images, writings, or other proprietary materials (hereinafter "Pre-Existing Materials") in the Deliverables without UC’s prior written permission. In the event that Supplier uses any Pre-Existing Materials in the Deliverables in which Supplier has an ownership interest, UC is hereby granted, and will have, a non-exclusive, royalty-free, irrevocable, perpetual, paid-up, worldwide license (with the right to sublicense) to make, have made, copy, modify, make derivative works of, use, perform, display publicly, sell, and otherwise distribute such Pre-Existing Materials in connection with the Deliverables.

3. Whenever any invention or discovery is made or conceived by Supplier in the course of or in connection with the Agreement, Supplier will promptly furnish UC with complete information with respect thereto and UC will have the sole power to determine whether and where a patent application will be filed and to determine the disposition of title to and all rights under any application or patent that may result.

4. Supplier is specifically subject to an obligation to, and hereby does, assign all right, title and interest in any such intellectual property rights to UC as well as all right, title and interest in tangible research products embodying any such inventions whether the inventions are patentable or not. Supplier agrees to promptly execute any additional documents or forms that UC may require in order to effectuate such assignment.

B. Goods and/or Services Not Involving Work Made for Hire. 3613

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1. If the Goods and/or Services do not involve work made for hire, and in the event that Supplier uses any Pre-Existing Materials in the Deliverables in which Supplier has an ownership interest, UC is hereby granted, and will have, a non-exclusive, royalty-free, irrevocable, perpetual, paid-up, worldwide license (with the right to sublicense) to make, have made, copy, modify, make derivative works of, use, perform, display publicly, sell, and otherwise distribute such Pre-Existing Materials in connection with the Deliverables.

2. The Deliverables must be new and original. Supplier must not use any Pre-Existing Materials in the Deliverables without UC’s prior written permission.

3. Whenever any invention or discovery is made or conceived by Supplier in the course of or in connection with the Agreement, Supplier will promptly furnish UC complete information with respect thereto and UC will have the sole power to determine whether and where a patent application will be filed and to determine the disposition of title to and all rights under any application or patent that may result.

C. General. Should the Goods and/or Services become, or in Supplier’s opinion be likely to become, the subject of a claim of infringement of any patent, copyright, trademark, trade name, trade secret, or other proprietary or contractual right of any third party, Supplier will provide written notice to UC of the circumstances giving rise to such claim or likely claim. In the event that UC receives notice of a claim of infringement or is made a party to or is threatened with being made a party to any claim of infringement related to the Goods and/or Services, UC will provide Supplier with notice of such claim or threat. Following receipt of such notice, Supplier will either (at Supplier’s sole election) (i) procure for UC the right to continue to use the affected portion of the Goods and/or Services, or (ii) replace or otherwise modify the affected portion of the Goods and/or Services to make them non-infringing, or obtain a reasonable substitute product for the affected portion of the Goods and/or Services, provided that any replacement, modification or substitution under this paragraph does not effect a material change in the Goods and/or Services’ functionality. If none of the foregoing options is reasonably acceptable to UC, UC will have the right to terminate the Agreement without damage, penalty, cost or further obligation.

D. UC Rights to Institutional Information. Institutional Information shall belong exclusively to UC and unless expressly provided, this Agreement shall not be construed as conferring on Supplier any patent, copyright, trademark, license right or trade secret owned or obtained by UC. Any right for Supplier to use Institutional Information is solely provided on a non-exclusive basis, and only to the extent required for Supplier to provide the Goods or Services under the Agreement. As used herein, “Institutional Information” means any information or data created, received, and/or collected by UC or on its behalf, including but not limited to application logs, metadata and data derived from such data.

ARTICLE 8 – INDEMNITY AND LIABILITY
To the fullest extent permitted by law, Supplier will defend, indemnify, and hold harmless UC, its officers, employees, and agents, from and against all losses, expenses (including, without limitation, reasonable attorneys' fees and costs), damages, and liabilities of any kind resulting from or arising out of the Agreement, including the performance hereunder of Supplier, its officers, employees, agents, sub-suppliers, or anyone directly or indirectly employed by Supplier, or any person or persons under Supplier's direction and control, provided such losses, expenses, damages and liabilities are due or claimed to be due to the acts or omissions of Supplier, its officers, employees, agents, subsuppliers, or anyone directly or indirectly employed by Supplier, or any person or persons under Supplier's direction and control. UC agrees to provide Supplier with prompt notice of any such claim or action and to permit Supplier to defend any claim or action, and that UC will cooperate fully in such defense. UC retains the right to participate in the defense against any such claim or action, and the right to consent to any settlement, which consent will not unreasonably be withheld.

In the event Appendix DS applies to this Agreement, Supplier shall reimburse or otherwise be responsible for any costs, fines or penalties imposed against UC as a result of Supplier’s Breach of Institutional Information and/or failure to cooperate with UC’s response to such Breach. As used herein, “Breach” means: (1) any disclosure of Institutional Information to an unauthorized party or in an unlawful manner; (2) unauthorized or unlawful acquisition of information that compromises the security, confidentiality or integrity of Institutional Information and/or IT Resources; and (3) the acquisition, access, use, or disclosure of Protected Health Information or medical information in a manner not permitted under the Health Insurance Portability and Accountability Act (HIPAA) or California law. “IT Resources” means IT infrastructure, cloud services, software, and/or hardware with computing and/or networking capability that is Supplier owned/managed, or UC-owned, or a personally owned device that stores Institutional Information, is connected to UC systems, is connected to UC networks, or is used for UC business.
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ARTICLE 9 – INSURANCE
Supplier, at its sole cost and expense, will insure its activities in connection with providing the Goods and/or Services and obtain, keep in force, and maintain the following insurance with the minimum limits set forth below, unless UC specifies otherwise:

A. Commercial Form General Liability Insurance (contractual liability included) with limits as follows:

1. Each Occurrence $ 1,000,000

2. Products/Completed Operations Aggregate $ 2,000,000

3. Personal and Advertising Injury $ 1,000,000

4. General Aggregate $ 2,000,000
B. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit of not less than one million dollars ($1,000,000) per occurrence. (Required only if Supplier drives on UC premises or transports UC employees, officers, invitees, or agents in the course of supplying the Goods and/or Services to UC.) C. If applicable, Professional Liability Insurance with a limit of two million dollars ($2,000,000) per occurrence or claim with an aggregate of not less than two million dollars ($2,000,000). If this insurance is written on a claims-made form, it will continue for three years following termination of the Agreement. The insurance will have a retroactive date of placement prior to or coinciding with the effective date of the Agreement.

D. Workers' Compensation as required by applicable state law and Employer’s Liability with limits of one million dollars ($1,000,000) per occurrence. Workers' Compensation as required by applicable state law and Employer’s Liability with limits of one million dollars ($1,000,000) per occurrence.

E. If applicable, Supplier Fidelity Bond or Crime coverage for the dishonest acts of its employees in a minimum amount of one million dollars ($1,000,000). Supplier will endorse such policy to include a “Regents of the University of California Coverage” or “Joint Payee Coverage” endorsement. UC and, if so requested, UC’s officers, employees, agents and sub-suppliers will be named as "Loss Payee, as Their Interest May Appear” in such Fidelity Bond.

F. In the event Appendix DS applies to this Agreement, Supplier, at its sole cost and expense, will obtain, keep in force, and maintain one or more insurance policies that provide coverage for technology, professional liability, data protection, and/or cyber liability. Typically referred to as Privacy, Technology and Data Security Liability, Cyber Liability, or Technology Professional Liability insurance, it will cover liabilities for financial loss due to the acts, omissions, or intentional misconduct of Supplier, its officers, employees, agents, subsuppliers, or anyone directly or indirectly employed by Supplier, or any person or persons under Supplier’s direction and control, in connection with the performance of this Agreement, as well as all Supplier costs, including damages it is obligated to pay UC or any third party, that are associated with any confirmed or suspected Breach or compromise of Institutional Information. In some cases, Professional Liability policies may include some coverage for data breaches or loss of Institutional Information. Regardless of the type of policy(ies) in place, such coverage will include without limitation: (i) costs to notify parties whose data were lost or compromised; (ii) costs to provide credit monitoring and credit restoration services to parties whose data were lost or compromised; (iii) costs associated with third party claims arising from the confirmed or suspected Breach or loss of Institutional Information, including litigation costs and settlement costs; (iv) any investigation, enforcement, fines and penalties, or similar miscellaneous costs; and (v) any payment made to a third party as a result of extortion related to a confirmed or suspected Breach. The following insurance coverage is based on the highest Protection Level Classification of Institutional Information identified in Exhibit 1 to Appendix DS:

1. P1 - This insurance policy must have minimum limits of $500,000 each occurrence and $500,000 in the aggregate.

2. P2 - This insurance policy must have minimum limits of $1,000,000 each occurrence and $1,000,000 in the aggregate.

3. P3 and P4, less than 70,000 records - this insurance policy must have minimum limits of $5,000,000 each occurrence and $5,000,000 in the aggregate.

4. P3 and P4, 70,000 or more records - this insurance policy must have minimum limits of $10,000,000 each occurrence and $10,000,000 in the aggregate.

Protection Level Classifications are defined in the UC Systemwide Information Security Classification of Information and IT Resources:
https://security.ucop.edu/policies/institutional-information-and-it-resource-classification.html G. Additional other insurance in such amounts as may be reasonably required by UC against other insurable risks relating to performance.

If the above insurance is written on a claims-made form, it will continue for three years following termination of the Agreement. The insurance will have a retroactive date of placement prior to or coinciding with the effective date of the Agreement. If the above insurance coverage is modified, changed or cancelled, Supplier will provide UC with not less than fifteen (15) days’ advance written notice of such modification, change, or cancellation, and will promptly obtain replacement coverage that complies with this Article.

I. The coverages referred to under A and B of this Article must include UC as an additional insured. It is understood that the coverage and limits referred to under A, B and C of this Article will not in any way limit Supplier’s liability. Supplier will furnish UC with certificates 3615

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of insurance (and the relevant endorsement pages) evidencing compliance with all requirements prior to commencing work under the Agreement. Such certificates will:

1. Indicate that The Regents of the University of California has been endorsed as an additional insured for the coverage referred to under A and B of this Article. This provision will only apply in proportion to and to the extent of the negligent acts or omissions of Supplier, its officers, agents, or employees.

2. Include a provision that the coverage will be primary and will not participate with or be excess over any valid and collectible insurance or program of self-insurance carried or maintained by UC.

ARTICLE 10 – USE OF UC NAME AND TRADEMARKS
Supplier will not use the UC name, abbreviation of the UC name, trade names and/or trademarks (i.e., logos and seals) or any derivation thereof, in any form or manner in advertisements, reports, or other information released to the public, or place the UC name, abbreviations, trade names and/or trademarks or any derivation thereof on any consumer goods, products, or services for sale or distribution to the public, without U C ’ s prior written approval. Supplier agrees to comply at all times with California Education Code Section 92000.

ARTICLE 11 – FEDERAL FUNDS
Supplier who supplies Goods and/or Services certifies and represents its compliance with the following clauses, as applicable. Supplier shall promptly notify UC of any change of status with regard to these certifications and representations. These certifications and representations are material statements upon which UC will rely.

A. For commercial transactions involving funds on a federal contract (federal awards governed by the FAR), the following provisions apply, as applicable:

1. FAR 52.203-13, Contractor Code of Business Ethics and Conduct;

2. FAR 52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights;

3. FAR 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements;

4. FAR 52.219-8, Utilization of Small Business Concerns;

5. FAR 52.222-17, Non-displacement of Qualified Workers;

6. FAR 52.222-21, Prohibition of Segregated Facilities;

7. FAR 52.222-26, Equal Opportunity;

8. FAR 52.222-35, Equal Opportunity for Veterans;

9. FAR 52.222-36, Equal Opportunity for Workers with Disabilities;

10. FAR 52.222-37, Employment Reports on Veterans;

11. FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act;

12. FAR 52.222-41, Service Contract Labor Standards;

13. FAR 52.222-50, Combating Trafficking in Persons;

14. FAR 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment - Requirements;

15. FAR 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services - Requirements;

16. FAR 52.222-54, Employment Eligibility Verification;

17. FAR 52.222-55, Minimum Wages Under Executive Order 13658;

18. FAR 52.222-62, Paid Sick Leave under Executive Order 13706;

19. FAR 52.224-3, Privacy Training;

20. FAR 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations;

21. FAR 52.233-1, Disputes; and

22. FAR 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels.

B. For non-commercial transactions involving funds on a federal contract, the UC Appendix titled ‘Federal Government Contracts Special terms and Conditions (Non-Commercial Items or Services)’ and located at www.ucop.edu/procurement-services/policiesforms/index.html is hereby incorporated herein by this reference.

C. For transactions involving funds on a federal grant or cooperative agreement (federal awards governed by eCFR Title 2, Subtitle A, Chapter II, Part 200) the following provisions apply, as applicable:
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Richmond City CouncilOctober 3, 2023

Richmond City Council
October 3, 2023