Consulting Agreements

PDF icon evcp_letter_06.18.25.pdf

Effective July 1, 2025, consulting agreements representing $100,000 or more in total cost annually will require approval from the EVCP. This is a one year pilot program.

Consultant Agreement Pre-Approval Request Google Form

This review applies to consultants, typically a consultant firm. A consultant is a supplier that provides primarily professional or technical advice. Generally, the University does not control either the manner of performance or the result of the services. Consultants are subject to restrictions in the Public Contract Code regarding follow-on contracts

The following are not covered by this review:

  • Engagement of outside legal counsel;

  • Outside mediators employed for dispute/grievance resolution;

  • Consultant services on contracts and grants funds (however, other PI managed funds are in scope);

  • Consultants from Lawrence Berkeley National Laboratory (LBNL);

  • Appointments of architects and engineers for approved projects;

  • Renewals of contracts existing prior to July 1, 2025; and

  • Other professional services agreements.

For any new contracts, purchase orders or RFPs valued at $100,000 or more annually, please submit a request for approval using this Google Form. The form will ask for:

  • A description of the anticipated impact — including potential benefits and risks — on the quality and effectiveness of the core University functions of teaching, research, service;

  • Expected cost reductions and/or revenue enhancements;

  • Explanation of why the services cannot be provided in-house;

  • A scope of the work, including the desired approach to the problem, specific limitations, questions requiring answers, and the extent to which assistance, resources, and cooperation from the University will be available to the consultant; and

  • An estimated time schedule including dates for commencement of performance, submission of progress reports, and for completion of the service. Any potential extensions that will take the value of the contract into pre-approval range should be mentioned up front.

Allow 3-5 business days for this additional review.

collapse all expand all

Workflow Information for Requestors

Two confirmation emails in Inbox

  • Upon submission, the requestor will receive two confirmation emails, one from Google Forms and one from evcp@berkeley.edu via Form Approvals. The latter will contain links allowing you to track, edit or cancel the request.

Email confirmation from Form Approvals with options to track, cancel or edit submission

  • If there are any follow up questions, the EVCP office may ask you to clarify or submit additional information through the Form Approvals interface, or they may contact the requestor or project contact via email. The link in the email shown below takes you back to the original Google Forms submission.

Email requesting additional info via Form Approvals interface

  • The form will also be routed to the Division Head specified in the form for sign off, so please ensure they are aware they will be receiving an email requiring their attention.
  • Once the completed form is returned to you, please print the approval email as a PDF and attach it to your requisition. A copy of the approval will also be sent to your DFL.

Email showing request has been approved

Workflow Information for Approvers

Inbox view of email requesting Division Head approval

  • All of the information and attachments from the form submission are viewable in the email sent to the Division Head from evcp@berkeley.edu via Form Approvals. The approval is done directly through the email.

Email to Division Head requesting approval

Division Head submits approval from the email

  • If the Division Head would like to request more information, they may use the "Comment" button and enter any questions in Form Approvals, and then submit using the "Request More Info" button. An email will go back to the requestor asking them to update the form and the workflow will repeat until the approvals are complete.

Form Approvals interface for requesting additional information

  • Please note, Form Approvals may include a prompt to confirm your action, so press "Yes" to complete the action.

Form Approvals page asking for confirmation of your action