University of California
San Diego Campus
REQUEST FOR INFORMATION
UCSD Technical Direction and Production Management Services
THIS IS NOT AN ORDER
Date Issued: 6/8/12
DeAnn “Dee” Coombs
Associate Director of Procurement and Contracts
University of California, San Diego Campus
 9500 Gilman Drive (mailing address)
San Diego, CA 92093-0914
 10280 North Torrey Pines Road, Suite 350 (physical address)
La Jolla, CA 92093-0914
RFI Administrator:
dcoombs@ucsd.edu
(858) 534-3082
It is the respondent’s responsibility to read the entire document, any addendums and to comply with all
requirements listed herein. Any addenda to this Request for Information will be available to all participating
respondents and posted on University of California San Diego’s Procurement and Contracts’ website at:.
http://www-bfs.ucsd.edu/pur/suppliers/bid.html. It is the respondent’s responsibility to watch this website for any
addendums, notices, or changes to this RFI process.
The information contained in this Request for Information (RFI) is confidential and proprietary to University of
California, San Diego and is to be used by the recipient solely for the purpose of responding to this RFI.
TABLE OF CONTENTS
Section 1 – Introduction and Project Description
Section 2 – Qualifications/Specification
Section 3 – Proposed Fee Structure
Section 4 – Other Requirements
Section 5 – RFI Process Time Line
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Section 6 – RFI Respondent Instructions
Section 7 – Response to RFI
Attachments:
Proposed Fee Card and Rate Schedule (Created by Respondent)
Attachment 1
Notice of Intent to Respond
Attachment 2
Response Certification & Cover Sheet
Attachment 3
Appendix A - University of California Standard Terms & Conditions
University of California Business Information Form
1.0 INTRODUCTION AND PROJECT DESCRIPTION
1.1 ABOUT UNIVERSITY OF CALIFORNIA SAN DIEGO
UC San Diego was established in the late 1950’s and is part of the ten campus statewide University of California
system. To learn more about UC San Diego, please visit” http://blink.ucsd.edu/sponsor/blink/history.html
1.2 RFI DESCRIPTION
UC San Diego holds several special events throughout the year including but not limited to Graduation,
Chancellor’s Events, News Conferences, Founders’ Day, Associated Students Alumni Gala, and individual
college campus events, (Refer to calendar of events website (http://calendar.ucsd.edu/) for all scheduled events.)
Many of our campus events may require the services from a firm that can offer consulting, technical direction and
project management services for live event and webcast productions. This involves planning and program
development, creative services, event and site management, technical direction, and/or production managements
so that UC San Diego’s events run smoothly, are within budget and timelines, and provide an enjoyable
experience for all campus representatives, presenters and attendees.
1.3 OBJECTIVE
The overall objective of this RFI is to assess the current market/industry environment, including identifying firms
who possess the services and capabilities to support the needs of the UC San Diego. A list of potentially qualified
firms will be identified through this process. Respondents may not be able to provide all services listed below, but
UC San Diego is interested in what services your company may be able to provide. If a service that your firm
offers to assist in technical and production management is not listed below, please include it in your response.
UC will to use the responses from this RFI to:
1.
Identify firms in the marketplace which have recent and applicable experience in performing this
type of work.
2.
Identify firms in the marketplace which have talented and knowledgeable staff with applicable
experience in handling these types of engagements.
3.
Identify firms in the marketplace which have the resources to support their talented and
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knowledgeable staff in handling these types of engagements.
4.
Identify firms which offer a best in class approach and will be of value to the UCSD.
5.
Identify and pre-qualify firms which may be invited to submit responses to future Request(s) for
Proposals for specific events.
1.4 POTENTIAL SCOPE
The potential contract(s) and or/RFP may be for one or more of the services described below:
Production Management & Technical Direction



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

Budgeting- cost effective
Scheduling- load in and load out labor
Logistics
Equipment and stage rentals, ensuring they are specified correctly, installed and dismantled
o Flooring, Stage, Rigging and Electrical Installation etc.
Labor Management – with targeted skill sets
Venue Management, before, during and after the event, including large and critical site installations
Satellite Coordination
Technical Direction/Director (when requested)
Production Design


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Integrated creative design of scenery, lighting and video displays
Site Surveys to create CAD Drawings or renderings of event space including all key elements in place.
Creation of event experiences using lighting, sound, video and more
Venue Interface and Budget Development




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Attend; organize any necessary meetings with vendors, event organizers, venue representatives, etc.
Create, edit and update event installation and dismantling schedule
Ensure venue readiness; police, electrician, UCSD event managers
Be on site during the event and provide creative solutions to surmount even the most daunting challenges
Analyze and prepare production budget and required time schedule to complete any production project
on-time.
Equipment


Provide all technical equipment for event, including but not limited to: professional audio, lighting, video,
scenery, drapery, riggings, etc. (Providing the equipment from the production company itself is NOT
required. Working with appropriate vendors to obtain this equipment MAY BE required.)
Create lighting plots, calculating weight loads and determining rigging points
Video / PowerPoint Show Operation

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Skilled and client-friendly operators
Systems Integration for show playback
Multiple computer output
High-resolution video playback
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Production Labor


Provide critical production positions, especially when talent needs to be brought into markets where local
talent is lacking, or where the equipment vendor is unable to provide the talent required.
Integrated onsite production team including but not limited to: Technical Director, Video Director, Audio
Engineering, etc.
2.0 QUALIFICATIONS/SPECIFICATIONS
2.1 MINIMUM QUALIFICATIONS
UC San Diego will only review proposals from firms who meet the minimum qualifications set forth in the section
below. RFI Respondents must certify in writing within their proposal that they meet each of the minimum
qualifications.
In the event that RFI Respondent does not provide all portions of this work scope, qualified RFI Respondents are
encouraged to sub-contract or “partner” with similar organizations in order to provide a complete proposal. In the
event of a partnership or sub-contract relationship between RFI Respondents, the UC will only finalize an
agreement with one of the partners and the other companies and their activities will be under the management of
the company awarded the contract.
The following questions outline the minimum qualifications which must be answered by the RFI Respondents
within the written response to be considered for review:
2.1.1
Provide examples of how your organizational structure demonstrates overall accountability and
accessibility of assigned staff.
2.1.2
Provide an overall description of your organization – the date established, type of ownership,
location of headquarters, and number of employees engaged in these services
2.1.3
Describe to what extent the key persons will be available and accessible.
2.1.4
Which services would be sub-contracted and if so, how will you manage the hiring, direction and
accountability of your subcontractors?
2.1.5
Provide a statement and chart describing the organization’s structure and where the management
staff fit into that structure.
2.1.6
Provide resumes which highlight the relevant experience of all key staff that may be assigned to a
UC San Diego event.
2.1.7
Provide three existing client references that are knowledgeable about the firm’s work on current
or recent contracts. The references should be selected for contracts that are similar in scope and
complexity to the tasks for which the University is seeking services. Provide the names, titles,
addresses, phone number and e-mail address of the reference and indicate the purpose of the
contract for each reference given.
2.1.8
Provide, if applicable, three existing client contract references that have terminated similar
contracts with the RFI Respondent in the last three years.
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3.0
PROPOSED FEE STRUCTURE
RFI Respondents are encouraged to provide a proposed fee schedule for the services their firm may offer the
University. This may be based on an hourly rate for each level of staff assigned to the project or an alternative flat
fee. If a flat fee, state the parameters in which the fee may be based: (i.e.: # of attendees, services offered, etc.)
4.0 OTHER REQUIREMENTS
4.1 Proposals will become the property of The Regents of the University of California.
4.2 The University reserves the right to reject any and all proposals received and not award a contract.
4.3 The review will be confidential between the parties during the RFI Evaluation Process. However, all
documents will be subject to public disclosure per the Public Records Act following contract award, unless
they are declared proprietary following review by the appropriate UC parties. Bid 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 Information,
together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five years
from date of contract expiration or termination and made part of a file or record which 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
bid should be clearly marked “Trade Secret Information” or “Confidential Information.”
Should a request be made of University of California San Diego for access to the information designated
confidential or trade secret by the RFI Respondent and, on the basis of that designation, UC San Diego
denies the request, the RFI Respondent may be responsible for all legal costs necessary to defend such
action if the denial is challenged in a court of law.
5.0 RFI PROCESS TIME LINE
RFI Respondents interested in submitting proposals in response to this RFI should do so according to the
following schedule. A RFI Respondent may be disqualified for failing to adhere to the dates and times for
performance specified below; please note that dates are subject to change at UC San Diego’s discretion.
Release of RFI
June 8, 2012
RFI Respondent’s Questions Deadline
12:00 p.m. PST – June 14. 2012
UC Response to Questions
4:00 p.m. PST – June, 15, 2012
RFI Respondent’s submittal of Intent to Respond
4:00 p.m. PST – June 20, 2012
Responses Due
4:00 p.m. PST – June 22, 2012
The University does not guarantee the above schedule and reserves the right to modify this schedule to best
meet its needs.
6.0 RFI RESPONDENT INSTRUCTIONS
6.1 NOTICE OF INTENT TO RESPOND
Any prospective RFI Respondent intending to submit a proposal should submit a completed Notice of Intent to
Respond (Attachment 2) by the date indicated on the RFI schedule above. The notice should state who the RFI
Respondent's principal representative will be throughout the remainder of the RFI process and provide full contact
information (office address, phone, and e-mail address). Forms must be submitted to DeAnn Coombs
(dcoombs@ucsd.edu) only.
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6.2 QUESTIONS & ANSWERS
All inquiries, questions, and requests for clarification of the contents of the RFI must be in writing and submitted
via email to the individual named above by 12:00 p.m. PST, June, 14, 2012.
Whenever the University’s response to an inquiry would constitute a modification or addition to the original RFI,
the reply will be made in the form of an amendment to the RFI. All inquiries must include:
1. The company's name, address and phone number
2. A clear and concise question
3. References to specific points within this RFI
Questions are due by the date specified in the RFI schedule above by e-mail. Reference the RFI number on all
correspondence.
Answers to questions submitted by any one RFI Respondent will be supplied as an anonymously-submitted
“Q&A” to all RFI Respondents.
6.3 CORRESPONDENCE/NOTIFICATIONS
All correspondence regarding this RFI must be written, not verbal, and delivered by email.
All companies or affiliated groups of companies are asked to submit the name and contact information for one (1)
single point-of-contact for all correspondence regarding this RFI. From that point until the award is announced, all
RFI correspondence must occur only between that single point-of-contact from that company or affiliated group of
responding companies and the UCSD RFI Administrator, whose complete contact information appears on the
cover sheet of this document.
This single-point-of-contact approach will be strictly enforced and monitored to ensure equal and fair distribution
of relevant information and RFI updates to all prospective RFI Respondents.
6.4 MODIFICATIONS OF THE RFI
Modifications and clarifications to the RFI document may be made by the University only. Any modification will be
done either as an amendment to the original document or as a “Q&A” clarification and posted to the UC San
Diego Procurement Services Website at http://www-bfs.ucsd.edu/pur/suppliers/bid.html . It is the responsibility of the
Respondents to frequently check this website for amendments, notifications, answers to questions. Emails
regarding updates to the website will not be sent by email to each prospective RFI Respondent’s single point of
contact.
The University may extend the due date for all participants in light of significant revision(s) or amendment(s). The
University reserves the right to withdraw or cancel the RFI at any time and to subsequently re-issue the RFI in the
same or modified format.
6.5 RFI RESPONSE ACCEPTANCE
The RFI Response must be complete, submitted on the forms provided or in the format indicated, and comply
with all specifications and legal requirements set in this Request for Information.
The University reserves the right to reject any submittals which are:



Incomplete or non-responsive
Generally unprofessional
Late
If at any time it is found that a person, firm or corporation in their response to this RFI, or to which an Agreement
has been awarded, has colluded with any other party or parties, the University reserves the right to reject the
proposal(s) and/or terminate any Agreement(s) so awarded and all parties involved in the collusion shall be liable
to the University for all loss or damage which the University may have suffered.
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6.6 WITHDRAWALS OR MODIFICATIONS OF PROPOSALS
Once submitted, proposal documents may not be modified.
Proposals may be withdrawn. To do so, submit a written request to that effect on company letterhead and signed
by an authorized representative of your company to the RFI administrator (see above).
6.7 SUBMITTAL COSTS
The University of California is not liable for any costs incurred by prospective respondents. Respondent is
responsible for all costs associated with information, proposals, evaluations, materials, visitations, and
demonstrations. The University will not reimburse the recipients of this Request for Information for costs incurred
in preparation of their response.
6.8 DISCLOSURE OF RECORDS/CONFIDENTIALITY OF INFORMATION
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
Information, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of
five years from date of contract expiration or termination and made part of a file or record which 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
response should be clearly marked “Trade Secret Information” or “Confidential Information.”
Should a request be made of the University of California for access to the information designated confidential or
trade secret by the RFI Respondent and, on the basis of that designation, UCSD denies the request, the RFI
Respondent may be responsible for all legal costs necessary to defend such action if the denial is challenged in a
court of law.
7.0 RESPONSE TO RFI
7.1 Instructions for Responding to this Request for Information:


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Answers should be provided in a Word Document that is set up in the following order:
- The Response Cover Sheet.
- The Questions found in Section 2.0 with your answers following each question.
- The Fee Structure/Rate Card.
- Any attachments you feel help showcase the talents of your firm related to your experience in this
marketplace.
Answers should be as brief as they can be, while also being full and complete.
Attachments may be necessary for some questions to further clarify or illustrate a response. In those cases,
please scan those documents, use some widely accepted method (such as “Exhibit Number ___ for answer
___” or page numbers) to make it easy for the evaluators to find the referenced attachment.
 One Hard Copy response document which should be printed double sided on no less than 30 percent
post-consumer waste paper, divided into the appropriate sections, submitted in binders and organized
exactly as in this document. Please include a Table of Contents at the beginning of the document. In
addition to one hardcopy, submit a duplicate on a CD-ROM or Flash Drive.
 Submit to either the mailing address or the physical address on page 1.
7.2 Response Cover Sheet/Respondent Identification and Classification
Provide a cover sheet for your response, which contains:
The following text: Response to University of California REQUEST FOR INFORMATION Technical Direction
and Production Management RFI #2012DAC


Company name and address for primary U.S. location or headquarters
Company primary contact’s name and title
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Primary contact’s telephone number, fax number and email address (and mailing address if different from
above)
Signature of a representative of your company who is duly authorized to enter into proposals which could
result in a contract.
NOTE: Only the Original response, submitted to the RFI Administrator, should contain the original signature of
your company’s representative. All additional copies should have copies of the Original response cover page.
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Attachment 1
REQUEST FOR INFORMATION Technical Direction and Production Management RFI #2012DAC
Proposed Fee Card and Rate Schedule (Created by Respondent)
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Attachment 2
REQUEST FOR INFORMATION Technical Direction and Production Management RFI #2012DAC
Notice of Intent to Respond
DUE on or before: June 20, 2012 (4:00PM (PST)
DATE: ______________
With regard to the above-referenced RFI, our company
□ INTENDS
□ DOES NOT INTEND
to respond to this RFI.
Company Name and Address
Signature of Company Representative
Printed Name of Company
Representative
Title
Direct Telephone Number
Main Fax Number
Email Address
Return this notice via email to: dcoombs@ucsd.edu
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Attachment 3
REQUEST FOR INFORMATION Technical Direction and Production Management RFI #2012DAC
BID COVER AND RESPONSE CERTIFICATION SIGNATURE PAGE
AUTHORIZED SIGNATURE: Each response must be signed with the full name and address
of the respondent’s company; if a corporation, by an authorized officer thereof in the corporate
name.
The below-named individual, submitting and signing this response, verifies that he/she is a duly
authorized officer of the company, and that his/her signature attests that all information, terms and
conditions contained in this REQUEST FOR INFORMATION Technical Direction and Production
Management RFI #2012DAC are understood and accepted.
__________________
DATE
_______________________________________
AUTHORIZED SIGNATURE
______________________________________
COMPANY NAME
______________________________________
ADDRESS
______________________________________
CITY/STATE/ZIP CODE
______________________________________
PRINT NAME OF AUTHORIZED SIGNATURE
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UCSD Terms and Conditions:
Appendix A: http://www.ucop.edu/purchserv/rfp/captive/appendix-a.pdf
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SUPPLIER OF GOODS OR SERVICES ONLY To be completed by ALL FIRMS OR INDIVIDUALS PROPOSING TO DO BUSINESS WITH
THE UNIVERSITY OF CALIFORNIA (regardless of commodity, service, or product offered.)
COMPANY NAME:
CONTACT PERSON: (Indicate Ms., Mr., etc.)
STREET ADDRESS:
MAILING ADDRESS (if different from street address):
TELEPHONE NO.: (
)
TOLL FREE NO.: (
E-MAIL:
)
FAX NO.: (
)
HOME PAGE ADDRESS:
Are any of the owners or owners’ relatives currently employed by the University of California?
YES NO
If yes, please provide details on an attached sheet of paper.
FEDERAL IDENTIFICATION NO. OR SOCIAL SECURITY NUMBER:
DUN & BRADSTREET NUMBER:
PRIMARY TYPE OF BUSINESS:
BROKER
DEALER
FABRICATOR
MANUFACTURER MANUFACTURERS AGENT
RETAIL
SERVICE
WHOLESALER
OTHER
PRINCIPAL OWNERS:
Name
Title
DISTRIBUTOR
Sex
(M or F)
Percent
Ownership
Ethnicity
%
%
THIS IS A PARENT COMPANY: (Name of subsidiaries)
NUMBER OF
YEARS
IN BUSINESS
AVERAGE ANNUAL
SALES
(PRIOR 3 YEARS)
THIS IS A SUBSIDIARY: (Name of location of parent company)
NORMAL
INVENTORY
VALUE
NET WORTH OF
BUSINESS
APPROXIMATE
SIZE OF
FACILITIES (sq.ft.)
NUMBER OF
EMPLOYEES
DESCRIPTION OF PRODUCTS & SERVICES (attach sales literature as appropriate)
BANK REFERENCE NAME:
CUSTOMER REFERENCES:
Name
ADDRESS: (Number, City, State, Zip)
Address
PERSON(S) AUTHORIZED TO COMMIT YOUR FIRM TO A CONTRACT:
Name
Title
Name
Name
Title
INSURANCE:
Is your Company Insured?
TYPE OF INSURANCE:
General Liability
Name of Insurance Provider/Producer
Name
YES
NO
Automobile Liability
Worker’s Compensation
Phone Number
Title
Title
Other
Companies Affording Coverage:
OWNERSHIP OF BUSINESS: (Check One)
Corporation
Partnership
Foreign Ownership
Not for Profit
Other
GSA SF 254 A/E or related services questionnaire may be required
Individual/Sole Proprietorship
Joint Venture
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Ownership Status Categories: (Place an “X” in the boxes that best describe your firm’s ownership)
Asian/Indian
Asian/Pacific
American
Type of Business
Black
African
Hispanic
American
Native
American
Indian
White
Caucasian
American
Other
Disabled
Veteran
Socially &
Economically
Disadvantaged
American
LARGE
BUSINESS
Woman Owned
Male Owned
SMALL
BUSINESS
Woman Owned
Male Owned
Signature
Title
Date
INSURANCE REQUIREMENTS:
The University selects insurance requirements based on degree of risk, rather than the dollar value of the contract. All
insurance policies required shall be subject to review and approval by the University.
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SELF-CERTIFICATION
Initial the Business Categories That Apply:
SMALL BUSINESS ENTERPRISE (SBE) - an independently owned and operated
concern certified, or certifiable, as small business by the Federal Small Business
Administration (SBA). (Size standards by Standard Industrial Classification codes may be
found in the Federal Acquisition Regulations, Section 19.102. The University may rely on
written representation by the vendors regarding their status.)
DISADVANTAGED BUSINESS ENTERPRISE (DBE) - a business concern which is
at least 51% owned by one or more socially and economically disadvantaged individuals or,
in the case of any publicly owned business, at least 51% of the stock of which is owned by
such individuals and whose management and daily business operations are controlled by
one or more of such individuals. Socially disadvantaged individuals are those who have
been subjected to racial or ethnic prejudice or cultural bias because of their identity as
members of a group without regard to their individual qualities.
Economically
disadvantaged individuals are those socially disadvantaged individuals whose ability to
compete in the free private enterprise system has been impaired due to diminished capital
and credit opportunities as compared to others in the same business area who are not
socially disadvantaged. Business owners who certify that they are members of named
groups
(Asian-Indian Americans, Asian-Pacific Americans, Black Americans,
Hispanic Americans, Native Americans) are to be considered socially and economically
disadvantaged.
DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) - a business that is at
least 51% owned by one or more disabled veterans or, in the case of any publicly owned
business, at least 51% of the stock of which is owned by such individuals and whose
management and daily business operations are controlled by one or more of such
individuals. A Disabled Veteran is a veteran of the military, naval, or air service of the
United States with a service connected disability who is a resident of the State of
California. To qualify as a veteran with a service connected disability, the person must be
currently declared by the United States Veterans Administration to be 10% or more disabled
as a result of service in the armed forces.
WOMEN-OWNED BUSINESS ENTERPRISE (WBE) - a business that is at least 51%
owned by a woman or women who also control and operate it. “Control” in this context
means exercising the power to make policy decisions. “Operate” in this context means
being actively involved in the day-to-day management.
PRIVACY NOTIFICATIONS
FEDERALPursuant to the Federal Privacy Act of 1974, you are hereby notified that the disclosure of
your social security number is voluntary. This record keeping system was established
pursuant to the authority of The Regents of the University of California under Art. IX,
Sec. 9 of the California Constitution. The social security number is used to verify your
identify.
STATE
The State of California Information Practices Act of 1977 (effective July 1, 1978)
requires the University of California to provide the following information to individuals
who are asked to supply information about themselves:
The principal purpose of requesting the information on this form is to evaluate your
qualifications as a supplier to the University and for reporting purposes in accordance
with state law and University policy.
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Furnishing all information (except Social Security Number) requested on this form is
mandatory; failure to provide all requested information will delay or may prevent
evaluation of your firm’s ability to do business with the University.
I hereby certify under penalty of perjury under the laws of the State of California that I have read this
application and know the contents thereof, and that the business category and ethnicity indicated
above reflect the true and correct status of the business in accordance with Federal Small Business
Administration criteria and Federal Acquisition Regulations, FAR 19, pertaining to small,
disadvantaged, woman, disabled veteran, small and disadvantaged, and small and woman-owned
business enterprises. I understand that falsely certifying the status of this business, obstructing,
impeding or otherwise inhibiting any University of California official who is attempting to verify the
information on this form may result in suspension from participation in University of California business
contracts for a period up to 5 years and the imposition of any civil penalties allowed by law. In
addition, I understand that this business must notify the University of California in writing 30 days in
advance of any changes in size, ownership, control, or operation which may affect this business’s
continued eligibility as a SBE, DBE, WBE, DVBE, SDBE, SWBE or SDVBE.
INFORMATION FURNISHED BY: (Print or Type Name of Owner and/or Principal)
NAME OF BUSINESS:
NAME:
TITLE:
SIGNATURE:
DATE:
FOR U.C. USE ONLY (do not write in this area)
Reviewed by:
Date
Comments
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