Procurement Services

Goods and Services

Buying Methods

Gateway logo

 

Our online e-procurement system allows you to order from a variety of contracted suppliers, non-catalog suppliers, and provides walk-in PO’s. You also have the ability to set up vendor blanket orders within Gateway.

Thresholds -all UCOP Agreement vendors can be ordered without Central Purchasing's involvement up to $50,000.00. Any non-agreement vendor order can be sent through without Central Purchasing's involvement up to $10,000.00. All vendor blankets and restricted items, however, will be routed to Central Purchasing for review. Any order, regardless of funding source, over $99,999.99, must be competitively bid. Bid parameters and policies can be found here.

Process Times -

  • Requisitions going through only departmental review can be as quick as it takes for your department to approve the order.
  • Requisitions that are routed to Campus Purchasing may take up to 5 days to process. Purchasing has a list of over 100 items to consider on every purchase order, so we do need time to process all the requisitions we receive.
  • Requisitions that are routed to Contracts require at least 2 weeks' lead time, as contract negotiations require extra time.

Any questions about this process can be directed to gatewayhelp@bfs.ucsb.edu

Flexcard - click here to find out how to use a Procurement card (P-Card) to buy goods!

Restricted Commodity List/EHS Routing List & Conflict of Interest

Click here for UCSB's Restricted/Routing list by commodity.
Click here for information on Conflict of Interest

We now offer in-person training classes for Restricted Commodities and Conflict of Interest (Public Contract Code) - click here to register in the LMS!
 

International Purchases - Shipments from outside the US

We now offer an in-person training class for Restricted Commodities & International Purchases/Customs - click here to register in the LMS!

Any acquisition shipped from another country (including Mexico and Canada) is considered Restricted and needs to be routed to Procurement. Please select the Restricted Items drop down for “International Purchases” on your Gateway Requisition. We will talk to the supplier to determine which party is responsible for shipment and customs costs.

If the UC must pay for shipping and customs, AND is the Importer on Record, then we'll talk with you about using a Customs Broker and discuss Transit Risk Insurance.

*If* the vendor is paying for the entire shipment, including customs, AND the vendor is the Importer on Record, then the vendor's Customs Broker is acceptable and you will not be invoiced from our Customs Broker. If the vendor is also insuring the shipment for the full value, then your department also will not have to file an application for Transit Risk Insurance.

For Export Control (shipping items outside the US to another Country), please contact Brandt Burgess (x5292) in the Office of Research. Helpful information about Export Control and the UC can be found here.

Here are some of the reasons supporting the utilization of UC Customs Brokers:

  • The various Federal Agencies (Customs, DEA, Homeland Security, BIS, DDTC, Treasury Department and others) are scrutinizing Universities for violating their large numbers of laws and regulations. 
  • Customs Brokers are the only ones with Powers-of-Attorney to act on behalf of the University of California for import controls.
  • The United States Customs and Border Protection (CBP) holds the UC responsible and liable for cargo being imported to the United States for our acquisitions, so we must use a Customs Broker licensed by the CBP to handle this burden. They fill out paperwork and obtain a CBP bond to pass the equipment over the border.
  • Federal officials have expressed concern about academic research that could result in the disclosure of information that would be harmful to the national security interests of the United States. In addition, all international shipments of research materials must strictly comply with U.S. export control laws. Therefore, the University of California, through its faculty and staff, must ensure that it performs its research in a manner that complies with governmental regulations and university policy.
  • Click here for an FAQ about customs brokers and the UC

Please be aware that the Customs Broker will invoice your department for these services, and remember to budget accordingly. NOTE: Any shipment coming into the US is subject to Customs fees, and your department will be responsible for paying these fees.

Your department may need 2 different purchase orders: one for the equipment, and one for the customs clearance invoice.

FedEx may be used for these shipments, but ONLY for orders less than $2,500 and less than 99lbs.

Our UCOP Agreement customs broker with Power of Attorney for the UC is:

American CargoService, Inc.
7800 Convoy Court
San Diego, CA 92111
858-565-4125
uc@acssan.com
UCOP Agreement # 085/OP/050

Click here for a checklist when using American CargoService.

American CargoService can also be used as a Freight Forwarder, for both domestic and international shipments. To obtain a quote, email the following to uc@acssan.com:

  1. Supplier shipping costs, if already quoted (so that they can provide an apples to apples quote
  2. Supplier shipping terms (incoterms)
  3. Supplier contact information (email address, phone #, rep's name)
  4. Supplier's quote #
  5. Your expected ship date
  6. When you need the quote by
  7. Shipping weights and dimensions (if you don't have this, the supplier can provide it to ACS directly)
  8. Any special considerations at delivery site, such as lift gate or special handling
  9. Value of the equipment

If you choose American CargoService as the frieght forwarder and/or Customs Broker, please send a copy of the purchase order to your equipment supplier to uc@acssan.com so that American CargoService is aware of the incoming equipment.

Unauthorized Purchases (confirming orders) & Personal Purchases

Unauthorized Purchases: As outlined in Bus 43, part VIII, if a purchase is identified as non-conforming to procedures, known as a confirming order, the end user will be required to submit to the Purchasing Department a written explanation of the circumstances leading to the purchase and an explanation for the lack of prior approval. This statement must be signed by his/her supervisor or department MSO, and include a statement of action to be taken to prevent future unauthorized purchases.

The following statement applies to purchases such as refrigerators, microwaves, couches, coffee makers, etc. that may or may not be used in offices, lounges, or labs.
Policy: BUS 43, Part 3, X. Personal Purchases:
University credit, purchasing power, facilities, and services shall not be used to purchase goods or services for individuals or for non-University activities except where a University program has been approved by a University administrator with delegated authority and reviewed by the General Counsel or his (hers) designee for legal compliance.

Any purchase using University funds must directly benefit the University, not the individuals requesting the purchase. Funds to procure "personal items" must contribute to the efficient operation of the University, not employees. US Law states that government funds shall not be expended for items intended solely for personal convenience or to satisfy the personal desire of an employee or employees. These items fall into the category of "luxury items", unless they specifically contribute to the fulfillment of the mission of the research being conducted on campus. If your department can justify that the acquisition ensures the University receives the primary benefit of the expenditure, your purchase should be supported with sufficient documentation. These purchases do not need to come through, or be approved by Campus Purchasing.

 

Federally Funded Purchases

For information on purchases related to federal funds, please visit: http://www.bfs.ucsb.edu/procurement/buying-goods-and-services/federal-funds
 

Purchases Using the UC/UCSB Name or Logo

If your purchase uses the UCSB or University of California (UC) name and/or logo, or any derivation thereof, we must ensure compliance with the UC Code of Conduct. All acquisitions using the UC name and/or logo are considered Restricted and must include proper UC Policy references on the PO. A license with the Licensing Resource Group (LRG) for purchases such as apparel and non-disposable goods (mugs, scarves, furniture, sportsgear, etc.) is required. These purchases must route through Procurement, and the vendor must be registered with the LRG (License Resource Group). Please plan accordingly, as there may be a 3-4 week turnaround for your vendor to register with the LRG. Carol Cox in the UCSB Bookstore can help you find a vendor already registered. Other items such as paper goods (stationery, invitations, name tags, and banners) does not require an LRG registration, and our standard PO policy provisions cover these purchases.

Insurance Requirements

Any onsite service or delivery requires that the vendor provide the UC with a Certificate of Insurance prior to issuing a Purchase Order (per UC policy BUS-63). If you have any questions about this, please email purchasing@bfs.ucsb.edu, or contact Lee Mudrick in Risk Management. Some examples include:

  1. Installation or service on any of our campus sites, including landscaping, pest control, waste removal, security service
  2. Delivery
  3. On-site training, Maintenance, calibration or repair
  4. Charter services for bus, boat and aircraft

The UC has a contractor's insurance program, whereby vendors that do not carry standard insurance can purchase insurance for UC work for a flat $500 fee: http://ucsb.campusconnexionsuc.com/Constituency/Vendors-and-Contractors
 

Prevailing Wage and Fair Work/Fair Wage

The California Department of Industrial Relations (DIR), governing body for Prevailing Wage, added maintenance, installation, and repair work over $1,000.00 into their definition of “public works” earlier this year. That means that Procurement departments across the State are now required to report public work projects to the DIR for every purchase order in which prevailing wage applies. For UCSB, this means any requisition exceeding $1,000.00 with a supplier that provides “Routine, recurring, and usual work for the preservation, protection, and keeping of any publicly owned or operated facility” (CA Code of Regulations 16000) will need to be routed to Procurement for DIR project submission (Labor Code sec. 1773.3). The good news is that the process should only take a few hours longer than usual. However, if the Supplier is not already registered with the DIR, the Supplier will need to register, or the campus will need to find a new supplier for the service.

Common commodities with which Prevailing Wage may apply are listed below; and click here for our Prevailing Wage Determination & Maintenance vs. Construction matrices.

  • Modular Furniture (click for more information)
  • Audio/Visual Installation
  • Bay Alarm & other fire alarms
  • Tree Trimming/Landscaping
  • Carpet installation

President Napolitano introduced Fair Work/Fair Wage this Summer of 2015 as a voluntary plan to establish a minimum wage of $15/hr by 2017 for both UC employees and suppliers to the UC. Procurement Services reviews all service-related requisitions we receive to ensure our suppliers can meet the requirement of providing wages at $14/hr in 2016, and then $15 in 2017. This UC requirement does not apply to goods-only purchases, services funded by federal C&G money, or if Prevailing Wage applies. Click here for our Fair Work Determination Matrix, and here for the UCOP FAQ on Fair Work/Fair Wage.

For more on both these topics, call or email Calli Price (x3723).

Furniture

Our single UC Office of the President contracted supplier for office furniture is Steelcase.  UC Office of the President requires that we procure at least 80% of our office furniture spend with Steelcase, while the remaining 20% can be reserved for specialty Ergonomic furniture or US Communities or E&I contracted suppliers like Knoll or Herman Miller.

The campus Steelcase distributor is BKM, and our rep is Elaine Sanders (esanders@bkmoe.com) at 805-272-5366. BKM does offer alternative products to Steelcase, and has agreed to supply their products under the Contract by using the quote process. Custom or specialty products may be subject to deposit requirements.

To purchase furniture, please use the Steelcase PunchOut in Gateway. You can use the Punchout to buy standard products, or to retrieve your quote created from Elaine in the PunchOut.  Here's some instructions about ordering in the Punchout.

Before buying office furniture (especially for faculty, staff, TAs, and graduate students), your department should consider working with our campus Ergonomics Team to ensure the products are right for the particular employee: http://www.ehs.ucsb.edu/ergonomics. We do NOT recommend or endorse purchasing furniture from retailers like IKEA, Staples, OfficeMax, Kmart, Costco, etc. The furniture from these retailers are not approved by either the UC Office of the President or Ergonomics/Workers Comp.

Things to think about when buying office furniture: long term durability, desk height adjustability for various body sizes and heights, ergonomic chairs to fit the individual worker, keyboard trays, document holders, and wireless telephone headsets.

Ergonomics:
Julie McAbee; julie.mcabee@ehs.ucsb.edu; x3283
 

Removals & Moving Services

Lab and Office moves can be paid through a UCSB Purchase Order. The property in a lab or office move belong to the University; therefore UCSB is liable for the items. Here are a couple local vendors with current insurance for on-campus office/lab moves:

Mammoth Moving - (805) 964-8643
Boyd Move Services - (805) 695-2183

Removals for personal items may be paid either by Reimbursement to the new faculty/staff member, or via a Travel Advance through Annette.Gonzalez@bfs.ucsb.edu in Accounts Payable. The Accounting Manual Disbursements D371-16 does not grant Procurement the delegation for personal removals. Public funds and University resources cannot be used for personal purchases per UC Policy BUS-43; payment to a hiree for a personal move is also tax reportable as a fringe benefit. Because the items are not University property, the University is not liable for damage to or loss of personal items. Therefore, if the Hiring Department wishes to pay for a Faculty's personal move, the appropriate payment mechanism is via reimbursement or travel advance in accordance with policies outlined in the UC Moving Policy G-13. Please remember to check the Hiree Allocation Letter for approved limits; Accounts Payable is not authorized to pay a Form 5 higher than the approved limit.

 

Bus Transportation

The UC currently does not have primary bus contracts with any suppliers. UCSB Purchasing is working on a bid for bus charters, and expects an award to be made sometime in FY18.

Charters for buses which will be used only by UC employees, students, invitees, etc., should be processed on a purchase order in Gateway. Buses used for public transportation (i.e. the general public also will be riding) can be paid through Travel/Entertainment.

Prior to submitting a purchase order for bus charters, please contact Patrick Anglin at x5740 (or patrick.anglin@ucsb.edu) to verify the insurance is acceptable per the number of passengers, and that the bus company has a satisfactory safety rating. Click here for standard bus transportation insurance requirements.

Equipment Maintenance & Repair

The UC has entered into a primary contract with REMI to assist with preventative maintenance and repair of lab, IT, A/V, communications, security and office equipment. The UCSB rep is Adam Schuster (aschuster@theremigroup.com)  at 916-223-2510. Average cost savings are 15-25% off of your current pricing while you continue to utilize your current providers for service and repair. The Remi Contract # is AMT0001800-00, and expires 12/31/2018. UCSB has provided REMI a blanket authorization to provide equipment vendors when setting up maintenance. Email Procurement or Adam with any questions.

Design & Construction vs. Maintenance (Purchasing)

Maintenance can generally be submitted through a PO: The ongoing upkeep of buildings, equipment, roads, grounds, and utilities required to keep a Facility in a condition adequate to support the University's academic, scientific, and public service functions. It consists of the preservation, but not the improvement of buildings and grounds. Maintenance is generally on a routine or recurring basis, and may be to bring equipment back to a fully functional state. However, if a replacement is needed for the purpose of upgrading a system, it is not considered maintenance.

Construction is the act, art, or business of moving, demolishing, installing, or building a structure, facility, or system according to a plan or by a definite process. Construction consists of the application of any of these techniques to physical plant facilities such as structures, utilities, excavations, landscaping, site improvements, drainage systems and roads, and additions, deletions, or modifications of such facilities. Exterior and interior painting of new structures is a form of construction. Painting, while seemingly maintenance, is generally deemed construction.

Resources
Decision matrix: if you're unsure about going through FM, D&CS, or Procurement.
Campus Design & Facilities Contracting Services FAQ's: http://www.facilities.ucsb.edu/faqs
Transaction Requirements: Procurement, Construction, and Office of Research

Controlled Substances

To purchase a controlled substance the end user must have a license. If you do not have a license please register here: www.deadiversion.usdoj.gov/. Contact the following at EH&S with any questions:

Dereck Iverson: 805-893-7256
Jesse Bickley:    805-893-8787

    Vehicle Requisition Guidelines

    Click here for UCSB Transportation Services' Vehicle Requisition Guidelines

      Alarm and Security (Camera) Systems

      Security systems, including door alarm and cameras are restricted. An upcoming policy (4/2/2015) will be announced relaying the procedures for installing and obtaining security cameras on the campus.

      For door alarm services, we have a master contract with Bay Alarm Services for departmental use. Note, all other security (door) alarm vendors are not allowed. The police, communication services, and facilities maintenance departments all operate on one system that is integrated wtih Bay Alarm. Please find instructions on how to setup a Vendor Blanket in Gateway here. The campus notification dated 4/8/2013 with helpful information regarding the Safecom/Bay switch for existing clients can be found here.

      To setup new service, please contact Rick Prinz at Bay Alarm: 805-662-2714; rick.prinz@bayalarm.com
      For billing questions, please use our local branch ONLY: Jayana Berry at 805-662-2723, or jayana.berry@bayalarm.com (for a secondary contact, please ONLY use: Wanda.Washington@bayalarm.com, 800-411-8111 ex4347)
      For service on an existing system, contact 800-470-1000

      Bay Alarm will need your department to complete an Emergency Notification list, located here. Note, the information provided on this list is confidential, and should only be emailed to Rick directly; rick.prinz@bayalarm.com

        Software

        For information on products, contacts, and news on available software, please visit: www.software.ucsb.edu

        Buying at Costco

        Costco can be a great resource for many departments. Purchase Orders are accepted at the local store for goods (Memberships are not paid with a Purchase Order; see below for details) with the following procedures:

        • Costco will require your department have a Business Membership; please visit the Membership Counter prior to shopping
        • UCSB has a signed Master Contract with Costco, where any dept on the attached Department List can purchase off the Agreement.
        • UCSB limits the membership to the Business card priced at $55. Executive Memberships are NOT allowed.
        • Memberships are restricted to up to 6 cards per account ($55 per group of 2 cards).
        • Once you have the full membership, you may execute Walk-In PO's in Gateway.
        • Simply take your printed out Walk-In PO to the Membership counter, and walk away with your product(s). Costco will provide you with an Invoice.

        To pay invoices, please write your Gateway Walk-In PO # on the invoice, and send the product invoices to invoicesONLY@bfs.ucsb.edu.
        Membership invoices ($55) cannot be paid on a purchase order, but should be processed on a Membership Form 5 directly to Accounts Payable. Please contact Accounts Payable for membership questions.

        Printing/Photocopy Services

        FedEx Office Print Services(located on Calle Real) and the UC have entered into Pricing Agreement #088-OP-237.  The competitive pricing is available to all UC employees at all campuses, medical center and labs. Pricing for black and white copies is $.025, color is $.29 and all other services are discounted 30%.  They offer free pickup and delivery.  FedEx Office now offers a suite of commercial printing services including digital offset, large format including signs and banner and a robust direct mail services.  For expert consultation please callKevin Kaiser at 860-248-0454, or contact Josette Uline at the Calle Real location at 805-964-3522.

        We have a Copy Shop here on campus over in the UCEN. SBPrinter.com accepts Purchase Orders through Gateway. They can be reached at ordernow@sbprinter.com, by calling 699-6342, or by walking into the main loby of the UCEN, room 2264.

        Shipping Vendors: UPS and FedEx

        UCOP has replaced our prime shipping contract with UPS from FedEx.  By comparison, UPS shipping rates are often 25%+ cheaper than FedEx for the same level of service. For example, a package that ships by Ground that weighs from1 to 6 lbs to a Zone 2 location, FedEx charges $5.03 while UPS charges $3.30. A package using 2nd Day Air to Zone 2 weighing 1 to 8 lbs, FedEx charges range from $5.41 to $6.72 while UPS charges $4.66. Also keep in mind when shipping to another UC campus, often times shipping UPS Ground will get your package there the next day. So in that case, using a Next Day service may not be necessary.

        UPS has a dedicated UC-support line: 800-877-1497 - be sure to have your account number ready.

          For international shipping, while UPS has the UCOP contract, UPS hasn’t yet been granted Power of Attorney for the UC system.  Packages valued at less than $2,500 can use either UPS or FedEx.  For packages valued at over $2,500, our UC contracted Customs broker (AmericanCargo) should be contacted first, and will help guide your department with shipping options.    

          For those of you that would still prefer to use FedEx, Elaine Heath has extended their discounted pricing to UCSB for the next year.   

        Jim Hernandez in Mail Services helps departments setup their UPS accounts, and can answer any questions at x2093, or jim.hernandez@bfs.ucsb.edu - please contact him first, and for a full list of side by side pricing comparisons.

         

        What is taxable?
        (tax manual: http://www.ucop.edu/ucophome/policies/sutm/)

        COMMODITY TAXABLE NON-TAXABLE COMMENTS
        Tangible Personal Property ("Things") X   Exception: Federal-Title Inventorial (<$5,000) Assets
        Gift Cards   X  
        Labor - Installation   X  
        Labor - Repair   X  
        Labor - Fabrication X    
        Labor - Assembly X    
        Maintenance Contracts - Mandatory X    
        Maintenance Contracts - Optional   X IF listed and priced separately on invoice.
        Printed Sales Messages (Catalogs, Letters, Circulars, Brochures, Pamphlets)   X

        Non-Taxable, if ALL following conditions are met: (1) primary purpose is advertising, (2) printed by special order of the University, (3) mailed/delivered by seller via USPS or common carrier, and (4) received at no cost to participant.

        Printing Services X   All printing of non-advertising materials
        Purchases for Resale   X

        Only applies when University buys tangible personal property which it in turn resells to another entity (for example, the Bookstore) and collects sales tax at the time of the resale.  The University buyer must present the Seller with a Resale Certificate in order to have tax waived.

        Services   X  
        Delivery/Courier Services   X  
        Employment Services   X  
        Software - Boxed X  

        100% taxable, including license fees, site licensing and other user end fees; also, any mandatory maintenance contracts or consulting services.  Optional maintenance contracts - 50% taxable.

        Software - Downloaded   X Including any mandatory or optional maintenance contracts.
        Software - Custom   X Including any mandatory or optional maintenance contracts, and any separately stated modification charges.  Boxed software is non-taxable IF THE CUSTOMIZATION INCREASES THE STANDARD COST BY 50% OR MORE.
        Subscriptions   X  
        Warranties - Mandatory X    
        Warranties - Optional   X IF listed and priced separately on invoice.
        Shipping   X  
        Handling X