Procurement Services

Procurement COVID-19 Updates

This page will be updated regularly with current procedures and changes occurring due to COVID-19 impacts. For any questions related to the status of items below, please contact us.

To view the Procurement Mini Tune Up campus presentation from April 16th, 2020, click here.

FOR SUPPLIERS

Suppliers, please review UC’s Commitment to Worker Health and Safety during the COVID-19 Pandemic. We appreciate your partnership and value the wellbeing of our entire community.

University of California Medical Centers and campuses may still have needs related to the COVID-19 crisis. If you can provide UC with any of the high-demand goods listed below, please click this link. It links to a UC Supplier Goods Tracking Form to help catalog suppliers with available goods.

High-demand items include:

  • Masks – N95 and KN95
  • Sanitizers (alcohol-based)
  • Gowns
  • Face shields
  • Goggles
  • Sleeves
  • Gloves
  • Shoe Covers
  • Electrostatic Sprayers

UC encourages all suppliers with access to any of these items to complete the form, even if you are not a current UC supplier. Thank you for helping at this crucial time! —The UC Procurement Team

AP Settlement Services

Vendor invoices are being processed and no interruption in service is currently anticipated.

Helpful Hints: If your department is preparing to submit an invoice for processing please scan and email a pdf image of the invoice (one invoice per PDF) to InvoicesONLY@bfs.ucsb.edu.  Please verify that the PDF is clear and readable.  Do not send invoices through campus mail as it may delay the processing of your invoice.

FlexCard

We encourage departments to use their FlexCards for purchasing when appropriate; especially when purchasing from a supplier not available for use in Gateway.

FlexCard classes will be held via Zoom. Registered participants will receive a link to a zoom session.

Distribution of new and replacement FlexCards will be scheduled as needed.

Gateway

Please see updates on the Gateway Homepage under "Gateway Notices"

Gateway classes will be held via Zoom. Registered participants will receive a link to a zoom session soon.

Purchasing & Contracts

Purchasing and Contract classes will be held via Zoom. Registered participants will receive a link to a zoom session soon.

Strategic Suppliers and Product Availability

UC and UCSB Procurement have been coordinating with strategic suppliers to ensure priority handling of UCSB orders and respond to supply chain issues. A PPE task force headed by UC Health and supported by UC Procurement was formed to take advantage of bulk buy opportunities. An external supplier facing webpage dedicated to UC's COVID operations (campus statuses, shipping requirements, supply opportunities submissions) was developed. 

Personal Protection Equipment (PPE) and various disinfecting/cleaning supplies have a higher probability of being on back-order at this time. You may find products such as masks, hand sanitizers, and nitrile gloves flagged as "Limited Availability" or "Check for Availability" when shopping in Gateway Punchouts or on-line. Please check directly with the sales representative regarding availability and delivery estimates if you need items quickly.

UCOP maintains a Box folder of all supply chain updates and inventories. For the latest on specific suppliers or products, please contact heather.perry@ucsb.edu.

***For Steelcase, if order is necessary to support essential business/life-sustaining services, you will be required to complete this letter, and your order will be assigned priority based on the order listed in the attached Business Continuity Plan.

Shipments

FedEx and UPS Resources

Click here for information on FedEx and UPS protocol and delivery options.

Central Receiving

Distribution and Logistical Services has very limited staff at this time, as well as very limited space available for storing packages while the campus is closed. Unless your order is absolutely necessary to support the campus during shutdown, please do not direct your orders to be shipped to campus. If you are ordering essential goods, Central Receiving kindly asks that you arrange for them to be picked up within 1-2 days of delivery. This will allow storage capacity for other departments' essential orders. Click here to read the September 8th, 2020 memo from Distribution & Logistical Services: "No On-Campus Delivery Service Fall Quarter 2020"

Shipping to Home Addresses

You may use “One-time ship-to addresses” to ship non-laboratory items to home addresses during the COVID 19 event. Under no condition is research equipment, chemicals, materials etc. to be taken off-campus. Only remote research, defined as that which can be done remotely and does not require laboratory equipment and supplies, may be performed until further notice. Home addresses may be used with most Gateway suppliers (including Amazon). Please remember to practice good internal controls by establishing a method to verify receipt of the items purchased.  This could be a note from the recipient confirming receipt of the goods, creation of a receipt in Gateway or other.  You are not required to retain packing slips for internal control purposes unless directed by your Department.

For assistance with one-time ship to addresses in Gateway please visit:
https://www.bfs.ucsb.edu/procurement/gateway/training “How to add a one-time ship-to address for your order”.

Cancelling Agreements

  • Goods/Services
    • The UC terms and conditions on purchase orders include Termination for Convenience and Force Majeure clauses, so there should be no issues with the cancellation. Please contact the Gateway Helpdesk if you have need of assistance after attempting to cancel an order.
  • Hotels Room Reservations
    • Hotel room reservations can typically be cancelled in advance by calling or emailing with no penalty up to 24 hours prior to arrival. Please contact your hotel for specific details.
  • Conferences, Events, and Room Blocks
    • Most Hotels are issuing updates online about cancelations. Please check the respective website for updates before calling to cancel.

Small Business & Sustainability

Small Business & Sustainability classes will be held via Zoom. Registered participants will receive a link to a Zoom session.

Expense Tracking Related to COVID-19

The university is working to identify department financial impacts due to unanticipated business expenses attributable to COVID-19 (coronavirus). For units that may be incurring additional costs related to the state of emergency, please track all expenditures by using Cost Type: COVID. If expenses are already on your ledgers, please process an expense transfer to add the COVID for tracking purposes.

Please only include additional expenses that are clearly related to coronavirus impacts and are necessary to:

  • Support the health and safety of our campus population,
  • To comply with CDC guidance to prevent the spread of the disease,
  • To comply with UC/UCSB decisions to support campus operations.

Tracking additional expenditures will provide our campus valuable information and allow us to apply for state and federal reimbursement, if available.    

If you have any questions, please email bap-covid19finance@ucsb.edu.