February 2018
The Procurement Post 
An Unprecedented Procurement Partnership: UC and CSU

In the continuous effort to reduce procurement costs at the public universities, the UC and California State University (CSU) have combined our 33 campuses procurement activities into one procurement system for bids and contracting, titled CalUSource. Starting this quarter, all public bids from the two university systems will be on the same website, and campus buyers will have access to executed contracts across all the campuses. Gone are the days of public records requests with our sister campuses across the state; we will now work together on commodity strategies and contract term negotiations.
“This is a true game-changer in the procurement world,” said UC Chief Procurement Officer William Cooper. For the full article from UCOP, click here.
Gateway Updates
Convenient New Dashboard
The “UCSB Shop” dashboard combines commonly used functions like product and supplier searches, entering non-catalog orders, and much more into one convenient dashboard. 
Check out how it looks by clicking here , or by clicking on your name at the top of the Gateway home screen, then click 'Dashboards'. You have the option of setting the UCSB Shop dashboard as your default home page by clicking on “Set my home page”.

Gateway User Group
The 2018 Gateway User Group has been selected - click here to see who is representing the campus ! The Gateway User Group works with campus departments, campus leadership and UC peers to promote an enhanced user experience. The GUG provides a forum for users representing multiple campus divisions and Gateway roles. Information and best practices are shared, needs identified, and Gateway features are reviewed. Membership in the User Group is by invitation to serve for a calendar year, and our attendance and projects are governed by the User Group Charter . 
Employee Spotlight
Becky Steiger is a Gaucho alum and is thrilled to return to campus as the procurement team's newest Senior Contracts Analyst. She spent the previous 12 years as an attorney in private practice here in Santa Barbara. She looks forward to working with the procurement team in drafting and negotiating contracts for the University. When she is not pouring over legal terms and conditions, Becky likes to run and spend time with her partner and their boxer, Tula.
UC Furniture provider Steelcase submitted their newest price file to our system on Feb. 1st. This file includes the contracted annual cost increase of 3% across most items, and should be live on all campuses by Feb. 19th.  That said, Steelcase has committed to honoring any prices quoted before the price increase goes into effect. Volume discounts are now available on many common items in their catalog - please contact our Steelcase dealer rep Tasha O'Nea l at Tangram for more information.  
Green Purchasing

Sustainable Procurement Policy - Revised!
The UC Sustainable Procurement Working Group recently proposed substantial revisions to the Environmentally Preferable Purchasing section of the UC Sustainable Practices Policy. The Sustainable Practices Policy establishes goals in nine areas of sustainable practices including green building, clean energy, transportation, climate protection, sustainable operations, waste reduction and recycling, environmentally preferable purchasing (EPP), sustainable foodservice, and sustainable water systems .

The recently proposed revisions expand the definition of sustainable procurement to include economic and social responsibility , set purchasing goals for Green and Economically and Socially Responsible Spend (spend that meets the Preferred Level of criteria in the associated Guidelines document), establishes reporting requirements to facilitate tracking progress towards these goals, and lays out procedures for procurement teams related to sustainable purchasing. If you would like to see a draft of the Policy or Guidelines documents, please contact heather.perry@ucsb.edu

Federal Purchases & Flexcard

If your order is on Federal funds and $3,500 or greater, there has been a change in procedure. Gateway FlexCard orders are not sent to the supplier, which means the supplier does not receive our UC Terms & Conditions (including required flow-down federal award provisions), so these orders do not meet federal requirements.
 
Therefore, there is a new requirement for FlexCard purchases on federal funds and $3,500 or greater: they can still be paid via FlexCard, but you must submit a standard Gateway requisition and obtain a standard Gateway order (GW0000123456), which will be transmitted to the supplier with the UC Terms & Conditions attached. As with all standard orders, the supplier must be vendored in Gateway. After the PO has gone through, you can request your FlexCard limit be raised (if needed) and the PO to be closed by sending a comment on the Gateway purchase order to the FlexCard team.
Updated Form A - Non Federal

The UC Office of the President worked with several UC campuses to create a unified, standard justification form to document price reasonableness and source selection for non-federal purchases over the competitive bid threshold of $100,000. Look familiar? Thankfully, UCSB's template was selected as the format from which to start!
For those of you sending over contracts to our team, the Form M is no longer needed.
Contest
Name three different categories of Small Business, and what agency certifies their status?
Reply to: capric@ucsb.edu
Winner from last newsletter: Yasemin Norris
Answer: Signing any document binding the Unviersity to any terms, even just pricing, constitutes a contract. The only time anyone can sign such a document is if they have a formal and written Delegation of Authority from Jacob Godfrey.