Dear Colleagues,
The start of each New Year is a time when many of us reflect and resolve to improve the world around us. For Procurement Services this means continuously pursuing new and innovative solutions for our campus clients. Our mission is to effectively source, purchase, and pay for the vital goods and services you need to upgrade classrooms, outfit labs, and sustain our beautiful campus.
We look forward to working with you in the coming year and invite each of you to refresh your procurement acumen by registering for a class or reaching out to schedule a department business review.
Have a Happy 2019!
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2019 Procurement Training Classes
Procurement courses for 2019 have been added to the
UC Learning Center
. Please register for the following courses. Take note of the meeting location in the course description; some of the courses are held via Zoom webinars:
- Purchasing Basics & the Public Contract Code
- Federal Purchasing
- Sustainable Procurement
- Business Contracts
- Restricted & International Purchasing
- Gateway 101
- Gateway Forms
- Gateway Receiving
- Gateway Management Console
- Flexcard Cardholder
- Flexcard Department Administrator
- Flexcard Reviewer/Allocator
- Equipment Management
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Bay Alarm - Installations and Upgrades
New orders for alarm system installations and/or upgrades are now being bifurcated between Design & Construction (DCS) and Purchasing. DCS will handle the installation/upgrade, while Purchasing will still process Vendor Blankets for the monthly maintenance portion. Any questions can be sent to
Greg Moore and Calli Price
.
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Save the Date & Tangram Updates
Please join our UC contract furniture partners, Tangram and Steelcase, for a presentation sharing new product information, installation process and improvements, and our new quote format, including labor and design fees.
Where:
UCEN, SB Mission Room
When:
January 30, 10-11:30am. Hosted by Breanne Swenson from Tangram and Kathryn Le from Steelcase.
Refreshments will be served -
please RSVP
to
kle@steelcase.com
Lastly, Steelcase will be increasing their pricing on 2/1/19, as allowed in the UCOP contract. The weighted average of the price list adjustment is capped at 3%. Purchase Orders received by Tangram after 1/31/19 will be re-quoted using the new price list. Tangram will work with your departments on any pending projects that are not finalized prior to the cutoff date.
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UC's Million LED Challenge
Help contribute to UC's Climate Neutrality Initiative! Replace incandescent and CFL light bulbs with high performance LEDs. For a list of such LED's in Gateway, locate the Hosted Catalog Search on the Gateway homepage, and click on "Advanced Search". Then, click the new "MLC" icon to find the LEDs for your building. More info:
https://millionledchallenge.com
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Signature Blocks on Quotes/Contracts
Documents that suppliers give your departments having a section to sign at the bottom
does not
always mean a signature is required. Please do not sign anything from a supplier. In most cases, suppliers will accept a purchase order - try that first. If the supplier pushes back, please inform them their contract will most likely need to be edited, and terms added to comply with UC policy. After hearing that, and the fact that contracts can take 2-4 weeks (or more) to process, most suppliers will accept a purchase order. If the supplier continues to push, don't sign! Submit the document on a Contract Request Form in Gateway.
Click here for more
on signing quotes/contracts/proposals.
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Research Equipment Tax Exemption Program
Looking for a way to stretch your research dollars? Consider filing a tax exemption for your qualified research equipment purchases. California Assembly Bill 398 allows UCSB to significantly reduce sales and use tax for manufacturing and research development equipment. To date UCSB has reduced equipment costs by over $2.1M under the program.
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Save the Date!
Our Customs Broker with Power of Attorney for the UC (American CargoService) will be here at UCSB for a Q&A session March 5 at 10am.
Please use the below link to RSVP, and to let us know if there are topics you’d like to ensure American CargoService addresses.
RSVP here!
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Suppliers in Gateway
There is a bit of a myth on campus that suppliers in Gateway are "approved", or that they have gone through a rigorous scrutinizing process (i.e., the supplier has provided insurance and agreed to the UC terms and conditions). While the Gateway Supplier Enablement team do gather information about each supplier, the data fields are limited to business names and types, Tax ID/DIR/DUNS numbers, remittance address, payment preferences, and whether or not there is a conflict of interest. The facts of one order cannot always be applied to the next order; sometimes items like insurance and terms and conditions need to be handled on a case-by-case basis.
New!
The Supplier Enablement team partnered with the Gateway User Group to improve the supplier search functionality in Gateway. Departments can now search Gateway to locate suppliers that provide specific commodities.
Click here for details
on the types of commodities we are tracking, and how to perform this search.
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Restricted Commodities
When purchasing goods and services, please remember to check the
Restricted Commodity list
, which gets updated fairly regularly. For the most recent version, please check the Gateway homepage or the
Purchasing Forms website
. It's important to get the right departments approving your orders, such as Environmental Health & Safety for toxic gases, cranes/hoists, boats, scuba gear, human and primate tissues, and some lab equipment like autoclaves or biosafety cabinets. Additionally, equipment like trailers or sheds, and some installations attaching to the building infrastructure might need Design & Construction involved. Building maintenance like window washing and carpet cleaning needs to go through Facilities Management.
If your purchase is restricted, please use the "Restricted Commodity" drop down in Gateway on your requisition. This is the only way to route your order to the right department for approval. Additionally, we now have two separate Restricted Commodity fields in case you need to route your order to two separate units for approval.
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Reminder: Procurement Sustainability Survey
In case you missed the last newsletter,
click here
to take a quick (3 minute) survey, designed for UCSB departments. Our intent is to gather your valuable feedback regarding training ideas, format, and topics related to sustainability in Procurement activities for the campus. Thank you!
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