Save the Date!
Procurement Services is hosting two Mini Tune-Ups related to important changes occurring during the month of May. Please join us and share what you learn with your colleagues.
May 20 - 10am
Join us for a demonstration of the new Procurement ServiceNow self-service catalog launched later this month by Procurement Services.
May 27 - 3pm
Join us for updates on separation of duty controls, and surplus and equipment custodian roles in the GMC.
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A Welcome Addition for Flexcard
John Pavia recently joined the Procurement team full-time as the new FlexCard Coordinator. John grew up in Vacaville, CA, and graduated from UCSB with a Bachelor’s in Biological Sciences in 2016. He has previously worked on campus in the Housing and Alumni departments. Before accepting this position in Procurement, John worked in the Middle East for two years with the USO helping deployed military service members in active combat zones. Outside of UCSB, John helps to coach a club swim team, enjoys competitive swimming, and is happiest near the beach!
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Sustainable Office Products
Preparing to return to campus and needing to order new office supplies? Check out the UC Green Preferred Shopping List available from the Office Depot Punchout Home Page. This list has been vetted by UCSB’s PACES program to meet the UC’s Sustainable Procurement Guidelines and contribute to UC’s 25% Green Spend goal for Office Supplies.
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New Moving contracts for UC-owned property
Lab and Office moves can be paid through a UCSB Purchase Order. The property in a lab or office move belongs to the University; therefore UCSB is liable for the items. The following vendors were awarded a master campus RFP (bid) for UC-owned property in 2021:
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Movegreen - Nick@movegreen.com (contract #20177)
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Boyd Move Services - boydjake33@gmail.com (contract #20174)
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REM Sleep Solutions - rmaddix@msn.com (contract #20179)
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King Van Lines - robert@rbking1.com (contract #20176)
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Crown Worldwide - peter.vargas@crownwms.com (contract #20175)
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NCS Moving Services - cindy@ncsmoving.com (contract #20178)
When contacting the vendors, please make sure you reference their contract # (above), and the special pricing UCSB has through our bid #HB12112020P. The award and contracts are valid through 2/2026, with the potential for extension through 2029.
Removals for personal items may be paid either by Reimbursement to the new employee, or via a Travel Advance. The contracts above are not for removals.
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Independent Contractor Suppliers
California labor law AB5 - subsequently amended in 9/2020 as AB2257 - codified how workers should be classified as employees. This law stipulates that individuals (including sole proprietors) who provide services in California are presumed to be employees unless proven to be an independent contractor.
The goal of this law is to expand coverage of unemployment insurance, workers comp, overtime pay, expense reimbursements and wage and hour laws to workers. The UC must prove how a worker is considered an independent contractor.
How can your department make a determination?
- UCSB's Employment Services helps departments make the determination whether or not the proposed independent contractor should be an employee or can be processed in Gateway.
- Draft a simple document including the name of the provider, scope of work, period of coverage, and dollar value of the work.
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Submit the details in #2 above on a request through HR's ServiceNow system: https://ucsb.service-now.com/hr
- Click on "Employee Services", then "Hiring Related Requests", then select "Other" under "What can we help you with?"
- If Employment Services lets you know the service can be hired through Gateway, please upload a copy of that email to your subsequent Gateway Requisition.
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Equipment Custodian and Surplus Custodian
Department DPA’s are now able to assign Equipment Custodian and Surplus Custodian roles to individuals using the Gateway Management Console ( GMC). Assignment of these roles is critical to satisfy new internal control requirements and future workflow of equipment and surplus related activities. All departments are required to identify and assign an individual to these roles by June 15, 2021.
Equipment Custodian
Responsible for care, control and custody of equipment. Works with Equipment Management representatives to receive equipment property tags, submit equipment modification requests, and approve bi-annual inventory reports.
Surplus Custodian
Responsible for approving and coordinating departmental activities related to the disposal or sale of equipment. Works closely with the UCSB Surplus Administrator to identify the most advantageous method of disposition and serves as the departmental signatory on all sales or disposition-related documentation.
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Systemwide Vendor Agreements
Wondering if the UC has a contract with a particular vendor? Bookmark this page:
This site provides links by category for currently contracted supplier agreements that have been competitively bid!
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How to Expedite Service in Procurement |
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You will achieve the fastest response time using the help-desk for questions about requisitions, bids, invoices, contracts and general procurement questions. Instead of emailing an individual, please use gatewayhelp@bfs.ucsb.edu
Please use the Comment tab on a Gateway requisition to get in touch with your assigned
Buyer or Contract Analyst to ensure status visibility, and document decisions.
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Contracting Out for Covered Services
The UC Regents implemented a policy in late 2019, titled Contracting Out for Covered Services, which supports and augments the UC's employment contract with AFSCME. The intent is to insource, to the maximum extent possible, the following services:
- cleaning, custodial, janitorial, or housekeeping services
- food services
- laundry services
- grounds keeping
- building maintenance (excluding skilled crafts)
- transportation and parking services
- security services
- billing and coding services
- sterile processing
- hospital or nursing assistant services
- medical imaging or other medical technician services
If your department needs to purchase any of these services, please contact Labor Relations by submitting a ticket in their ServiceNow portal: https://ucsb.service-now.com/hr (Select Human Resources > Employee & Labor Relations > Department Advisory Services. Then select Union Contract Question in the first dropdown, SX in the second dropdown, and Contracting Out for Covered Services in the third dropdown.)
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