Happy New Year!
We've been working with our campus partners over the last several months and are pleased to have a
new, updated Restricted Commodity List
. Common items we see coming through Gateway that are missing other campus approvals or simply not allowed in Gateway are:
- rental of lifts/booms/cranes
- controlled substances
- custodial services
- charters/valet services
- lasers
- UC name/logoed products
- sheds/office trailers
- lab refrigerators/freezers
- security cameras
Please check out the above link for the new list, and save it to your deskop! Also now embedded the Restricted Commodity list is a sub-list of the drugs/controlled substances from EHS.
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Signing Vendor Documents
Documents that suppliers give your departments with a section to sign at the bottom
do not
always require a signature. Please do not sign anything from a supplier, even contracts for catering, hotels, or events. In most cases, suppliers will accept a purchase order - try that first. If the supplier pushes back, please inform them their document will most likely need to be edited, and terms added to comply with UC policy. Such turnaround averages 2-6 weeks depending on negotiation. After hearing those facts, most suppliers will accept a purchase order.
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Employee Spotlight
Henry Biliniewicz
is our newest team member to join the Purchasing team as our Senior Strategic Sourcing Buyer. He grew up in Chicago. After completing his degree in Finance at the University of Illinois, he moved to Los Angeles and now considers himself a “nearly native” Californian.
Henry has worked in "end-to-end" supply chain for the past 20+ years. His recent experience includes supply chain consulting and supply chain management across various industries. Away from the office, Henry enjoys walks on the beach with his wife and dog, tinkering with old metal fabrication machinery, and paddling on the open ocean on a Hawaiian outrigger canoe.
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Supplier Diversity Flags - Leaving Gateway
&
Join us for a Mini Tune Up 2/19!
Gateway suppliers had historically been given a small business icon during the vendoring process if they fell into one of several federal- or state-recognized small or diverse business categories. Small and diverse business certifications generally expire and must be renewed. For federal subcontracting purposes, a supplier's small business status must be current, accurate, and complete as of the date of the offer for the subcontract. Since these flags are manually managed, over the years they have fallen out of date and are no longer an accurate source.
In light of these challenges
, we will be discontinuing the use of these Gateway icons. Instead, we will direct department buyers and Contract and Grant Liaisons to the UC-contracted
Supplier Diversity database
, Supplier.io Explorer.
This tool sources small and diverse business certifications from hundreds of organizations, including SAM and the State of California, and maintains an active database of small and diverse suppliers. This database is also integrated with our system-wide spend tool, GEP, which is used by UCOP for annual reporting of Small Business Utilization to the State.
Please join the campus Small Business Officer for our
Mini Tune Up
training session on
February 19th from 11-11:30am
to review how to use the tool!
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Gateway or Design & Construction Services?
We appreciate the recent feedback that the campus finds Gateway easy to use and transparent. We agree! However, as much as we'd like it to be, Gateway cannot be used for everything.
The UC is governed by certain California Public Contract Code laws, which delineate the requirements for maintenance and construction work. Procurement (Gateway) can only process maintenance work, which is defined as the
ongoing upkeep (i.e. routine/recurring)
of our infrastructure
required to keep the UC in a condition adequate to support our functions
. It consists of the
preservation
, but not the improvement of buildings and grounds.
Construction
work consists of demolishing, upgrading, design, renovating, deferred maintenance, repair, and capital improvement projects.
Such work INCLUDES,
but is not limited to window blinds/shades, permanent fencing/repair, conduit/cabling, camera installation, and flooring/grounds installation. These services may be flagged in Gateway and your department asked to go through Design & Construction Services.
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EPA SmartWay Transport Partnership
UCSB joined SmartWay's Transport Partnership as an Affiliate! EPA's SmartWay Transport Partnership is a market-driven initiative that empowers businesses to move goods in the cleanest, most energy-efficient way possible to protect public health and reduce emissions. As a SmartWay Affiliate, UC Santa Barbara will educate its suppliers and stakeholders on the benefits of the SmartWay Program and its accomplishments.
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How to Expedite Service
1. You will achieve the
fastest response time
using the help-desk for questions about requisitions, bids, invoices, contracts and general procurement questions. Instead of
2. Use the Comment tab on a Gateway requisition to get in touch with
your assigned
Buyer or Contracts Analyst
. This ensures the most visibility for status and documenting
decisions.
3. Submit a
Supplier Add Form
as soon as you consider using a vendor *if* they are not
in Gateway already. Some suppliers take longer than others to respond, or don't respond
at all. We may need your help urging the vendor to respond to our vendoring request.
4. When looking for the
status of a requisition
, pull up the requisition number in
Gateway. Click on the "PR Approvals" tab, and look to see
who has the order
by
locating the "Active" step.
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Changes to Steelcase/Tangram Quotes
In light of recent increases to prevailing wage rates in California, Tangram and UCSB can no longer support the blanket 8% labor fee previously applied to projects subject to prevailing wage rates.
Effective immediately
, projects will be quoted as follows:
- Small/ Simple installs: 3% or $150.00 minimum delivery fee. You may also request drop shipped to the dock, which removes all labor fees.
- Prevailing wage: To be quoted actual. Once project is complete in design, Tangram will request an actual Prevailing Wage labor quote and provide a final "order ready" quote to you. Please be advised - these projects will take longer to quote to ensure we are meeting the labor law requirement.
Anywhere it's possible, Tangram can separate the prevailing wage items and the simple install to save your department money, if you don't mind separate deliveries.
Any questions or quote requests for Tangram/Steelcase should be directed to:
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Theft Sensitive Items
Keep your eye out over the next week for a D-List notification addressing points for securing theft sensitive items and personal valuables. Non-inventorial items such as laptops, cell phones, cameras, tools, cash, gift cards, event tickets, and stamps are all easily targeted in our work spaces. As a best practice each department should secure, inventory, and periodically inspect for losses.
If a loss is detected, immediately contact your Business Officer, UCSB Police, and Risk Management to report the loss. The D-List notice will contain relevant forms and policies.
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Procurement Training
These courses address procurement and contract law, what the difference is between a purchase order and contract, how to look for inventorial assets, how to make small changes to purchase sustainably, and tips on restricted commodities. Some are even
recorded
and
available online for viewing
!
- Equipment Management
- Gateway Invoicing
- Purchasing Basics & the Public Contract Code
- Sustainable Procurement
- Federal Purchasing
- Restricted & International Purchasing
- Business Contracts
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