Happy New Year!
UCSB's Strategic Sourcing program has been busy working on new RFP (bid) awards for printed promotional goods (logoed products), and classroom Audio-Visual services. All vendors have been added to Gateway; feel free to setup a vendor blanket, use individual POs, or use your FlexCard!
Campus-wide Printed Promotional (Logo) Contracts
All suppliers are currently registered with the CLC:
When contacting the vendors, reference their contract # (above), and the special pricing UCSB has through our bid #HB06032022P. The award and contracts are valid through 9/30/2028, with the potential for an additional four years thereafter.
Campus-wide Audio Visual Equipment & Installation
When contacting the vendors, please make sure you reference their contract # (above), and the special pricing UCSB has through our bid #HB06302022Q. The award and contracts are valid through 8/2027, with the potential for extension through 2032.
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Procurement Welcomes New Manager
Jamie Wheat joined the UCSB family on 11/1/2022 as the Business Services Manager for Procurement. Her role supports Procurement Systems (such as Gateway), FlexCard, Sustainability, Equipment Management, and AP Invoice Processing. Jamie comes to us with more than 15 years of experience with UC, and at UC San Diego in Business and Financial Services/Financial Operations/Equipment Asset Management. Jamie’s expertise includes property life-cycle management, policy and compliance, stewardship, cost reconciliation and analysis, audits, reporting, staff development and process improvement.
Jamie has an MA in Organizational Leadership from Gonzaga University, and a passion for helping other grow. Her favorite person on the planet is her partner of 30 years (Kristin); they have two Labradors, and she enjoys playing beach volleyball and golf. We are inspired by her following statement, and thrilled she joined our team:
“Leadership to me is more than an opportunity to serve. Leadership is a reciprocal relationship between leaders and the people they serve. This requires working to together in the effort to achieve a common goal in the best interests of the organization. As a leader my job is to serve, inspire, and help you achieve your goals. I strive to have the courage to show up, be vulnerable and continuously improve.”
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Are the services you need "Covered"?
The Regents policy 5402 (Contracting Out for Covered Services) supports the UC's employment contract with AFSCME. If your department needs to use a vendor for any of the below services (including catering), please follow the below instructions.
- cleaning, custodial, janitorial, or housekeeping services
- food services (such as catering)
- 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
Before services are provided, submit a request to Labor Relations via ServiceNow: https://ucsb.service-now.com/contractingout Note: retroactive (confirming) requests will not be considered.
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Attn: Linde Gas Customers
Linde (formerly Praxair) notified the UC Office of the President that all UC customers with outstanding invoices will either be placed on a credit hold, or on "Cash in Advance" status. Procurement is working with departments affected by this, and recommend that all Linde customers either switch to the FlexCard for payment through the Linde payment portal, or consider an alternate supplier such as Airgas or Matheson. For questions, our Linde rep is:[email protected]
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UC Data Security Appendix Review
Think you need to buy something (IT-related services, software, licenses, etc.) that will involve storing, processing, or transmitting UC's institutional information? If you consult with Procurement or ETS early and often, we can help your department avoid pitfalls that put UC at risk. This article provides best practices to follow when you or anyone in the UC community wish to purchase goods and services from a supplier and reduce supplier-related cybersecurity risk. The IT Data Worksheet referenced below is located here.
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It is key for you to know that UC suppliers interacting with UC institutional information must meet requirements as outlined in IS-3, specifically Section 15, Supplier Relationships.
Note: If IT determines the UC Data Security Appendix applies (Appendix-DS, available here), a contract will be required. Procurement will work with your department and the supplier on that. |
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Equipment Management
University and external agencies’ regulations require campus departments to conduct physical inventories and update departmental equipment records at least once every two years. The annual Physical Inventory of departmental equipment records was sent out to Department Equipment Custodians assigned in the GMC on January 20, 2023, to departments with custody codes 4001-6000. Physical Inventory Reports are due June 30, 2023.
Please check to ensure you received this request and send any questions to [email protected].
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FlexCard Reminder
You will achieve the fastest response time using ServiceNow for any FlexCard related questions. Instead of emailing an individual, please visit FlexCard ServiceNow or email [email protected] to create a new help ticket.
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How to Expedite Service in Procurement |
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You will achieve the fastest response time for questions about requisitions, bids, invoices, contracts and general procurement questions. Instead of emailing an individual, please use the new Procurement ServiceNow Catalog:
https://ucsb.service-now.com/procurement
Please use the Comment tab on a Gateway requisition to get in touch with your assigned
Buyer or Contract Analyst to view status, and document your department decisions.
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