March 2022
The Procurement Post 
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.
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 section 15, Supplier Relationships.
A good overview about these requirements is available and worth reviewing: Cybersecurity – What UC Expects from Suppliers.
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.
Small Business First Update
Policy Refresh:
The UC Small Business First Policy requires purchases of goods and/or services between $10,000 - $250,000 annually (that are not otherwise exempt or cannot be procured via existing competitively bid or strategically sourced agreements), to be made with certified Small (SB) or Disabled Veteran Business Enterprises (DVBE).
  • For purchases or vendor blankets between $10,000 - $100,000 - one (1) quote must be obtained from either a certified SB or DVBE.
  • For purchases or vendor blankets between $100,000 - $250,000 - at least two (2) quotes must be obtained from certified SBs or DVBEs.

Implementation Update:
UCSB continues its phased implementation of the UCOP Small Business First Policy. To review implementation steps taken to date, review our previous newsletters.
A second wave of departments will be live with the policy May 1st, and all departments are expected to be live by June 30th, 2022. A Mini-Tune Up will be offered on March 31st at 1:00pm - Click this link to add the session to your calendar.

ALL UCSB departments must be compliant with the policy as of July 1st.
Small Business Search Database
Don’t forget, the Supplier.io (Explorer Professional) small and diverse supplier search platform is now accessible using Single Sign-On (SSO)!

This is the new Supplier.io login link. Please use the link above (and bookmark it!) to access the Supplier.io platform to verify existing supplier small business credentials, or search for new suppliers by keyword, industry, or category to meet your department needs.

Supplier.io Webinar Training
UCOP is providing the below webinar to demonstrate the latest updates to the Supplier.io Explorer Professional search platform. These improvements include a more logical layout, Power Search functionality, and a feature called 'TrustIQ' that helps evaluate supplier track records. This webinar is intended for all department shoppers or requisitioners:

WHAT: SIO Explorer: Supplier Search Upgrades
WHEN: Wednesday | March 30 | 11:00 am – noon 
Equipment Management
EIMR forms are now live in ServiceNow! Both EIMR and ESPD forms are now available in the new online EIMR form in ServiceNow. Each request will automatically route to the appropriate users for approval, including Surplus Sales when appropriate. BFS will be hosting a Mini Tune-Up on 4/7/22 @ 1:00pm. View session information.
Signing Vendor Documents
Friendly reminder: 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.

If the supplier continues to push, still don't sign anything! Submit the document on a Contract Request Form in Gateway.  Click here for information on Delegation of Authority and signing quotes/contracts/proposals.
Resources:
There are many resources available to departments to assist in understanding and complying with the UC Small Business First Policy:
*Click image for links
FlexCard News
Need to purchase equipment? You can use FlexCard! Be sure to use the FlexCard Authorization (must be logged into Gateway) form in Gateway when purchasing inventorial equipment assets valued at $5,000 or more, as long as your vendor accepts credit cards. This applies to both standalone equipment assets and items used in fabrication.

Contact us at flexcard@bfs.ucsb.edu for specific guidance.
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!
How to Expedite Service in Procurement
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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