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Welcome to UC Santa Barbara UCSB's
mission is defined in the context of the unique stature of the University
of California and the place of the Santa Barbara campus within this system.
Our responsibilities include provision of high-quality education to undergraduate
and graduate students, innovation through the advancement of fundamental
and applied research programs, creative activities and scholarship, and
provision of service to the state as well as the nation and world that
we share. In each of these three areas, our mission is to fulfill these
responsibilities with the highest possible level of excellence in a manner
that emphasizes the special abilities associated with our campus through
its faculty, students, facilities and geographic location. More
than 200 majors, degrees, and credentials are offered through UCSB's five
schools and the Graduate Division. The purpose of UCSB's Purchasing Department is to ensure that the procurement of goods and services on behalf of the University is in accordance with the procedures set forth by the Regents of the University of California, the Office of the President, and the applicable laws of the State of California. We also ensure that requirements for competition have been met in all business transactions, negotiations have been conducted according to established policies, and no conduct of compromise to the public trust is present. We recognize the important services rendered by our suppliers in helping us fulfill requirements in an economical and efficient manner. The supplier is our link with technology and is very valuable to us. We distribute this guide to assist vendors in serving our campus more effectively. All goods and services procured by the University are accomplished via the purchase order; there are three vehicles through which orders can be made: the low value purchase order, a high value purchase order or the PCard. UCSB Purchasing is open for business from 8:00 a.m. to 5:00 p.m., Monday through Friday, with the exception of legal and University holidays. We encourage suppliers to make appointments during business hours. Our office is located at this off-campus address:
Our goal is to acquire (buy, lease, rent, or lease-purchase) those items UCSB departments need at the lowest cost consistent with quality and time considerations. Specifically, Purchasing:
Good marketing strategies are largely dependent upon reaching the right people in an organization. It is therefore important to understand how the target organization is structured. UCSB purchasing consists of an office located off-campus at 6950 Hollister Avenue, Suite 100 in Goleta. The professional buyers in Purchasing assist department staff, faculty and researchers with their equipment and materials purchasing. To assist you in contacting the buyer who is responsible for the product or service you sell, a list of our professional buyers and their phone numbers is provided on our web site. You can access by clicking here. Departments
are authorized to purchase up to $2,500 per day without involving the
Purchasing Department (with some restrictions). Target marketing to the
appropriate department is a key to your success in finding business opportunities
at UCSB. For marketing to campus departments, refer to the UCSB web page
(www.ucsb.edu) for a campus directory
listing all department contacts. Vendors may park in specially designated loading/unloading zones and docks for 20 minutes or less. A map of these areas is available in .pdf format by clicking here.
No parking is allowed at any time on walkways, sidewalks, bike paths,
red curbs, orange stalls, expired meters, or in University Circle Plaza.
Questions about these regulations can be addressed to the Transportation
and Parking Services Office at 893-5388. A vendor parking permit may be issued to vendors who park on campus to provide repair or maintenance service to UCSB departments on a regular basis. University affiliated personnel (faculty, staff or students) and University Center outdoor vendors are not eligible to purchase vendor permits. Vendor permits are valid in "S," "S/C," designated service areas, restricted areas, and loading zones. Vendors must purchase and display a UCSB Vendor Parking Permit when parked on campus or in campus managed facilities. Please visit http://www.tps.ucsb.edu/ for additional parking information. Receiving a purchase order from UCSB carries with it the obligation to supply the ordered goods or services at the agreed-upon price, at the promised time, and without the need for buyer intervention, renegotiation, or continued expediting. Full performance of contractual obligations will help your company earn a favorable evaluation and opportunities for further participation in our purchasing program. This following is what we expect:
Businesses interested in doing business with UCSB should register by completing the Business Information Form. It is not required to register in order to do business. Submit the completed forms to:
Upon
receipt, information about your company will be entered into the vendor
database. This is not in lieu of marketing to the campus.
Only responses to requests for quotations solicited by a professional buyer are regarded as meeting the requirements for competition in purchasing. Professional buyers in Purchasing act to generate formal requests for proposals (RFP), requests for quotations (RFQ), or requests for information (RFI) when required by policy or when requested by campus representatives. The buyer may consult directly with a vendor representative for technical or sophisticated information and assistance in developing specifications. Once the RFQ has been issued, vendors may not contact the department for any reason until the Purchasing staff has awarded the bid. Only the professional purchasing staff may execute purchase orders, agreements, memorandum of understanding, letters of intent, etc. UCSB's Purchasing policy of awarding contracts to suppliers requires that we meet our needs for goods and services at the lowest overall cost and the highest quality while affording the maximum opportunity practicable to those who wish to become University suppliers. There are three conditions for contract awards for transactions that exceed the amount delegated to departments for purchasing authority. They are the following:
Suppliers may be presented with three different types of authorized purchase transactions when accepting orders for goods and services from UCSB personnel. The three transaction types are 1) high value purchase orders processed by the professional purchasing staff, 2) departmental low value purchase orders processed by authorized individuals throughout the campus community and 3) PCard (procurement card), a MasterCard utilized by authorized individuals throughout the campus community. Following is a description of these procurement methods: High Value Purchase Orders - Orders greater than $2,500 Value High Value Purchase Orders (HVPOs) are required for any purchase exceeding $2,500, including tax. The activities supporting High Value Purchase Orders are conducted by the University's professional purchasing staff, who have specific authority to approve purchases exceeding the amount granted to departmental buyers. Campus departments forward a purchase requisition to the professional buyer. The buyer then takes action to procure the goods or services requested after ensuring that all policies, procedures and authorizations have been observed. Suppliers should not act on any transaction exceeding $2,500 if the transaction is not presented or authorized by a member of the professional purchasing staff. The identifying characteristics of a High Value Purchase Order are a 5 digit number beginning with either the letters 'SB' or 'VB', and the authorization from a professional buyer on the printed purchase order or confirmed by a professional buyer by phone or fax. For your convenience, a list of our professional buyers and phone numbers is provided here and on our website .
Low Value Purchase Orders - Orders Less Than $2,500 In addition to the centralized purchasing activities conducted by the University's professional buyers, UCSB has a decentralized program under which many departmental employees have been delegated authority to issue Low Value Purchase Orders (LVPOs), without the involvement of a professional buyer. LVPOs can be used to order merchandise for values up to $2,500 per day, including tax. Suppliers should not accept LVPOs that exceed the stated low value limit. An authorized departmental employee places the majority of LVPOs by telephone, fax or in person. The identifying characteristic of an LVPO is a five-digit numeric purchase order number that begins with the letters "LV' and the number '0'.
Coming soon! See FlexCard for more. Local agreements are UCSB campus-wide agreements for products and services that enable you to deal directly with departments. These agreements are based upon annual, fixed prices previously established with the Purchasing Department through a competitive bidding process. Departments may contact you directly and place their orders using a Low Value Purchase Order (LVPO). There are products and services that cannot be ordered by LVPO or PCard. These are indicated below; please help departments adhere to these restrictions by knowing that restrictions exist. Click here for a list of restrictions. It is important that your shipments be addressed exactly as shown on the purchase order. Be sure to use the zip + 4 code listed on the purchase order. A list of these codes is available at http://www.busserv.ucsb.edu/mailservices_receiving/mail/zip4codes.htm Each
shipment must have a packing slip affixed to the outside of the package
showing the UCSB purchase order number and package contents. Failure to
identify the shipment properly may be cause for refusal. Partial shipments
are not desirable and are not encouraged unless shortness of supply demands
split shipments. UCSB is not exempt from state sales or use tax except for property purchased using federal funds where title to that property (or ultimately, the fabrication of property) vests with the Federal Government. By policy, UCSB generally requires the Seller to pay all contributions, taxes and premiums payable under federal, state and local laws measured upon the payroll of employees engaged in the performance of work under a contract, and all applicable sales, use, excise, transportation, privilege, occupational and other taxes applicable to materials and supplies furnished or work performed. The following information MUST appear on your invoice to the University of California, Santa Barbara:
The UCSB Purchase Order Number must appear on the invoice. Incomplete invoices result in payment delays, so it is in your best interest to comply with these instructions. Invoices should be sent to:
Direct questions about the payment process can be made to the Accounts Payable Division of UCSB Accounting and Financial Services at (805) 893-3919. Please
do not invoice prior to shipment.
Remember
that all goods procured by the University are accomplished via the purchase
order or PCard. Do not accept requests for materials from the campus without
a purchase order number or presentation of the PCard. To assist you in contacting the buyer who is responsible for the product or service you sell, a list of our professional buyers and their phone numbers is provided on our web site. You can access by clicking here. Businesses interested in doing business with UCSB should register by completing the Business Information Form. It is not required to register in order to do business.
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