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Purchasing Process Guide

The information in this guide is for university personnel who are authorized to make or influence purchases on behalf of a UCSC division. For information on setting up a CruzBuy account, see the CruzBuy Account Management Guide
  
  
  
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  • Procurement Guidelines

    To uphold the University's reputation for fair dealing, employee's who are authorized to make purchases or otherwise influence purchasing decisions must abide by the following guidelines:

    • Conflict of Interest: Avoid making, participating in, or attempting to influence any decision if you know or have reason to know that you have a financial interest in the outcome of that decision.
    • Favoritism: Avoid any personal business or professional activity that would create, or appear to create, a conflict between your personal interests and the interests of the University.
    • Personal purchases: Do not use University credit, purchasing power, or facilities to make purchases of goods or services for yourself or for non-University activities.
    • Unauthorized purchases: Do not make purchases you are not authorized to make, and only order goods and services that comply with University policy.
    • Employee-vendor: Do not purchase or lease goods or services from any University employee or from a business in which a UCSC employee has a 10% or greater interest.
    • Near-relative: Do not purchase or lease goods or services from a near-relative of a University employee or from a business in which a near-relative of a University employee has a 10% or greater interest.
    • Gratuities: Refrain from accepting gifts, preferential discounts, travel, entertainment, favors or services from current or potential suppliers to the University that might influence, or appear to influence, purchasing decisions.
    • Anti-Kickback: Must not accept money, commission, valuable objects, offer of employment, or compensation of any kind which is provided or offered, directly or indirectly, by a supplier, contractor or subcontractor in connection with a grant or purchase contract.
    • Split purchases: Never split a transaction to bypass approval limits.
    • Supplier Non-discrimination: Do not use race, religion, sex, color, ethnicity or national origin of a supplier as criteria when conducting business.
    • Open competition: Encourage competition through open, equitable, and fair dealings with suppliers.
    • Supplier relationships: Avoid the intent or appearance of unethical or compromising practices in relationships, actions and communications with University suppliers.

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  • Add a New Supplier

    Requesting set up of a new CruzBuy Vendor

    Whenever possible, use an established supplier in CruzBuy for ordering goods and services. New suppliers should only be added if the supplier is essential to university research, instruction, or if the new supplier will be used on an on-going basis. The onboarding process for a new supplier is administratively costly and time consuming to university resources.

    Adding a New CruzBuy Supplier

    When a requester is unable to locate a required supplier in CruzBuy, it is recommended that a CruzBuy form is used to establish the new supplier. Start by locating the appropriate ordering form on the CruzBuy Home Page. After the form is selected, click on “enter manually” and fill in the supplier’s information. While not all fields are required, it is recommended that requesters provide the supplier’s name, phone number, and fax or email for purchase order distribution and further Buyer communications with the new supplier.

    Once the requisition is submitted by the requester and approved by the Budget Approver (org), the requisition will automatically route to Procurement Services for review and further supplier on-boarding and requisition processing.

    A Buyer from Procurement Services will reach out to the new supplier and obtain all the necessary information for the supplier onboarding process using a Payee_Setup_204 . Department CruzBuy requesters should not obtain Payee Setup 204 forms from CruzBuy suppliers or send completed forms to Financial Affairs for on-boarding. Financial Affairs and Procurement Services have established procedures in place to match new suppliers with pending requisitions. Bypassing these procedures may cause requisition processing delays.

    Note: The Financial Accounting and Reporting Office (FAR) will routinely have the new vendor setup completed within two working days after receipt of the completed and signed Payee_Setup_204. If the Payee Setup 204 form is submitted by the supplier incomplete or illegible, it will delay vendor setup and requisition processing.


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  • Access UC Agreements

    University of California Purchasing Agreements: UC systemwide contracts offer significant discounts for goods and services and provide other benefits such as performance/delivery guarantees, free delivery, volume incentives, and insurance protection. Procurement Services strongly encourages the use of our systemwide contracted suppliers.

    A comprehensive list of UCOP agreements is available and can be viewed sorted by Contract Name, or by Supplier Name.

    UC Contract Repository Access: Suppliers will often ask for the UC agreement reference to extend the preferred UC pricing. To view the supplier agreement and supporting documentation you will need to request a copy of the contract from Procurement Services or obtain access to the University of California Contract Repository which requires a login and password.

    Contact the Business Contracts office in Procurement Services for copies of UC agreements or to obtain a UC Contract Repository User Name and Password.


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  • How to Establish a Blanket Order

    A Blanket Order is a type of purchase order that is used to consolidate recurring low dollar purchases from a single supplier for such items as repair and maintenance parts and services, supplies, gasses, etc. Blanket Orders are limited in terms of what can be ordered and restricted to a specified period of time that is concurrent with the university’s fiscal year. Like other purchase orders, Blanket Orders apply the university’s standard terms and conditions of contract. It is the responsibility of the CruzBuy requester and org approver to monitor obligations against the available balance of a Blanket Order.

    Preparing the CruzBuy Requisition

    The CruzBuy user proposing a Blanket Order should first coordinate with the proposed supplier to ensure they will accept a Blanket Order. The campus requester may then submit a CruzBuy purchase requisition using the CruzBuy “Blanket PO Request” form.

    Completing a requisition for a Blanket Order using the “Blanket PO Request” form:

    1. In the Blanket PO Request form “Catalog #” field, enter the words “Blanket Order”.
    2. In the Blanket Order Request form “Product Description” field, provide a detailed description of the types of products/services to be ordered, and the Blanket Order effective dates; e.g., “For miscellaneous repair supplies, effective July 1, 2014 through June30, 2015.”
      Blanket Orders should not set a term exceeding the current fiscal year unless there is an associated contract. When there is a contract associated with the Blanket Order and you want to run multiple fiscal years, be sure to add a placeholder line of $10.00 for each fiscal year payments will be made. Then at the end of the fiscal year submit a CruzBuy change order to add funds for the next fiscal year of the contract.
    3. Include the name and telephone extension of a primary university contact in the Internal Notes field.
    4. Indicate the total estimated not to exceed amount of the Blanket Order. The dollar amount of the Blanket Order must cover the full term of the order. If the order is a renewal, the previous year’s usage may help determine the total dollar amount of the new order.
    5. Attach to the requisition all supplier quotes supporting the Blanket Order.

    Restrictions

    1. Blanket orders will not be issued to CruzBuy punch-out suppliers or hosted catalog suppliers as the most efficient and cost effective method of placing those orders is by individual CruzBuy orders. Please contact the Procurement helpdesk for information about the saved favorite’s functionality and other ‘shortcuts’ to ensure that you are using the easiest approach to ordering in CruzBuy.
    2. Blanket orders for large dollar amounts are subject to the same requirements as other high value purchase orders (formal competitive bidding, justification, multiple quotes etc.). Purchases over the legal bid threshold must be competitively bid or must be supported by exception such as a sole source justification.
    3. Food and Entertainment or Colleges/SOAR “Student Purchases” are restricted from being obtained using a Blanket Order since individual event information must be captured for each order.
    4. Hazardous, controlled or restricted materials must not be purchased on a Blanket Order as Procurement & Business Contracts and EH&S is required to review each order.
    5. Inventorial equipment (Acquisition cost equal to or greater than $5,000) must not be obtained using a Blanket Order.
    6. Blanket Orders will not extend beyond the last day of the fiscal year unless circumstances require that the Blanket Order remain open after June 30th as with a multi-year contract or other termed obligation.
    7. Blanket Orders will be processed via CruzBuy with a “P” designation unless the requisition is supported by compelling justification.

    Increasing / Changing a Blanket Order

    If it is necessary to increase, or make changes to the Blanket Order, the requesting division should initiate a CruzBuy requisition using the Change Order Request Form. Please be sure to reference the Blanket Order number you are changing and provide a detailed description for the change.
    Requests for a new Blanket Order should be processed instead of submitting a change order to extend the term of the Blanket Order past the current fiscal year, when there is not a contract associated with the purchase.


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  • How to Submit a Change Order

    Tip: The fastest way to order a new item or to increase the quantity of an existing line item is to create a new CruzBuy requisition.

    Change Orders are used for the following reasons:

    • Change a FOAPAL
    • Increase or decrease unit price on an existing line item
    • Increase or decrease quantity on an existing line item
    • Add a new line item to the purchase order, when associated with original items ordered
    • Change the description of an existing line item (for a different item, cancel and process new order)
    • Change terms, including adding special notes
    • Cancel a purchase order processed with the "Hold PO" feature (order not sent to supplier)

    If you determine that you ordered the wrong item after the PO is issued, do one of the following:

    • If the supplier has not yet shipped the order - submit a change order request in CruzBuy instructing Procurement Services to cancel the order
    • If the supplier has already shipped the order - ask the supplier how you can return and then notify Procurement Services by processing a CruzBuy change order explaining details using the Internal Notes feature in CruzBuy

    Tolerance level on POs:Current policy allows FAST/AP to pay invoices for POs with a price discrepancy of $100 or less. It is therefore not necessary to process a change order if the final price is within this range. If the discrepancy between the PO and invoice is between $100 and $500, FAST/AP must receive an explanatory email providing authorization from the requester before the invoice will be paid. A change order must be processed for any order whose final price increases by $500 or more.

    Restrictions for Change Orders: Change orders cannot be used to change the supplier name. To change the supplier name, you must cancel the PO, if possible, and complete a new order to the correct supplier.

    In addition, change orders cannot be used to add a UCSC42 catalog number, which is used to specify required review and approval by an authorized departmental or divisional employee prior to invoice submission to FAST/AP for payment. The UCSC42 catalog number can only be entered with the original requisition.


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  • Fair Wage / Fair Work

    Procurement Services is now implementing compliance with the new UC Fair Wage / Fair Work Plan, which went into effect October 1, 2015.

    As background on this new policy, on June 22, 2015, President Janet Napolitano announced that minimum wages for its workers will be raised to $15 an hour over the next three years.

    This minimum wage requirement applies to both direct and service contract employees, requiring that they pay their employees a wage that meets or exceeds UC’s new minimum wage when hired to perform services on our campus.

    The mandated minimum is being implemented in scaled increment to allow time for the campuses to plan and budget for the cost of full implementation, increased to $13 an hour on Oct. 1, 2015, $14 an hour on Oct. 1, 2016 and to $15 an hour on Oct. 1, 2017.

    In addition to new UC Fair Wage requirements, Suppliers will also be required to agree to UC Fair Work requirements. This includes warranting that they are in compliance with applicable federal, state and local working conditions requirements, including but not limited to those set forth in Articles 11 (- Federal acquisition regulations - Commercial goods and services), 12 (- Equal opportunity affirmative action) and 14 (- Premises where services are provided) of the UC Terms and Conditions of Purchase (Rev. 10-15-15).

    New Supplier contracts will have the Fair Wage / Fair Work requirement incorporated in the final contract, either by reference to the UC Procurement Terms and Conditions on the Purchase Order or by incorporation in the final contract through a Business Contracts review.

    Suppliers with existing University contracts are being notified of the new requirement at the renewal stage and an amendment will be drafted to incorporate the new Article 25 Fair Wage Fair Work provision from the updated UC Procurement Terms and Conditions.

    The campus is being advised to allow additional negotiation time for requisitions involving applicable services, both to negotiate in the new policy language and finalize any associated price negotiations.

    Note that the new Fair Wage / Fair Work service requirements only apply to service agreements, not to agreements for the procurements of goods alone. Also, it does not apply to Public Works agreements with a wage determination at or above the UC Fair Wage or to contracts funded by extramural agreements.

    As part of monitoring and compliance, a new dedicated phone hotline is available to report complaints or issues directly to the Office of the President, 855-WAGES-UC. Also, an online complaint registration system is available for online reporting. Any supplier employee who is providing services to UC who believes his/her employer is not complying with the UC plan, or workplace laws, may call the hotline or use the online complaint registration system to report violations.

    For services that exceed $100,000 annually, at the Supplier’s expense, annual audits of suppliers will be performed by: 1) reviewing payroll records to confirm FW/FW compliance; 2) reviewing workplace policies and procedures to identify what processes/mechanisms exist to report complaints about workplace conditions or pay; 3) verify that any complaints submitted by employees were appropriately resolved; 4) make available FW FW work papers to UC internal audit upon request; 5) document any exceptions and management of corrective action in audit report; and, 6) document audit results on UC FW FW certification form and sending it to UC Procurement annually no later than 90 days after each 1 year anniversary of the agreement’s effective date. For transactions under $100,000, audits will be performed by UCOP Internal Audit.


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  • Directed Award (Sole Source)

    The California Public Contract Code and UC Business and Finance Bulletins require competitive bidding for procurement transactions involving an expenditure of $100,000 or more for goods or common services. Purchases from a specific supplier, or limited to a specific brand, or where substitutes to the suggested supplier or brand are deemed unacceptable, (i.e., a sole source purchase), must be accompanied by a written justification explaining the circumstances precluding competition.

    UC policy for purchase of goods and services requires competitive bids for purchase contracts of $100,000 or more. However, competition is not required for purchases of $100,000 or more if a purchase qualifies as:

    • Personal or professional services
    • Unique, proprietary, available only from a single source, or designated to be compatible with existing installation, facility, or location

    If competition is not sought for a purchase of $100,000 or more the department must provide a written Sole Source Justification Form.

    Approval of sole source request: All requests for Sole Source Justification MUST be approved by UCSC Procurement Services.

    How to Complete the sole source justification form:

    The Requesting department will:

    • Complete all sections of the Sole Source Justification Form. The requester must provide:
      • A clear statement of the unique performance factors of the product or supplier specified
      • Why those unique factors are required
      • What other products or suppliers were evaluated
      • The reason(s) for rejecting the other products or suppliers
    • Get the signature of the Principal Officer. By signing the form, the Principal Officer is certifying that he/she finds the justification accurate, factual, and complete to the best of his/her knowledge.
    • Scan the completed form and attach to the CruzBuy requisition (internal attachment).

    Procurement Services is available to discuss the proposed sole source transaction with you, to assess whether or not the situation qualifies for the bid exception.

    For more details on policy for requirements for competition and sole source, please see Business and Financial Bulletin (BUS) 43, Part 3, Purchase Transactions.


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  • Suppliers That Do Not Accept UCSC Purchase Orders

    The suppliers below do not accept UCSC purchase orders.

    Business Name PO Acceptance
    Amazon Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Costco San Jose and Sand City locations will not accept a UC Santa Cruz purchase order
    CVS/Longs Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Dollar Tree Store Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Global Industrial Equip. Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Staples, Inc Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Target Stores Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Trader Joe's Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Walgreens Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy
    Whole foods Will not accept a UC Santa Cruz purchase order - not enabled in CruzBuy

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  • Suppliers With Special Requirements

    The suppliers below have special ordering requirements.

    Costco
    Santa Cruz and Salinas Costco locations will accept a UCSC purchase order. (San Jose and Sand City Costco locations do not accept POs.) Costco does not accept POs for online internet orders on their website.

    Fisher Scientific (ThermoFisher)
    In stock items ship at no charge to UCSC. Additional charges apply for items with a SKU beginning with "NC" or "50", as Fisher does not normally stock these items.

    Fry's Electronics
    Inconsistent acceptance of purchase orders: use at your own risk. POs are only accepted at their retail locations.

    Home Depot
    • Bring printed PO and photo ID to Home Depot location.
    • Provide the "Pro Desk" with the PO and have them bring up the UCSC phone number: 831-459-4488 (printed on the PO in the Billing Address field).
    • Home Depot cashier will call their "Credit Services" to verify the account.
    • UCSC has one card for the entire University, which is Card No. 5 (Last name begins with A which means Anyone with a signed PO).
    • Home Depot cashier will enter all the information into the cash register so that the PO will appear on the receipt and on the statement.
    • Pro Desk hours: M-F 6am – 6pm, Sat 6am -3pm, Sun desk is closed.

    Invitrogen
    All orders are subject to $39.95 flat rate freight charge per order. $12.50 for primers. Dry ice charge may also apply. If using a quote, the quote number must be included as an external note from the CruzBuy checkout screens.

    OSH
    OSH maintains a "Nameless Account" for UCSC, not set up, or maintained, by Procurement Services. Shoppers need a copy of the PO and a photo ID. The cashier will call corporate office to verify that UCSC has an account. Account name is "UNIV CA SANTA CRUZ".

    Safeway
    Only POs with the UC Seal are accepted. Printed requisitions or order summaries are not accepted. Purchase orders can only be used at retail locations between 8:00am-8:00pm. For Safeway Gift Cards see the How To Buy Guide: Gift Cards.

    Sears
    Appliance orders must be made with UCSC's corporate account manager at (408) 937-1350.


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  • Overview

    University of California conflict of interest rules and State law generally prohibit a University employee from providing goods or services to the University as an independent contractor or participating in decisions in which they have a disqualifying financial interest.

    UC strives to avoid employee-vendor relationships both to comply with the law and to prevent the appearance of favoritism. If a potential employee-vendor relationship exists, you must disclose it in advance to UCSC Procurement Services.


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  • Employee Vendor Relationships

    An employee-vendor relationship is a relationship between a UCSC employee and a proposed vendor that might create a conflict of interest. An employee-vendor relationship exists when:

    • An employee proposes to rent, sell, or provide goods or services to the University
    • An employee owns or controls more than 10% interest in the vendor who proposes to rent, sell, or provide goods or services to the University
    • A former employee proposes to rent, sell, or provide goods or services to the University
    • A near relative of an employee currently provides, or is being proposed to provide, goods or services to the University
    • A near relative of an employee owns or controls more than 10% interest in the vendor who currently provides, or is being proposed to supply, goods or services to the University

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  • Employee Vendor Transactions

    Purchasing goods or services from UC employees is generally prohibited under California law unless the procurement falls within an allowable exception.

    • A department may purchase goods or services from UC students or employees with teaching or research responsibilities only if the goods or services cannot be obtained within the university or from an independent commercial source.
    • No purchase of goods or services may be made from a UC employee with teaching or research responsibilities before review and approval of the transaction by Procurement Services.
    • Requesting units must complete the Employee-Vendor Disclosure Form and submit it to the Business Contracts office before making any commitment to purchase goods or services from a UC employee. (Employee-Vendor Disclosure Forms submitted after the goods or services have been received by the University will require the grant of an exception by the campus Conflict of Interest Coordinator.)

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  • Near Relative Transactions

    Potential employee-vendor relationships resulting from the purchase of goods or services from the near relatives of UC employees must be disclosed in advance. An analysis of the relationship may result in approval if, and only if, the UC employee has not influenced, participated or is involved in any way in the University's decision to purchase from an employee's near relative.

    • No purchase of goods or services may be made from the near-relative of a UC employee before review and approval of the transaction by the Procurement Services Director.
    • Requesting units must complete the Employee-Vendor Disclosure Form and submit it to the Business Contracts office before making any commitment to purchase goods or services from a UC employee. (Employee-Vendor Disclosure Forms submitted after the goods or services have been received by the University will require the grant of an exception by the campus Conflict of Interest Coordinator.)

    Note: Near relatives are as follows: Spouse, domestic partner, child, parent, sibling, including step-relatives and in-laws in the same relationship to a UC employee.

    Contact: Business Contracts office.office.


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