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Procurement and Supply Chain Services Announcements Archive

Nov202020
Change to Contracting Out Approval Process
Effective December 1, 2020 the contracting out approval process will transition from DocuSign to ServiceNow. Details regarding the ServiceNow process are available here. Information regarding CruzBuy process impacts are available here. Please review these changes to prevent any delays in processing your requisitions.​
Oct152020
Change to Quote and Bidding Requirements
Beginning November 1, changes to quote and bidding requirements will take effect. These new requirements change the number of quotes required for each purchase, and outline bidding requirements. See the full announcement for more information.
As of November 1, 2020, the following quote and bidding requirements will be in place:



Reasonable Price
Reasonable price can be established by market test, price or cost analysis, or the experience and judgment of the Buyer. Such judgment considers total value to the University. There is value to the University in purchases which meet the University's needs, such as those involving quality, quantity, delivery and service. A reasonable price need not be the lowest price available, but offers the highest total value to the University.

Exemptions to Competitive Bidding
UC Santa Cruz is committed to a policy of competitive procurement when competition is known to exist. However, there are certain cases where departments may be granted a bid exemption. Work with the PSCS Strategic Sourcing Team to determine if the goods and/or services may be exempt from bidding requirements.

A UCOP Source Selection & Price Reasonableness (SSPR) Justification Form must be completed by the requesting department to substantiate the appropriateness of a bid exemption request for all federally-funded purchases more than $10,000 and non-federally funded purchases more than $100,000 for federal and state audits.


Split Orders
Requirements for purchases shall not be artificially divided into separate transactions to avoid competition as defined in University of California BFB-BUS-43 Purchases of Goods and Services:

*As required by 2 CFR § 200.320, departments must obtain three (3) competitive quotes, bids or proposals for a purchase transaction more than $10,000.00.

**California Public Contract Code (PCC), sections 10507.7 et seq., requires the University of California to formally competitively bid the purchase of goods and/or services that exceed $100,000 per annual year unless an exception applies and the basis for the award is documented in writing. Requirements for goods and services should be publicly advertised.
Sep212020
Update to Independent Contractor Process per AB5
In accordance with Assembly Bill No. 5, a new Independent Contractor Request Docusign form has been created to facilitate the review and approval of hiring an Independent Contractor.

This form is the result of a collaboration between the Financial Affairs Procurement team and Accounting Services team. Please contact Accounting Services, at ab5@ucsc.edu , with any questions regarding this new process. Our Financial Affairs Technology team will be standing by, at finaff-tech@ucsc.edu, to assist with questions or issues surrounding the use of this form on the DocuSign platform.

To request use of an independent contractor, complete all blank fields on the DocuSign form. Once completed, sign, and click "Finish". The form will then be automatically routed to Accounting Services for review. If Accounting Services approves the use of an independent contractor, the form will be signed and you will receive an email notification stating your document has been completed. Click on the "View completed document" link within the email and save a PDF of the completed form. Create a requisition in CruzBuy and ensure to attach the PDF of the completed form when submitting.

IMPORTANT NOTE: If Accounting Services determines that an individual does not meet the qualification standards to be treated as an independent contractor, a requisition should not be submitted. If this occurs, contact your HR department if you are interested in hiring the person as an employee.​​
Sep152020

CruzBuy - Resuming Order Processing
​On September 8, 2020, the campus post-fire building assessment was completed and Mail & Receiving Services are up and running. All Cruzbuy requests can now be submitted

The reduction in requests allowed Procurement and the Mail and Receiving staff to focus on urgent/immediate issues critical to the fire response. Any non-urgent requests that were submitted between August 20, 2020, and September 8, 2020, along with any new requests, will be processed by procurement as soon as possible on a first come first serve basis. Please be aware that processing times may increase depending on the amount of requests received.

If you have any questions about mail/packages please contact receiving@ucsc.edu.​​​ ​

Aug192020
Financial Affairs Response Times Impacted
As with many campus units, there are a significant number of Financial Affairs staff impacted by the CZU Lightning Complex Fire. Response times for all Financial Affairs departments may be slower than usual. Be safe, everyone.
Jun12020
New Contracting Out Request and Justification Form
In accordance with Regents Policy 5402 and Article 5 of the SX and EX collective bargaining agreements, and the local K7 agreement, a new Contracting Out Request & Justification form has been created to facilitate the review and approval of contracting out.

This form is the result of a collaboration between the Financial Affairs Procurement team and the SHR Employee & Labor Relations (ELR) team. Please contact Labor Relations, at elrinfo@ucsc.edu, with any questions regarding this new process. Our Financial Affairs Technology team will be standing by, at finaff-tech@ucsc.edu, to assist with questions or issues surrounding the DocuSign platform.
Apr132020
Financial Affairs Response to COVID-19
During this unprecedented time, our entire UCSC community has been directly impacted by the magnitude of the global COVID-19 crisis. Many temporary adjustments have been, and continue to be, made to our financial policy and processes in order to accommodate our UCSC community and to help our campus navigate this difficult period.

For more information on the response and related resources, please visit our Financial Affairs Response to COVID-19 page.
Mar192020

Coronavirus Impact on Campus Deliveries
During the coronavirus shelter-in-place directive, three centralized delivery locations have been established for campus deliveries. For individuals shipping product to SOE Receiving, no changes. Likewise, Thimann Labs Receiving will continue to accept all packages with that shipping address. All other UCSC packages will be managed by UCSC Receiving, who will accept and hold all packages for Departments that are either closed or limited in hours of operations. This includes packages delivered by US Postal Service Mail, UPS, FedEx, and DHL as well as freight.

To arrange pickup at Central Receiving, please call (831) 459-2765 or email receiving@ucsc.edu.

Please keep in mind that, due to limited storage space, all purchases should be directly related to the continuation of university business while the shelter-in-place directive is active. If the purchase is not essential, please wait until the directive is lifted.

  • For orders already placed, all deliveries of items through third party carriers must inform the shippers of this change so that carriers can route packages to H Barn;
  • Receiving will accept these items and attempt, when possible, to contact departments;
  • Departments expecting shipment should, when possible, inform Receiving as to incoming shipments;
  • Mail and 3rd Party packages can be picked up by appointment - contact receiving@ucsc.edu for availability;
  • Departments not expecting to return until the end of the order should contact Receiving so longer-ranged storage can be arranged.

As a backup while the coronavirus shelter-in-place directive is active, UCSC product may also be shipped to an employee's residence. Here are the requirements:

  • Product must be needed for the continuation of university business during the shelter-in-place directive;
  • Hazardous/restricted are not allowed for home delivery and must be delivered to one of the centralized locations identified above;
  • The requester's supervisor must enter a CruzBuy comment or attach a note stating that he/she is aware that university product is being shipped to the specific employee's personal residence and that the product will be tracked to ensure it is returned to the university once the shelter-in-place directive is lifted;
  • Use "Special Instructions" ship-to code;
  • Enter shipping address in the internal notes field in the requisition. Each request will be reviewed by a buyer and will not be processed until all of the above are met.
Nov52019
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an email scam involving fraudulent purchase orders and requests for product quotations purporting to originate from UC Santa Cruz. While the university cannot prevent this illegal action, we are actively working to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • The email message is poorly written, with misspellings and awkward sentence structure
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order
  • The order designates a Ship-To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com or @ucsc.mygbiz.com
  • The message may include an attachment designed to look like a purchase order, and it may include a logo or other graphic, and in some cases, a signature
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises
  • The request lists the address of UC Office of the President in Oakland, which is not a UCSC address
  • The request includes the title of Procurement Chancellor, which is a fictitious position
If you believe you have received a fraudulent order or quotation request, you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding. You may also contact the Procurement Services department by telephone at: 831-459-2311.
May32019
Fiscal Year 2018-2019 Year-End Closing Schedule
Our current fiscal year, FY19, will end on June 30, 2019. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2018-2019 Schedule.
Nov12018
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an email scam involving purchase orders and requests for product quotations purporting to originate from UC Santa Cruz, but are in fact fraudulent. While the university cannot prevent this illegal action, we are actively working to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • The email message is poorly written, with misspellings and awkward sentence structure.
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order.
  • The order designates a Ship To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises.
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com or @ucsc.mygbiz.com.
  • The message may include an attachment that is designed to look like a purchase order, and may include a logo or other graphic, or a signature.
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises.
  • They list the address of UC Office of the President in Oakland, which is not a UCSC address.
  • They include the title of Procurement Chancellor, which is a fictitious position.
If you believe you have received a fraudulent order or quotation request you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding. You may also contact the Procurement Services department by telephone at: 831-459-2311.
Oct232018
New "After the Fact" Process Implementation and Form
PSCS is implementing a new ATF Justification for Unauthorized Purchases process, effective November 1, 2018, which employees of the University who request goods and services need to make themselves aware of. An ATF purchase order occurs when a University employee places an order with a supplier without first completing a CruzBuy requisition and establishing a Purchase Order.

ATFs can create significant problems for the University. In many cases, the ATFs result in higher costs for goods and services than might have been paid through standard purchasing methods or by utilizing contracted suppliers. Historically, ATF purchases result in supplier purchase agreements with unfavorable terms and conditions, violate the University’s purchasing policies, place the University at risk financially, and create additional, often unnecessary, work for administrative support staff.

ATFs will NOT be processed and approved by PSCS through CruzBuy after November 1, 2018 without an ATF Justification form completed and attached.
Oct222018

October 22, 2018
Costco will not accept our POs as of October 19, 2018. We encourage your department to consider other suppliers such as Safeway in West Santa Cruz. Another option is our new Corporate Travel and Entertainment (CTE) card program. If you are interested in finding out more about the card, please contact Ivan Ditmars in Financial Affairs.

Jul162018
Uniform Guidance Implementation
Uniform Guidance (UG) is the set of rules and regulations that governs the administration of federally funded projects during their lifespan. The bulk of Uniform Guidance went into effect on December 26, 2014, but much of the guidelines that impact University Procurement Services were delayed. To be compliant with UG standards, PSCS has implemented these guidelines effective July 1, 2018. This implementation is a requirement for UCSC to remain eligible to receive federal funds.

If you are involved in the purchase of goods and services for sponsored projects, please review the recently posted guidelines on Uniform Guidance. The UCOP Source Selection & Price Reasonableness Justification Form is to be completed by the requesting Department and attached to the CruzBuy requisition for all federally funded purchases greater than or equal to $10,000.
May22018
Fiscal Year 2017-2018 Year-End Closing Schedule
Our current fiscal year, FY18, will end on June 30, 2018. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2017-2018 Schedule.
Apr122018

Jaggaer, the developer for CruzBuy, is still working to resolve the connectivity issue their clients have been experiencing for the last few days. Procurement will provide additional information as it becomes available.​​

Nov12017
Welcome Aboard CMRS!
We are pleased to announce that Copier, Mail and Receiving Services (CMRS) has joined Financial Affairs as of 11/1/17.
Along with Procurement Services, CMRS will be part of the newly formed department, Procurement and Supply Chain Services.

You can find more detail on these changes and help us welcome CMRS here.
Sep222017
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an email scam involving fraudulent purchase orders and requests for product quotations purporting to originate from UC Santa Cruz, but are in fact fraudulent. While the university cannot prevent this illegal action, we are actively working to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • The email message is poorly written, with misspellings and awkward sentence structure.
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order.
  • The order designates a Ship To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises.
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com or @ucsc.mygbiz.com.
  • The message may include an attachment that is designed to look like a purchase order, and may include a logo or other graphic, or a signature.
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises.

If you believe you have received a fraudulent order or quotation request you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding. You may also contact the Procurement Services department by telephone at: 831-459-2311.

May152017
UCSC Procurement Services e-Newsletter
A new edition of the Procurement Services Newsletter is now available. Click here to view the newsletter.
Apr282017
Fiscal Year 2016-2017 Year-End Closing Schedule
Our current fiscal year, FY17, will end on June 30, 2017. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2016-2017 Schedule.
Aug32016

FIS Banner Unavailable
FIS Banner will be unavailable from noon, Monday, 8/8, through 7am, Tuesday, 8/9, while the annual Budget Roll processes are performed. CruzBuy will be available but any order submitted during this time will not process until the budget roll is completed.

Jul12016

CruzBuy Goes ERF-less!
ERFs are no longer required for meal-related purchases made solely through CruzBuy. More detail on changes to the entertainment reporting process can be found here. For questions, contact entertainmenthelp@ucsc.edu.

May62016

Fiscal Year 2015 - 2016 Year-End Closing Schedule
Our current fiscal year, FY16, will end on June 30, 2016. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements. A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2015-2016 Schedule.

Apr282016

UCSC Procurement Services e-Newsletter
A new edition of the Procurement Services Newsletter is now available. Click here to view the newsletter.

Oct202015
Fair Wage/Fair Work Plan
Procurement Services has implemented 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. Click here to learn more.
Oct192015

UCSC Procurement Services e-Newsletter
A new edition of the Procurement Services Newsletter is now available. Click here to view the newsletter.

Sep12015

CruzBuy Gift Card Catalog Implementation
Introducing a new National Gift Card (NGC) catalog for the purchase of Gift cards used as non-cash employee awards or non-cash gifts to non-employees. This catalog within CruzBuy allows for gift cards to be purchased and sent directly to the requester, with e-invoicing from NGC to settle the payment. This meets Procurement Services continuing efforts to identify opportunity for streamlining of order processing while meeting minimum policy requirements, generating cost saving, and insuring minimum risk to the university. Click here to learn more.

Jun252015

CruzBuy Supplier Quote Requirements
While best practice would be to have a quote on every order, we understand it’s not always practical or efficient on low value purchase orders. Backing up your purchase requisition with pricing information such as a quote, email with pricing, or screenshot of website pricing would support and assist if any transactional issues were to arise with invoicing, or a dispute at a later date around the original terms of the order. Click here to learn more.

Jun12015

Campus Delays Implementation of New Federal Procurement Rules
University of CA - Santa Cruz will delay implementation of the new federal procurement rules found at 2 CFR Part 200, beginning with section 200.317, until July 1, 2016. Procurement Services will continue to follow the federal procurement rules found in Office of Management and Budget (OMB) Circular A-110. This deferment is authorized in Section 110-6 of the Frequently Asked Questions released by OMB and the Council on Financial Assistance Reform (COFAR) on August 29, 2014.
For more information see Uniform Guidance.

May12015

Fisher First!
The Fisher First program makes Fisher Scientific the flagship distributor for Life and Science chemicals, consumables, equipment, and laboratory supplies for the UC System. The agreement, based on the combined spending power of the 10 UC campuses, is expected to generate benefits greater than $10M in the first year alone. In addition, Fisher was awarded exclusive distribution for Corning brand C-contract items. Click here to learn more.

Mar302015

CruzBuy Upgrade
The 15.1 Upgrade, available in CruzBuy on Monday, 3/30, includes two new features: Dashboards / Widgets, and Favorites folder search functionality.

Click on the links below to learn more about these new features.

Favorite Search Engine Quick Guide

Dashboard and Widgets Quick Guide

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