Procurement Checklist

The table outlines the required supporting documents/attachments required on requisitions for different purchase types as well as providing guidance on which BearBuy forms to use for these purchases.

Purchase Type
(Under $100K)

HIPAA (BAA) IT Security AssessmenT

Insurance
Certificate

Statement
of Work 

Supplier Quote or Proposal  Additional Information
and BearBuy Form Use
Capital Equipment  

 

yes   yes
  • Use the BearBuy Capital Equipment Form to create your requisition.
     
  • Provide the Custody Code and Asset Location in the Asset Management section of your cart.
     
  • Purchases involving trade-in: Fill out Equipment Inventory Modification Request Form (EIMR) Form from the Controller's Office website.
Cloud Computing Services yes

If purchase involves Protected Health Information (PHI)
yes* yes   yes Use the Software and Cloud Computing Form to create a requisition for your purchase.
Cloud Software - Related
to services
yes

If purchase involves Protected Health Information (PHI)
yes* yes yes yes Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.
Computers and Peripherals     yes   yes
  • Preference is to shop for these items in the BearBuy catalogs: Apple, CDWG, Dell, SHI.
     
  • This documentation is not needed for catalog items from these suppliers.
Consulting, contracting, Insurance/Finance service; Healthcare service; Security service

yes

If purchase involves Protected Health Information (PHI)

yes** yes yes yes

** If Personally Identifiable Information (PII) or National Provider Identifier (NPI) information is accessed, transmitted or stored.

Freight-Goods Transportation Service     yes   yes Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.
Drug Enforcement Agency (DEA) Controlled Substance (Drugs/Pharmaceuticals)     yes   yes Use the BearBuy DEA Controlled-Substances Form to create a requisition for your purchase.
Custodial Service     yes yes yes Contact the Facilities Department first before making a purchase.
Employee Development/
Training
    yes yes yes Use the BearBuy Professional Services/
Independent Consulting Form to create a requisition for your purchase.
Facility Rental Services     yes   yes
  • Use the BearBuy Facility Rental Form to create your requisition when you have a contract for your purchase.
     
  • Use the BearBuy Meeting and Entertainment Payment Request Form when you do not have a supplier contract.
     
  • All Facility Rental purchase order payments/invoices must be accompanied by the Supplemental Form (send to AP).
Goods - Supplies and Materials (Research; Lab; Office; Cleaning; Medical; Law Enforcement; Books; Lab Instruments)     yes   yes
  • Preference is to shop for these items in the BearBuy catalogs.
     
  • This documentation is not needed for catalog items.
     
  • If item is not found in BearBuy catalogs, use the BearBuy Non-Catalog Form to create a requisition for your purchase.
Office Furniture         yes Purchase these items from the BearBuy One Workplace punch-out.
Printing and Mail Handling     yes yes yes  
ReadyRefresh (Arrowhead)         yes Use the BearBuy Standing Order Amount Form to create a requisition for your purchase.
Repair/Maintenance     yes   yes Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.
Services – common services (graphics services, printing forms/stationary; audio/visual supplies; uniforms; lease and rentals, web design/ development, lab sequencing) yes

If purchase involves Protected Health Information (PHI)

yes*

For web design

yes   yes Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.
Software and Software Licenses yes

If purchase involves Protected Health Information (PHI)
yes* yes yes yes
  • Preference is to shop for these items in the BearBuy SHI catalog.
     
  • Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.

* If supplier handles or stores University of California (UC) data or connects to the UC network.

LESS COMMON PURCHASE TYPES
(Under $100K)
HIPAA (BAA) IT Security Assessment Insurance
Certificate

Statement
of Work 

Supplier Quote or Proposal  Additional Information
and BearBuy Form Use
Leases (vehicle, capital, operational); not including real estate leases     yes   yes Use the BearBuy Amount-Based PO Form or Capital Equipment Form to create a requisition for your purchase
Music and Arts     yes yes yes
Moving Expenses (e.g.; research equipment) yes*

If purchase involves Protected Health Information (PHI)
  yes yes yes

* If moving research information stored in the equipment or paper files with Personally Identifiable Information (PII) and Protected Health Information (PHI). The Risk Management Department may need to be consulted to determine the need for a Business Associate Agreement (BAA).

  • Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.
     
Photography and Video Services yes

If purchase involves Protected Health Information (PHI)
  yes yes yes
  • Use the BearBuy Professional Services/ Independent Consulting Form to create a requisition for your purchase.
     
  • For photography, a consent form is required; for onsite filming, a permit is required (obtain approval from Univerity Relations Department).
Tax-Free Ethyl Alcohol          
  • Purchase from the BearBuy VWR catalog.
     
  • Departments track the usage and purpose (reporting to Bureau of Alcohol, Tobacco, Firearms (ATF) by department).

For questions regarding this checklist, email [email protected].

Updated as of June 8, 2018