Procurement Checklist

Questions? Contact SCM Response Team

Overview

Breakdown of required supporting documents/attachments required on requisitions for different purchase types under $100K.

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 AssessmenTInsurance
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 Servicesyes

If purchase involves Protected Health Information (PHI)		yes*yes yesUse 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*yesyesyesUse 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

(0Including Individual or independent professionals)

yes

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

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

Freight-Goods Transportation Service  yes yesUse the BearBuy Amount-Based PO Form to create a requisition for your purchase.
Drug Enforcement Agency (DEA) Controlled Substance (Drugs/Pharmaceuticals)  yes yesUse the BearBuy DEA Controlled-Substances Form to create a requisition for your purchase.
Custodial Service  yesyesyes

Contact the Facilities Department first before making a purchase.

For services outside of UCSF standard custodial services, please check with your Department-Assigned Buyer.

Employee Development/
Training		  yesyesyesUse 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    yesPurchase these items from the BearBuy One Workplace punch-out.
Printing and Mail Handling  yesyesyes 
ReadyRefresh (Arrowhead)    yesUse the BearBuy Standing Order Amount Form to create a requisition for your purchase.
Repair/Maintenance  yes yesUse 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 yesUse the BearBuy Amount-Based PO Form to create a requisition for your purchase.
Software and Software Licensesyes

If purchase involves Protected Health Information (PHI)		yes*yesyesyes
  • 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 AssessmentInsurance
Certificate		Statement 
of Work 		Supplier Quote or Proposal Additional Information
and BearBuy Form Use
Leases (vehicle, capital, operational); not including real estate leases  yes yesUse the BearBuy Amount-Based PO Form or Capital Equipment Form to create a requisition for your purchase
Music and Arts  yesyesyes
Moving Expenses (e.g.; research equipment)yes*

If purchase involves Protected Health Information (PHI)		 yesyesyes

* 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 Servicesyes

If purchase involves Protected Health Information (PHI)		 yesyesyes
  • 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

Capital Equipment

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • 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

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.
  • HIPAA is required—if the purchase involves Protected Health Information (PHI).
  • IT Security Assessment is required—if supplier handles or stores University of California (UC) data or connects to the UC network.

Cloud Software - Related to services

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
  • Statement of Work
Additional Information and Requirements:
  • Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.
  • HIPAA is required—if the purchase involves Protected Health Information (PHI).
  • IT Security Assessment is required—if supplier handles or stores University of California (UC) data or connects to the UC network.

Computers and Peripherals

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • 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

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
  • Statement of Work
Additional Information and Requirements:
  • Fair Wage/Fair Work may apply to these purchases.
  • For individual professionals or contractors, please also include the Pre-Hire Worksheet and the Conflict of Interest Form
  • HIPAA is required—if the purchase involves Protected Health Information (PHI).
  • IT Security Assessment is required—if Personally Identifiable Information (PII) or National Provider Identifier (NPI) information is accessed, transmitted or stored.

Freight-Goods Transportation Service

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.

Drug Enforcement Agency (DEA) Controlled Substance (Drugs/Pharmaceuticals)

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Use the BearBuy DEA Controlled-Substances Form to create a requisition for your purchase.

Custodial Service

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
  • Statement of Work
Additional Information and Requirements:

Employee Development/ Training

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
  • Statement of Work
Additional Information and BearBuy Form Use:
  • Use the BearBuy Professional Services / Independent Consulting Form to create a requisition for your purchase.

Facility Rental Services

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Requirements and BearBuy Form Use:
  • 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)

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Preference is to shop for these items in the BearBuy catalogs.
  • This documentation is not needed for catalog items from these suppliers.
  • If item is not found in BearBuy catalogs, use the BearBuy Non-Catalog Form to create a requisition for your purchase.

Office Furniture

Supporting Documents Required:
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Purchase these items from the BearBuy One Workplace punch-out.

Printing and Mail Handling

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
  • Statement of Work

ReadyRefresh (Arrowhead)

Supporting Documents Required:
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Use the BearBuy Standing Order Amount Form to create a requisition for your purchase.

Repair/Maintenance

Supporting Documents Required:
  • Insurance Certificate
  • Supplier Quote or Proposal
Additional Information and BearBuy Form Use:
  • Use the BearBuy Amount-Based PO Form to create a requisition for your purchase.