Procurement Checklist

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) from the Controller's Office website.

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.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

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.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal

Additional Information and BearBuy Form Use:

• This documentation is not needed for catalog items from these suppliers.
• Preference is to shop for these items in the BearBuy catalogs: Apple, CDWG, Dell, SHI.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

Additional Information and BearBuy Form Use:

• 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.

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.

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.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

Additional Information and BearBuy Form Use:

• Contact the Facilities Department first before making a purchase.
• For services outside of UCSF standard custodial services, please check with your Department-Assigned Buyer.

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.

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).

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal

Additional Information and BearBuy Form Use:

• This documentation is not needed for catalog items from these suppliers.
• Preference is to shop for these items in the BearBuy catalogs.
• If item is not found in BearBuy catalogs, use the BearBuy Non-Catalog form to create a requisition for your purchase.

Supporting Documents Required:

• Supplier Quote or Proposal

Additional Information and BearBuy Form Use:

• Purchase these items from the BearBuy One Workplace punch-out.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

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.

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.

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.
• HIPAA is required—if the purchase involves Protected Health Information (PHI).
• IT Security Assessment is required—if the purchase involves web design or development.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

Additional Information and BearBuy Form Use:

• Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase.
• Preference is to shop for these items in the BearBuy SHI catalog.
• 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.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal

Additional Information and BearBuy Form Use:

• Use the BearBuy Amount-based PO form or Capital Equipment form to create a requisition for your purchase.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

Additional Information and BearBuy Form Use:

• Use the BearBuy Amount-based PO form to create a requisition for your purchase.
• If art is to be displayed in a public space, the Office of the Executive Vice Chancellor and Provost needs to be consulted on the purchase.

Supporting Documents Required:

• Insurance Certificate
• Supplier Quote or Proposal
• Statement of Work

Additional Information and BearBuy Form Use:

• Use the BearBuy Amount-based PO form to create a requisition for your purchase.
• HIPAA is required—if moving involves research information stored in the equipment or paper files with Personally Identifiable Information (PII) or Protected Health Information (PHI). 
• The Risk Management Department may need to be consulted to determine the need for a Business Associate Agreement (BAA).

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.
• For photography, a consent form is required; for onsite filming, a permit is required (obtain approval from University Relations Department).
• HIPAA is required—if the purchase involves Protected Health Information (PHI).

Additional Information and BearBuy Form Use:

• Purchase from the BearBuy VWR catalog.
• Departments track the usage and purpose (reporting to Bureau of Alcohol, Tobacco, Firearms (ATF) by department).
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