Supply Chain Management (SCM) has developed a new ordering process in response to the difficulties customers have experienced when placing orders for Neuropixels and other items from Imec, Inc (IMEC). New procurement arrangement for Imec orders (Neuropixels)IMEC and Avantor (VWR) have agreed to collaborate to streamline ordering. UCSF customers can request quotes and place orders for Neuropixels through VWR’s BearBuy punchout, shown below. The attached “Neuropixels Ordering Guide” outlines the process for requesting quotes and placing orders for Neuropixels (or any IMEC product). Background InformationAvantor (VWR) will manage transactions for IMEC orders under the terms of their UC agreement, eliminating the need for exceptional approvals, and will work behind the scenes to act as the Importer of Record and work directly with UC’s customs broker. For any questions, and to submit feedback to further streamline the ordering process for IMEC items please contact [email protected].
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The Greenphire Program achieved a significant financial milestone during its beta phase. With the program now out of beta, we have enhanced the funding model to simplify processes and increase flexibility.
The new HD Supply punch-out is live in BearBuy. The catalog has replaced the hosted catalog and the Home Depot Pro punch-out and provides streamlined access to a broad range of Maintenance, Repair & Operations (MRO) and Janitorial & Sanitation (JanSan) products. You can find the new catalog under the Facilities and Construction section on the BearBuy landing page.Key MRO Products Shoppers Can OrderTools, hardware, and building suppliesElectrical and plumbing materialsHVAC componentsSafety equipment and facility maintenance itemsKey JanSan Products Shoppers Can OrderCleaning chemicals and disinfectantsPaper goods and dispensersWaste collection suppliesFloor care equipment and accessoriesThese additions expand UCSF’s ability to efficiently source essential facilities and maintenance supplies, improving product access, pricing consistency, and order visibility within BearBuy.
UCSF will showcase its commitment to small business partnerships and operational excellence at its second annual Continuous Improvement Fair, December 16, from 11 a.m.-4 p.m. (with 10 a.m. Early Bird Access) at the Mission Bay Conference Center’s Robertson Auditorium in San Francisco. A key highlight of this year’s fair will be the feature from the Small and Local Business Office’s Small Business Database Synchronization project, which will be showcased during the poster sessions. This innovative initiative represents a significant step forward in streamlining the identification and engagement processes for small businesses across the UCSF enterprise. The poster session will provide opportunities for departments to learn about process improvements and initiatives that can help drive progress toward the small business spending target. Attendees can demonstrate their support for these efforts and explore opportunities to collaborate on meaningful improvements across the UCSF enterprise. The event comes as the University continues working toward its goal of directing 25 percent of procurement spending to small businesses.UCSF closed fiscal year 2025 with 15.8-percent small business spend—significant progress that demonstrates the University’s dedication to supporting small and local suppliers while building a more inclusive supply chain.Register now for the Continuous Improvement Fair and join us to be part of UCSF’s continuous improvement journey and small business partnership expansion.
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Supply Chain Management (SCM) has integrated the Supplemental Form questions and approvals for Facility Rental and Meeting & Entertainment expenses into BearBuy forms.What’s Changing The following BearBuy forms now have new built in sections such as standardized event type selections, per-person meal estimates, etc., to collect the information previously captured on the Supplemental PDF Form: Facility Rental FormMeeting and Entertainment Payment Request FormRequisitions created with these forms and America To Go orders will automatically be routed to the exceptional approver based on information entered on the order. The Facility Rental Form requisitions will now automatically be routed to the Meeting & Entertainment approver for approval.*For invoices on Facility Rental purchase orders, suppliers will be asked to submit their invoices through Transcepta. Please have your facility rental suppliers submit invoices through Transcepta**. What This Means for You No more filling out or including the Supplemental Form with your invoice for Facility Rental POs and Meeting & Entertainment Payment Request Form transactions**. All required M&E details are now captured directly in the BearBuy form you’re already using.Keep track of your working attendee list right in BearBuy. Just enter information on the form or attach the working list on the form.No more chasing approval signatures on a PDF! Requisitions requiring approvals from the M&E Approver or Exceptional Approver will route to the appropriate person automatically within BearBuy**. Updated Guidance and Resources SCM has updated our materials on the website to reflect the new process, including updated instructions for Facility Rental and Meeting & Entertainment Payment Request Form. If you have questions about how these changes affect your transactions, please submit a ticket to the SCM Response Team. These updates will reduce paperwork and facilitate transactions more efficiently. Thank you for your partnership on these improvements. *For America To Go transactions, only exceptional event types trigger automatic approval routing. Please continue using existing processes, such as the Supplemental Form to obtain approval for all other types of exceptions, including when the meal exceeds per person limits.Facility Rental requisitions will no longer be routed to the Requisition Approver as they will be routed to the Meeting & Entertainment Approver instead. **Requisitions submitted before December 5, and any purchase orders already created from those requisitions, will continue to follow the old process. This means departments will need to complete the Supplemental PDF form for those in-progress transactions and email them to SCM with the invoice. Only requisitions submitted on or after December 5 will use the new built-in BearBuy fields and no longer require the Supplemental Form.
When Chancellor Sam Hawgood announced that UCSF will gain institution-wide access to OpenAI’s ChatGPT, it marked a major step forward in supporting safe, secure, and ethical use of generative artificial intelligence (AI) in research, education, and operations. Behind the scenes, Supply Chain Management (SCM) played a pivotal role in making it happen. One week before the State of the University, UCSF was asked to finalize the agreement to ensure the announcement could move forward. Although a systemwide University of California (UC) agreement with Open AI was already in place, significant work needed to be done locally to validate terms, establish supplier onboarding, and ensure compliance with UC policies. Over the course of a few days, teams across UCSF collaborated. SCM Supplier Registration’s Ruvic De La Rosa and Roscelle Arceo expedited the supplier registration process, ensuring OpenAI was onboarded promptly. At the same time, SCM Strategic Sourcing’ Susan Riddle reviewed the UCOP contract, compared the terms against OpenAI’s proposal, and guided IT and internal partners through what should—and shouldn’t—appear in the final documents. As the requisition came together, SCM Buyer Leonard Casanares prioritized the deal, tracked down missing paperwork, resolved risk issues, and verified compliance with UC policy. In close partnership with SCM, IT’s Hannah Chin and Mary Williamson assembled and completed an accurate requisition that enabled all subsequent SCM steps to move efficiently. Through this tight collaboration and shared urgency, SCM issued the purchase order two days before the deadline. SCM’s work on this agreement highlights the expertise, coordination, and precision required to deliver complex, high-impact procurements on short notice. It is an example of how SCM helps to turn UCSF’s vision into operational reality. “This project shows what Strategic Procurement does best; we turn ideas into actionable results. Our team’s rapid collaboration opened the door for UCSF to shape the future of secure, responsible AI, and I can’t say enough about the professionalism and skill demonstrated by all involved.” Andrew Clark, Executive Director, Strategic Procurement
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Coming soon: Enhancements to BearBuy Meeting & Entertainment Transactions.
