As a public entity, our UCSF procurement processes are subject to federal and state laws, along with University of California (UC) systemwide policies. These laws and policies ensure that procurement activities are conducted fairly, transparently and in the best interest of the public. While these requirements are important, they also mean that our procurement contracting process takes longer than it would in a private organization.Before you get started on a contract, you should know that, in most cases, UCSF does not need a dual-signed contract from your suppliers. We are permitted to do business using our purchase order (PO), which is a contract that binds UCSF to pay the supplier for goods and services. (Note: if you are buying services, you will want to include a statement of work (SOW), but in most situations no additional contracts or legal language is required.) When your supplier does require a contract from UCSF, please allow at least 30 days for the negotiation of that contract. During contract negotiation, our team of professional buyers work with the supplier to craft a custom agreement starting with UC’s standard contract template (as is required by policy).The supplier then has an opportunity to redline that document and return it back to UCSF. These changes must be reviewed, and many changes are required to be escalated to different UC departments including IT Security, Human Resources, Risk Management, Privacy, and others on campus to make sure your department does not violate UC policy or state and federal laws. We understand that this extended timeline can be frustrating, especially when you need a product or service quickly. If you find yourself in this situation, here are three tips to getting your procurement issued quickly and with full compliance:Use a supplier who already has agreed to UC’s terms and conditions and does not require additional contracting. UC has more than 400 agreements covering lab supplies, professional services, facilities, travel, and a wide variety of other goods and services. Your department buyer can help you find a contracted supplier. Note, many of these suppliers also have been competitively bid, which simplifies justifications (e.g. Sole Source Justifications) at the time of ordering. Let your supplier know that you have tight deadlines and cannot afford a lengthy negotiation process and would prefer that they accept our PO, which legally binds UCSF to pay them.If they push back on using a PO, let them know that they will need to work quickly with Supply Chain Management (SCM) Procurement or you may not be able to use their services.Submit your request as early as possible, giving Procurement time to review the contract and work with the supplier is your best bet for completing your transaction. For example, fiscal year 2024 is coming up and we would be happy to help you work on your FY24 renewals and procurements right now.If you have questions or concerns about UCSF’s Procurement contracts process, please submit a ticket to the SCM Response Team. We are here to help and are committed to meeting your needs while also ensuring that we follow University regulations.
University of California (UC) Strategic Sourcing is warning the UC community that telecommunication services provider T-Mobile is unable to meet its minimum cybersecurity requirements. These deficiencies became clear when UC issued a systemwide request for pricing (RFP) for telecommunication services, including cellular services.In the last few years T-Mobile has suffered numerous high-profile breaches that have resulted in the exposure of sensitive data of over 100 million customers, with the most recent breach reported on January 19, 2023.It also has come to Strategic Sourcing’s attention that T-Mobile representatives have continued to try to sell their services directly to UC locations. Based on the findings of the RFP, and continuing reports of breach activity involving sensitive customer data, please exercise extreme caution if your location has been solicited by T-Mobile or is considering purchasing services from them.T-Mobile's primary competitors, AT&T and Verizon Wireless did meet UC’s security requirements and have been awarded systemwide agreements as a result of the telecommunications RFP.
During the Pandemic, Supply Chain Management’s (SCM) COVID store was created as a conduit to distribute critical supplies to campus. On February 28, Governor Gavin Newsom declared the COVID state of emergency over and with supply chain related delays minimized, SCM has closed the COVID store (effective March 20).Over three years the COVID store fulfilled over 2,600 orders for 87,000 items. These supplies were either purchased in bulk or provided via the California Office of Emergency Services.Items that were available via the COVID store, including personal protection equipment, hand sanitizer and sanitizing wipes, are available from many suppliers in BearBuy.
Two new separate punchout catalogs are now available in BearBuy: Henry Schein and Stygian HC LLC. The Henry Schein punchout has replaced the previous hosted catalog and offers the University’s contracted discounts.Stygian was announced last month as Supply Chain Management’s new small business partner. Read more about Stygian here.
On May 1, 2023, Governor Gavin Newsom proclaimed May 2023 as “Small Business Month” in California. With that in mind, UCSF is hosting a Small Business Virtual Fireside Chat on May 31 from 1 p.m. to 2 p.m. A collaboration between Supply Chain Management (SCM) and the Anchors Away team, the event will feature a panel discussion with several small businesses who are active BearBuy suppliers.California small business facts:California has more than 4.2 million small businesses – more than any other state. Small businesses account for more than 99 percent of total businesses in the state and employ more than seven million people, nearly half of the state’s private sector workforce. Small businesses and entrepreneurs accelerate economic growth and mobility in California, creating two-thirds of net new jobs.For questions, feedback or assistance, please contact SCM Strategic Sourcing Professional Marliz Copado.
The University of California (UC) Central Travel Office has a systemwide car rental program with Enterprise, Hertz, National, Dollar and Thrifty that offers business travelers the most economical pricing, including comprehensive insurance coverage for rentals within the United States (does NOT apply to personal rentals). Coverage can prove expensive if liability insurance (Loss Damage Waiver (LDW)) is added to business rentals and reimbursement is approved when the trip is over. The University may be paying extra for something that should not have been charged. When picking up a car, travelers should look for the following two items on the contract before driving off the lot: UC’s Campus Corporate Discount Program (CDP). If there is no campus designation printed on the contract, you may be paying a higher rate and will be responsible for any damage claims made by the rental company and/or a third party; Optional Services/Coverage (LDW/CDW/CSL/SLI) should show as DECLINED. Any purchase of additional insurance for rentals within the United States is not a reimbursable expense. Travelers renting internationally should contact their campus risk manager for advice and recommendations as each country has different laws and coverage requirements. Payment Holds Hertz recently updated their policy for authorization holds, outside the cost of the rental. For those using Visa credit cards, there will be a $200 hold, while the debit card hold has increased to $500. For National/Enterprise renters, the authorization hold is $300 on any form of payment. Upcoming Webinars You can register for all upcoming webinars, including a new one on Managing Airfare (from booking to credits). Register here.
Alaska Airlines is offering an opportunity for University of California (UC) travelers to gain MVP premier status through the end of 2023. You will be required to register with your official UC email address (see promotion details below). Once registered, travelers will automatically get MVP status and those already with status will advance one level (up to MVP Gold 75K).The UC and MVP benefits can be combined, but only if tickets are booked with any of UC’s preferred agencies (including Anthony Travel, Balboa Travel, BCD Travel and UCLA Travel Center). While UC’s contract with Alaska offers priority boarding, access to free preferred seats and potential for premium class upgrades at the airport (based on availability), MVP status provides at least TWO free checked bags and express security line at select airports. This may present a significant cost savings benefit for those traveling on longer flights across the country where luggage and seating are of importance. We encourage you to register today.Alaska Airlines Elite Status Challenge for UC DetailsRegister here by December 31, 2023, and within 10 days of registration you’ll be upgraded to MVP status good for 180 days. (check your email for confirmation and verification)Fly with Alaska within those 180 days to earn an even higher level of elite status, which you’ll enjoy through December 31, 2024.**Fly 2 round trips on Alaska to keep MVP status. Fly 4 round trips on Alaska to earn MVP Gold status. Fly 10 round trips on Alaska to earn MVP Gold 75K status.
Under University of California (UC) G-28 Travel Regulations policy, reimbursing employee commuting expenses to a campus location is not allowed. For this reason, UCSF employees whose job duties are classified as “fully onsite” or as “flexible” are not eligible for reimbursement of costs to travel to UCSF locations.However, for UCSF employees whose job duties are classified as “fully offsite,” the work location is not a University location. The fully offsite arrangement is for the convenience of UCSF and thus the employee’s home is considered as the work location. The employee may be reimbursed for travel expenses to a UCSF location if they meet the following requirements:Travel may not be more frequent than four trips per fiscal year.The employee’s home location must be outside of the nine San Francisco Bay Area counties: San Francisco, Marin , Alameda, Santa Clara, Sonoma, Solano, San Mateo, Napa and Contra Costa.Due to the changing policy and operational environment, this guidance will be re-evaluated in 12 months.As with all reimbursements, the employee and their department are responsible for complying with relevant UC policies and procedures. If you have questions, please contact your supervisor or the SCM Response Team.
Welcome to the new UCSF Supply Chain website. Learn about our move and the improvements made to simplify your experience.
