Procurement Trainings in LMS |
We are excited to announce the relaunch of our Procurement Training Courses offered through the UCSB Learning Center (LMS)! The courses cover a variety of topics pertaining to various Purchasing procedures and protocols including procurement and contract law, conflict of interest, vendoring procedures for Gateway, signing contracts, restricted commodities, federal procurement requirements, customs brokers, when a contract is needed and more!
The first round of courses begin Aug 6, 2024. Enroll using the links below.
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1. Purchasing Basics & the Public Contract Code- Reviewed are the CA procurement law, UC purchasing policies such as bids, small business, conflict of interest, and data security. We also discuss signing documents and purchasing ethics as a public employee.
2. Vendoring Basics - Information on the process for adding a vendor, editing a vendor, who to contact when in need of assistance, what does and does not go into Gateway, and review of additional informational resources such as our website and vendor forms.
3. Conflict of Interest - This class reviews conflict of commitment, use of University resources, and transactions involving current and former UC employees and near relatives of UC employees.
4. Restricted Commodities & Customs - This course goes over the highlights of the UCSB Campus Restricted Commodity List, and the routing/approval requirements for Importing goods and Export Control.
5. Federal Purchasing + Form A review - We review the various procurement requirements in the Federal Acquisition Regulations (FAR) and Office of Management and Budget (OMB - Uniform Guidance) for federal contracts & grants. Includes overview of the Form A, and what constitutes a justifiable sole source and price reasonableness statement.
6. Purchase and Revenue Contracts - Sometimes a procurement transaction can be a simple Purchase Order, and sometimes you need a contract. We'll discuss what needs a contract, what to look out for in Click-to-Agree contracts, and problematic provisions for the University.
7. Independent Contractors & Contracting Out for Covered Services - Reviewed in this brief training are the California labor law (AB5) and UC labor policy (Article 5) governing hiring vendors in certain labor categories
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UCSB awarded several vendors competitively bid contracts for event rental services. These additions are part of our ongoing efforts to enhance service delivery and provide a broader range of options to support your needs.
These suppliers met the University’s requirements and bring expertise in special event rental services, ensuring that we can better meet the diverse demands of our campus community. Whether you're seeking to hold a small or a large public event, these additions aim to streamline procurement processes and improve accessibility to meet your needs.
To utilize the UCSB contracted pricing and ensure efficient service, we kindly remind all departments to reference contract numbers when contacting these suppliers for quotes.
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Bright Event Rentals LLC
Contact Person:
Tina Alonzo
Email & Phone:
tina@bright.com 805.566.3566
Contract #: 24341
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| LBPS Events Inc. dba SPARK Creative Events
Contact Person:
Lani Ballonoff
Email & Phone:
lani@sparkcreativeevents.com 805.880.1298
Contract #: 24342
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Santa Ynez Valley Elite Events
Contact Person:
Yajahira Gonzalez
Email & Phone:
info@syveliteevents.com 805.686.1500
Contract #: 24343
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| The Tent Merchant Inc.
Contact Person:
Sherine Leenhouwers
Email & Phone:
info@thetentmerchant.com 805.963.6064
Contract #: 24344
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Town & Country Events Rentals, LLC
Contact Person:
Kirk Pallotto
Email & Phone:
kpallotto@townandcountryevents.com 818.908.4211
Contract #: 24345
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| URS Operations, LLC dba PRO EM National Event Services
Contact Person:
Christopher Soares
Email & Phone:
chris.soares@proem.org 626.246.0244
Contract #: 24346
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| Waveform Events LLC dba Waveform Events Entertaining & Lighting
Contact Person:
Kris Apodaca
Email & Phone:
kris@waveformevents.com 800.381.0736
Contract #: 24347
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Vendor Blankets Active for 10 Years
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Per UC policy BUS-43, purchase orders and contracts cannot exceed a ten year period. We are seeing VB Revision requests to extend VB's dating back to 2014 and 2013. Accordingly, we have to return such requests and ask your departments to issue a new VB. Please check the end dates on your department's VB's to give yourself and your vendors time to transition to a new PO number for invoicing.
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Looking for Pre-Gateway POs? |
On July 1, 2024 the Purchase Order Repository System (PORS) was archived and is no longer accessible by the campus community. PORS was a legacy image repository system for high value Purchase Orders that pre-dated Gateway, which were issued by the prior Purchase Order system (POTS) through 2012.
If you need a copy of archived purchase order in the future, please submit a ServiceNow request:
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Searching for Suppliers in Gateway |
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Starting July 15th, Gateway supplier searches will look a little different due to a system update. Please go to the link to find a guide with screenshots to help assist you with this new experience. The biggest change is the updated user interface and additional filters, but overall the functionality remains the same. Note: the status filter defaults to active.
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UC Santa Barbara Announced as a Leader in Sustainable Electronics Procurement with a 2024 EPEAT Purchaser Award |
UC Santa Barbara has been recognized as a 2024 EPEAT Purchaser Award winner, celebrating leaders in sustainable electronics procurement. The award comes from the Global Electronics Council (GEC), the non-profit organization that manages the EPEAT ecolabel. EPEAT allows UC Santa Barbara to efficiently address the lifecycle impacts of the electronics we purchase, including computers, displays, printers, copiers, network equipment, mobile phones, servers, photovoltaic modules, inverters, and televisions.
We use EPEAT in purchasing contracts to require that our vendors only provide electronics that meet strict sustainability criteria. These products are more energy efficient, less toxic, longer lasting, and easier to recycle than products that do not meet EPEAT criteria while addressing labor and human rights issues along the entire supply chain.
You’re invited to attend the EPEAT awards ceremony on Thursday, July 25 at 10:00 am. Click here to register.
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Changes to Costco ordering |
Costco is no longer accepting new accounts using purchase orders. This was a decision made by Corporate for all the stores, not the local store. Departments with existing accounts are “grandfathered” in, and should see no changes at the membership desk. For more updated information on how PO’s work at Costco:
https://bfs.ucsb.edu/procurement/buying-goods-and-services/buying-at-costco
For departments wanting to buy from Costco and don’t already have an account, you can use the FlexCard for your membership fee and non-food/beverage purchases. (Food and beverage purchases can only be paid for with the Corp Card). Costco does not allow accounts in the UCSB or UCSB department name; rather they must be in the individual’s name. Visit the Costco membership desk to discuss how to use your FlexCard to setup a new account, and/or how to use your Flexcard or Corp Card for purchases. Any questions at the desk about UCSB should be directed to the manager Steven Gillespie.
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ODP Order Minimum and Fees |
All orders with Office Depot (ODP) are subject to an order minimum of $55 order value for free shipping. Orders that do not comply with such minimum order value will be processed subject to a special handling fee ($5.95).
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| Dear Gateway Users,
As per UC policy BUS-43 (p. 32), it is mandatory to direct all non-construction and non-federally funded purchases valued between $10,000 and $250,000 annually (excluding tax, but including shipping) to a certified Small Business (SB) or Disabled Veteran Business Enterprise (DVBE).
In line with our commitment to uphold this policy, we have introduced a new resource, the Small Business First Requisition Guide, and updated the Small Business First section in Gateway for requisition submissions. The Small Business First Requisition Guide offers comprehensive insights into the decision-making process and provides step-by-step instructions for submitting requisitions through Gateway. It is essential that you review this guide before initiating any requisitions within the specified value range.
Starting July 1, a new feature will be activated in Gateway to prompt your selection of the appropriate SB First category during requisition submission. If no selection is made, a reminder message will appear in the upper right corner of the requisition, prompting you to complete the Small Business First section located under Additional Order Details.
Should you have any queries or require assistance, please submit a ServiceNow ticket here.
For further information about UC Santa Barbara’s Small and Diverse Business program, please visit https://bfs.ucsb.edu/procurement/small-and-diverse-business-program.
Regards,
Jen D. Bowser
UCSB Sustainable Procurement Program Manager and Supplier Diversity Officer
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UCSB Procurement processing times |
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After pulling up your requisition, locate the "What's Next" section on the right side. The current status will appear in a green checkmark. You can also use the Comment tab to get in touch with the person assigned the requisition.
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