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Table of Contents
Directories for contacting Purchasing:
Supplier Tools for Developing Business
Opportunities with the University of California:
Welcome to UCSD
UCSD is an integral part of
the ten-campus, state-wide University of California system. In its
relatively brief history. It has won the respect and admiration
of the national and international academic community. UCSD is 10th
in the nation in the excellence of its graduate programs and the
quality of its faculty, according to a study by the National Research
Council and is highly regarded among undergraduate institutions
in a wide variety of fields.
Approximately 13,000 faculty and
staff, and 18,100 students make up the UCSD campus community.
Its reputation continues to attract leading professors and researchers
in the sciences, social sciences, engineering, arts and humanities.
Included among its faculty are five Nobel Peace laureates, 59 members
of the National Academy of Sciences, 77 fellows of the American
Academy of Arts and Sciences, 12 members of the American Philosophical
Society and 12 members of the National Academy of Engineering.
The main campus occupies 1,157
acres in La Jolla with related entities operating in many locations
around town. UCSD is made up of six established colleges, three
schools, and the Scripps Institution of Oceanography. The UCSD Medical
Center is a major teaching hospital with numerous affiliated medical
groups. UCSD houses the San Diego Super Computer Center and the
International Thermonuclear Experimental Reactor Project. A successful
Extended Studies & Public Service program (University Extension)
provides continuing and professional education for adults. Total
campus expenditures have increased from $411.6 million in 1984 to
$1 billion in 1997 (over 100 percent increase).
Facts about Purchasing
One of the functions of UCSD
Purchasing is to ensure that all conduct, in reference to the procurement
of goods and services on behalf of the University, is in accordance
with the procedures set forth by the Regents of the University of
California, the office of the President and the applicable laws
of the State of California.
We also ensure that in any business transaction the requirements
for competition have been met, negotiations have been conducted
according to established policies and no conduct of compromise to
the public trust is present.
We recognize the important services rendered by our suppliers
in helping us to fulfill requirements in an economical and efficient
manner. The supplier is our link with technology and, as such, is
very valuable to us. This guide is distributed to assist suppliers
in serving our campus more effectively.
All goods and services procured
by the University are done via the purchase order and Express Card.
UCSD Purchasing handles an annual dollar volume in excess of $140,000,000
in goods and services. We are open for business from 8:00 a.m. to
4:30 p.m., Monday through Friday, with the exception of legal and
University holidays. We encourage suppliers to make appointments
during business hours. Our central purchasing office is located
at the address below, with satellite purchasing offices scattered
throughout the community:
University of California, San Diego
Purchasing Department
10280 N. Torrey Pines Road, Suite 350
La Jolla, CA 92093
For Information Call: (858) 534-3084
Purchasing's Objectives
and Responsibilities
Our goal is to acquire (buy,
lease, rent, or lease-purchase) those things our UCSD departments
need at the lowest economical cost consistent with quality and time
considerations. Specifically, Purchasing:
- Establishes competition wherever
practicable including assisting in the development of procurement
specifications, soliciting and processing requests for quotations,
conducting negotiations for price, terms and conditions, and where
necessary, conferring with University Counsel for advise and resolution
of matters
- Ensures requirements for competition
have been met, any negotiations have been conducted according
to established guidelines, and prices to be paid are reasonable
in the particular circumstances
- Establishes annual price agreements
and contracts in accordance with sound procurement practices.
Such contracts and agreements include participation in UC wide
Planned Purchasing Programs, campus local agreements, speciality
contracts and consortium agreements;
- Maintains suitable sources of
supply by facilitating supplier outreach for campus requirements
and ensuring equal opportunity in University business contracting
- Assumes a proactive role with
campus customers to assure the effective management and delivery
of quality and expert procurement services
- Administers and maintains purchase
records for federal, state and internal procurement audits
- Designs, maintains and trains
effective procurement processes for use by campus customers.
Marketing Your Goods
and Services
Good marketing strategies are
largely dependent upon reaching the right people in an organization.
It is therefore important to understand how the target organization
is structured.
UCSD Campus Purchasing consists of central and satellite
purchasing offices. Satellite offices exist where the needs of a
particular campus department are so specialized as to warrant the
full time attention of a designated buyer or buying staff. These
buyers procure all goods/services for their respective departments
and institutes. The procurement needs of all other departments,
laboratories and institute's flow through the appropriate purchasing
office.
For your convenience in contacting the professional buyer
who is responsible for the product or service you sell, please see
our Purchasing Department Listing
of Buyers by Location, which includes the names, phone numbers
and locations of appropriate members of the Materiel Management
Department and all Purchasing Division professionals. See the Listing
of Buyers by Commodity page for a list of commodities handled
by each of the buyers. Please feel free to contact the appropriate
buyer for the area of sales you wish to discuss.
For marketing to campus Departmental
buyers, who are authorized to purchase up to $2,500 per day, per
supplier without involving the Purchasing Division, contact the
UCSD Bookstore at (858)
534-7323, for a campus directory which lists all department contacts.
You may also connect to our online
directory service which has information about individual departments.
Target marketing to the appropriate departments is key to your success
in finding business opportunities at UCSD.
Supplier Obligations
Receiving a purchase order from
UCSD carries with it the obligation to supply the ordered goods
or services at the agreed-upon price, at the promised time, and
without the need for buyer's intervention, renegotiation, or continued
expediting. Full performance of contractual obligations will help
your company earn a favorable evaluation and opportunities for further
participation in our purchasing program. Here's what we expect:
- Dependable products and services
- Delivery as promised
- Competitive prices
- No substitutions
- Good communications
- Timely resolution of warranty claims
- Compliance with purchasing, shipping
and invoicing
procedures
Supplier
Diversity Program
It is the policy of the University
of California, consistent with State and Federal Law, to optimize
opportunities for business contracting with small business enterprises
in the areas of purchasing, construction, and design and other professional
services provided to the University, and ensure the placement of
a fair proportion of business contracts with such enterprises. To
that end, UCSD has established a Supplier Diversity Program.
The Supplier Diversity Program provides the following services
to the campus and business communities:
- Identifies suppliers of goods/services
for possible use by UCSD.
- Counsels suppliers on how to do
business with UCSD.
- Provides key campus buying personnel
with supplier source materials in the form of directories and
source lists.
- Acts as liaison between small business
suppliers and campus buyers, referring suppliers to the procurement
specialists as appropriate.
Small Business Certification
All small businesses who are
interested in doing business with UCSD may register with the Supplier
Diversity Program of the Purchasing Division. Registration is
accomplished by completing the UCSD Supplier
Business Information Form (if you are unable to retrieve the
form, please contact us at (858) 534-7236). A signed copy must be
received in order to be included in the program. Upon receipt, information
on your company will be entered into appropriate supplier data systems.
It can then be made available to campus buyers. This is not in lieu
of marketing to the campus.
Small disadvantaged and women-owned
businesses must be certified by the Small Business Administration
(SBA) in order for the university to get credit for using them under
federal contracts. SBA certification is free of charge, their certitication
web site is http://www.sba.gov/sdb/indexsdbapply.html
Competitive Bid Policy
Requirements for Competitive Bids
Professional buyers in Purchasing will act to generate formal Requests for Proposals (RFP) or Requests for Quotations (RFQ) when required by law or
policy, or when requested by a campus department.Only responses to RFQs solicited by a professional buyer are regarded as meeting the requirements
for competition in Purchasing.
The department requestor may consult directly with a supplier representative for technical or sophisticated information and assistance in developing
specifications. Resultant purchase orders, contracts, agreements, memorandum of understanding, letter of intent, etc., must be executed only by the
professional Purchasing staff with specifically delegated authority.
Only Purchasing has authority to issue RFPs. This is to ensure that the process conforms to both state law and university policy.
UC Purchasing policy of
awarding contracts to suppliers requires that we meet our needs
for goods and services at the lowest overall cost and the highest
practical quality while affording the maximum opportunity practicable
to those who wish to become suppliers to the University. There are
three conditions for contract awards for transactions which exceed
the amount delegated to departments for purchasing authority:
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Purchase Transactions Between
$2,500 and $50,000: Simply stated, negotiation is allowed
for transactions below $50,000 in lieu of competitive
bids. However, competition is sought if the determination
is made competition is necessary to develop a source, validate
prices, or for other compelling business reasons. Before making
a commitment, there shall be a determination that the price
is reasonable.
Purchase Transactions Above
$50,000: All purchase contracts involving an expenditure
of more than $50,000 shall be awarded based on the formal
competitive bid process (RFP or RFQ) with awards being made to the
lowest responsible proposer meeting specifications. The lowest responsible proposer shall
be determined on the basis of one of two methods: (1) cost
alone (RFQ) or (2) on a cost-per-quality-point basis (RFP).
Many UC-wide or campus-wide pricing agreements have been established
as a result of the competitive bid process. Once such contracts
or agreements are established, UCSD buyers can purchase goods
and services against them without being constrained by any
additional requirement for competition.
Product or Service as Unique
or Proprietary, Single or Sole Source: The requirement
for competitive bidding of goods and services in excess of
$50,000 shall not apply when the Purchasing Manager determines
that a product or service is unique or proprietary, or that only a single
or sole source can properly satisfy
the University's needs and all other products or services
will be unacceptable for such needs.
(Click here for current Bid Opportunities.)
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Purchase Orders
Suppliers may be presented with
three different types of authorized purchase transactions when accepting
orders for goods and services from UCSD personnel. The three transactions
types are 1) high value purchase orders processed by the professional
purchasing staff , 2) departmental orders/low value purchase orders
processed by authorized individuals throughout the campus community
and 3) Express Card (procurement card) which is a MasterCard utilized
by authorized individuals throughout the campus community called
'departmental buyers.' Following are descriptions of each of these
procurement methods.
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High Value Purchase Orders-
Orders Greater than $2,500 Value
High Value purchase orders
are required for any purchase which exceeds $2,500 including
tax, freight and handling charges. The activities supporting
high value purchase orders are conducted by the University's
professional purchasing staff who have specific authority
to approve the commitment of purchases which exceed the amount
granted to departmental buyers assigned throughout the campus
community.
Campus departments submit a purchase requisition to
the professional buyers in Purchasing. The buyer takes action
to procure the requested goods or services after ensuring
that all policies, procedures and authorizations have been
observed. Suppliers should not act on any transaction exceeding
$2,500 if the transaction is not presented or authorized by
a member of the professional purchasing staff.
Suppliers can identify a
High Value Purchase Order by its eight digit numeric number
beginning with '1', and the authorization from a professional
buyer either as presented on the printed purchase order, or
confirmed by a professional buyer by phone or fax. Please
see our Purchasing Department Listing
of Buyers by Location, for names, phone numbers and locations
of members of the Materiel Management Department and all Purchasing
Division professionals.
Department Order (Low Value
Purchase Orders) - Orders Less than $2,500
Many departmental employees
have delegated authority to issue Department Orders or Low
Value Purchase Orders. Departments use these orders purchase
merchandise and routine services for values up to $2,500 per
day, including tax, freight, and handling, from qualified
suppliers. Suppliers should not accept these orders if they
exceed the stated low value limit.
Department Orders are
eight digit numeric PO number beginning with the number '2'
or '2A'. The majority of Department Orders are placed by telephone
or in person by an authorized departmental employee. Suppliers
should ensure proper identification is provided by anyone
who presents a Department Order transaction on behalf of UCSD
to ensure they are a current University employee.
If the Department Order is
delivered in person, request identification in the form of
a UCSD picture identification card, valid driver's license
or other valid identification. If in doubt about the identification
of an individual, please feel free to contact UCSD Purchasing
at (858) 534-3084. We will attempt to validate the identification
by contacting the appropriate campus personnel. This requirement
for identification is of the utmost importance if the person
presenting the Department Order intends to pick up the goods.
You may link to our online
directory, or you can obtain a campus directory for marketing
to individual departments by calling the UCSD
Bookstore (858) 534-7323.
Express
Card - MasterCard© Procurement Card
Authorized UCSD employees
may also use the Express Card procurement card to purchase
routine goods and services costing less than $2,500, including
shipping, handling and tax.
The Express card is
a MasterCard© product and is generally accepted wherever
MasterCard© is accepted. While full liability rests with
the University for immediate payment, the cardholder whose
name is imprinted on the card is responsible for all purchases
made using the Express Card.
The Express Card benefits UCSD
and suppliers through:
- Automatic payment within
48 hours vs. 30-45 days with invoice process
- Reduced paperwork - no purchase
orders, invoices or statements!
- MasterCard© protection
- Cost-effective way of doing
business
The Express Card can
be swiped at the supplier site or used to place orders via
telephone by giving the card account number to the supplier.
No invoices or monthly statements are required from the suppliers
although cardholders may request some form of confirmation
from the supplier that identifies the detail of the items
being purchased and shipped. The bank "bills" UCSD
electronically for the net amount of all authorized transactions
processed.
There are things that can NOT be purchased with the
card. They include:
- Anything over $2500
- Travel and Entertainment
Related Expenses
- Vehicle Rentals or Purchases
- Firearms, Radioactive Materials
and Controlled Substances
- Independent Contractors
and Consultants
- Registration Fees
- Temporary Employees
See the complete list
of restrictions
and limitations on the Express Card website!
Suppliers who participate
in the Express Card program are urged to remember the following:
- Each Express Card has a pre-set
spending limit which may not be exceeded under any circumstances.
- NO PERSONAL EXPENSES ARE
TO BE CHARGED TO THE EXPRESS CARD AT ANY TIME OR FOR ANY
REASON WHATSOEVER.
- Check the identification
of the person presenting a UCSD Express Card.
- Verify the signature on the
back of the card, the account number and the expiration
date.
- A single transaction may
not exceed $2,500 - do not split up the purchase to get
around this limit.
- Always run the card through
and get MasterCard© authorization - for you own protection!
For more information, visit the comprehensive UCSD
Express Card web site at http://www-bfs.ucsd.edu/epic/ExpressCard.htm
· Email the Express Card Program Team at expresscard@ucsd.edu · Visit
MasterCard's Merchant Acceptance Center at http://www.mastercard.com/business/merchant/
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Local
Agreements
Local agreements are UCSD campus-wide
agreements for products and services that enable you to deal directly
with using departments, based upon your annual, fixed prices previously
established with the Purchasing Division. Departments may contact
you directly and place their orders using a Low Value Purchase Order
(LVPO).
Department Order (LVPO) and Express
Card Restrictions
There are products and services
which cannot be ordered by Department Order or Express Card some
of which are indicated below:
- Equipment
rental/leases in excess of 30 days and $500 total rental fee for
any period
- Alcoholic
beverages
- Construction,
architect or facility refurbishment services
- Ethyl alcohol
- Explosives
- Firearms
(regardless of cost)
- Independent
contractor or consultant services
- Narcotics,
dangerous drugs
- Radioactive
materials
Shipments
Always ensure that the delivery
address given is a valid UCSD location regardless of the type of
procurement tool presented; see the list of all current UCSD
delivery addresses. If a delivery address is other than one
of those listed, please confirm by contacting UCSD Purchasing at
(858) 534-3084. It is important that your shipments be addressed
exactly as shown on the purchase order. Each shipment must have
a packing slip affixed to the outside of the package showing our
purchase order number and contents of the shipment. Failure to identify
the shipment properly may be cause for refusal. Partial shipments
are not desirable and are not encouraged unless shortness of supply
demands split shipments.
Sales
Tax
UCSD is not exempt from state
sales or use tax except for property purchased using federal funds
where title to that property (or the ultimately fabrication of property)
vests with the Federal Government.
By policy, UCSD generally requires
the Seller to pay all contributions, taxes and premiums payable
under federal, state and local laws measured upon the payroll of
employees engaged in the performance of work under a contract, and
all applicable sales, use, excise, transportation, privilege, occupational
and other taxes applicable to materials and supplies furnished or
work performed.
Invoices
The following information MUST
appear on your invoice to the University of California, San Diego:
- Name and department of the individual
placing the order.
- The entire eight-digit UCSD Purchase
Order Number must appear on the invoice.
- Detailed description of material
ordered so persons unfamiliar with the product can identify it.
- University supply agreement number,
if applicable.
- Sales tax information, if any.
The UCSD Purchase Order Number
must appear on the invoice. Incomplete invoices result in a
delay of payment, so it is in your best interest to comply with
these instructions. Invoices should be sent to:
University of California, San Diego
Disbursements
9500 Gilman Drive, 0955
La Jolla, CA 92093-0955
Please do not invoice prior to shipment.
Questions about the payment process
should be directed to the Disbursements Division of UCSD Accounting.
That office can be reached by calling (858) 534-4080.
How
You Can Help Us Do a Better Job
- Refrain from offering gifts or
gratuities or anything that could be construed as such.
- Tell us if our specifications
for a product can be improved, to provide a better performance,
a longer-life product, and/or lower cost.
- Keep us supplied with your latest
catalogs and current prices.
- Keep us informed of your back
order situations, plant closures, impending shortages or strikes.
- Follow through on orders to ensure
delivery to us as promised.
- Insure that any shipments arranged
by you contain our purchase order number on the shipping label.
- Include the UCSD purchase order
number on your invoice and mail to the invoice address listed
above.
- Call the Purchasing Division for
appointments.
Remember that all goods and services
procured by the University are done via the purchase order mechanism.
Do not accept requests for materials from the campus without a purchase
order number or presentation of the Express Card.
Buyers and Commodities
Please see our Purchasing Department
Listing
of Buyers by Location, which includes the names, phone numbers
and locations of members of the Materiel Management Department and
all Purchasing Division professionals. See the Listing
of Buyers by Commodity page for a list of commodities handled
by each professional buyer. Please feel free to contact the appropriate
buyer for the area of sales you wish to discuss.
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