Procurement Newsletter March 2024
UC Santa Barbara
Procurement NEWS | March 2024
Save the Date! Data Security & GRLN Mini Tune Up
Date & Time: Thursday, March 21st, 2:00 PM – 2:30 PM
Add Session to Calendar Join Session in Zoom
Procurement will be joined by experts from ITS and the DEI office to share information on why certain software, licenses, and IT related services need to be covered by a contract with the UC Data Security Appendix, review the new IT Data Worksheet in Smartsheet, and discuss how the Gender Recognition and Lived Name policy fits into purchase transactions.
Gateway Updates
| 1) | Did you know that Small and Diverse businesses are highlighted in Gateway? Those catalogs are displayed in blue to support Small and Diverse businesses. You can learn more about the Small and Diverse Business Program and how to find other certified small businesses. |
| 2) | Procurement Services is in the process of closing fully invoiced, fully matched, non-form Gateway POs to prepare for conversion of open POs to reflect the Common Chart of Accounts (CCOA). If you need a PO reopened for invoice or receipt processing, please submit a request on the Procurement ServiceNow Portal. Please also request closure of any expired or fully invoiced Vendor Blanket or Contract Purchase Orders via ServiceNow. |
| 3) | The PO Change Request pilot period has ended. If a non-catalog PO needs updates, please obtain updated quotes from suppliers and issue a new PO. We continue to use the VB Revision Request and Contract Amendment forms. |
Supplier Spotlight: Grainger & Fastenal
Finding the correct repair parts for classrooms and campus facilities can be a daunting task. Grainger and Fastenal provide a one-stop solution for campus maintenance and repair needs, saving time and effort so you don't have to source multiple suppliers. They hold competitively bid contracts with UCOP and are featured in Gateway with their own respective PunchOut catalogs so you can access their products in a convenient e-commerce platform.
Key benefits these vendors provide to campus buyers:
| 1. | Extensive Product Range |
| 2. | Local Presence in Santa Barbara and Ventura counties |
| 3. | Vendor Managed Inventory (VMI) Solutions |
| 4. | Technical Expertise |
You are ensured access to high-quality products and expertise. Their knowledge of industry best practices and latest technologies will help you make an informed purchasing decision.
Grainger
UCSB Vendor Rep: Debora Lossing
Email: debora.lossing@grainger.com
Cell: 805-439-7089
Fastenal
UCSB Vendor Rep: Robbie Greer
Email: UCSBsales@fastenal.com
Cell: 318-315-4477
OMNIA Partners
OMNIA Partners is a group purchasing organization (GPO) that caters to public agencies, educational institutions, and corporate clients throughout North America. Thanks to the efficiencies facilitated by OMNIA Partners, UCSB and all other UC campuses can utilize a diverse selection of competitively bid supplier contracts across many industries. Similar to the UC's strategically sourced bid agreements, these can be used for transactions over $100,000 without a UCSB bid!
Active contracts can be found on the OMNIA Partners Higher Ed Contract Listing.
For any specific questions concerning contracts, UCSB's OMNIA contact is Jeff Smith: Phone: 704-338-2137 | Email: jeffrey.smith@omniapartners.com.
Amazon Business Prime
Wanting to place an Amazon order with your FlexCard? Here are the steps to access the Amazon Business Prime account:
| 1. | Make sure you are NOT accessing Amazon through the Amazon PunchOut in Gateway. Search Amazon in your browser and access the login page. |
| 2. | Log in with your UCSB NetID credentials (Usually the same email you used on your FlexCard application). |
| 3. | Make your purchase with your FlexCard at checkout! |
If you are not sure if you have been added to the FlexCard Amazon group or have any other questions, please reach out to flexcard@bfs.ucsb.edu.
Please use the Helpdesk for targeted topics:
Submit requests and track inquiries directly through our online portal.
UCSB Procurement Processing Times
Standard turnaround times for purchase orders and contracts are available here:
bfs.ucsb.edu/procurement/processing-times
Where is my order?
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.