Procurement Newsletter October 2023
UC Santa Barbara
Procurement NEWS | October 2023
Table of Contents
- Purchases over $100,000
- Welcome Mary Ellen & Erica
- UCSB A/V Vendors
- Gateway, FM, or DCS?
- What is a Fabrication?
Purchases over $100,000
California State Law (Public Contract Code Section 10507.7 and California Constitution, Article 9) states the UC is a public trust, and to ensure the security of its funds and compliance with the terms of the endowments of the UC, purchases over $99,999.99 (regardless of funding source) must be publicly and competitively bid unless an exception applies.
Competitive bidding provides the public with a fair opportunity to provide goods & services to the UC, stimulates competitive pricing in a manner conducive to sound fiscal practices, protects the public from misuse of public funds, and eliminates favoritism, fraud, and corruption in the awarding of public contracts.
Exceptions:
- Use of a UCOP, UCSB, or Group Purchasing Organization competitively bid agreement (such as OMNIA, Sourcewell, E&I, NASPO, etc.)
- Use of a certified small business, with one other quote from another certified small business, up to $249,999.99
- Valid sole sources, subject to approval and a 10-day turnaround
WELCOME MARY ELLEN & ERICA
Mary Ellen Ibarra
Mary Ellen Ibarra brings over a decade of experience managing the processing of corporate accounts payable and receivables, as well as maintaining the integrity of the accounting processes and controls. Prior to joining our team, Mary Ellen worked for the Santa Barbara News-Press where she managed AP/AR with integrity. She holds a Certificate in Computerized Accounting from Santa Barbara Business College.
Outside of work, Mary Ellen enjoys spending time with family and taking long walks on the beach.
Erica Buenrostro
Erica Buenrostro earned her Associate's Degree in Economics from Los Angeles Valley College in 2005 and focused her career in healthcare industry financial services. Prior to joining our team, Erica served nine years at VNA Health in Santa Barbara as an Accounting Associate supporting the Controller with day-to-day operations, AP, and payroll.
Outside of work, Erica enjoys spending time with her family and doing outdoor activities with her two girls.
UCSB A/V Vendors
Reminder: UCSB previously bid out Audio-Visual services and awarded contracts to the below vendors. Please consider using these providers first before obtaining quotes from other vendors, as they have contracts, insurance, can be used for projects over $100k, and are registered with the DIR to pay prevailing wages.
| Vendor Name | Phone Number | Email Address |
|---|---|---|
| EKC Enterprises | (510) 299-9337 | jmurillo@ekccorp.com |
| Key Code Media | (818) 303-3900 | rparker@keycodemedia.com |
| One Diversified | (858) 391-5651 | tyerkes@onediversified.com |
| AVI SPL | (657) 413-4244 | jourdan.finch@avispl.com |
| Avidex | (949) 428-6333 | mnaughton@avidex.com |
| EIDIM | (562) 777-1009 | estimate@eidim.com |
When contacting the vendors, please make sure you reference their contract number and the special pricing UCSB has through our bid #HB06302022Q. In addition, audio-visual services fit into the gray area between Construction and Procurement, so it's always a good idea to run the project by Design & Construction Services (DCS) before submitting in Gateway.
Gateway, FM, or DCS?
There are fine lines that separate maintenance and construction, and it's important to know the differences. Certain services, including window coverings, require a Contractor's License and must go through DCS.
| 1) | Procurement (Gateway): Can only process maintenance work, which is defined as the ongoing upkeep (i.e. routine/recurring) of our infrastructure required to keep the UC in a condition adequate to support our functions. It consists of the preservation, but not the improvement, of buildings and grounds. |
| 2) | Facilities Management (FM): Employees should be used as a first position. In some circumstances, FM may need to contract out with a vendor, but in ALL CASES, an FM Work Order must be placed. Maintenance work such as custodial services, landscaping/grounds, trash/recycle hauling, window cleaning, power washing, and pool maintenance must be submitted as a Work Order. |
| 3) | Design & Construction Services (DCS): Construction through DCS consists of demolishing, upgrading, design, renovating, deferred maintenance, repair, and capital improvement projects. Such work INCLUDES, but is not limited to: window blinds/shades, permanent fencing/repair, conduit/cabling, camera installation, flooring/grounds installation, and even some lab equipment. These services may be flagged in Gateway and your department asked to go through DCS. |
What is a Fabrication?
A fabrication is an item of non-expendable, tangible personal property that:
| (1) | Has been physically constructed by a University activity, |
| (2) | Has a total acquisition cost of $5,000 or more, |
| (3) | Has a normal life expectancy of more than one year, and |
| (4) | Is expected to be used by the University upon completion. |
A product resulting from simple assembly or connecting various parts does not qualify as a fabrication. "Fabrication" does not include a piece of equipment fabricated for the sole purpose of sale and delivery to an external entity under an award made specifically for the fabrication of the equipment (See P-415-32- Plant Accounting: Fabricated Property).
University-fabricated inventorial equipment must be reported to Equipment Management by a New Fabrication Number Request prior to making any purchases for the project. Required information includes a complete description of the item, location, name, account number, fund number, Department, Agency, award number, estimated total cost at completion, and estimated date of completion.
The fabrication-in-progress should be identified and tracked throughout the fabrication cycle and in biennial physical inventories.
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.