The webpages below feature listings of currently contracted supplier agreements for use by all University of California locations systemwide. These contracts are organized by commodity categories and updated monthly.
UC San Diego and UC Procurement awarded these contracts based on a rigorous competitive bidding process focused on pricing, quality and sustainability. We develop and implement systemwide supply chain strategies and policies that leverage UC's vast purchasing power to optimize University spend. Procurement partners with campus procurement teams to standardize policies, practices and agreements to make it easier to do business with the University.
Contract access is available to all UC staff via CalUsource and the OMNIA Partners public sector website – UC's partner in public sector sourcing.
Benefits
- Intentional focus on small, local and disadvantaged businesses by putting them first in our procurement process
- Federal funding agencies encourage the use of state and locally sourced agreements. Using a UCOP Agreement supplier is a valid justification for your purchase as the source selection of the Sole Source Price Reasonableness Justification Form (SSPRJF)
- Products and services valued at over $100,000, and purchased through UCOP Strategic Sourcing agreements, do not have to go through the competitive bid process, saving time and money
- UCSD's online buying site, offers one-stop shopping via online catalogs, punchouts, and Labvia searches feature many of the goods and services negotiated through Strategic Sourcing contracts
- Volume sales, generated when your department buys from Strategic Sourcing suppliers, make it easier for the University to negotiate even better prices when contracts are renewed
- These vendors have agreed to, and signed common UC Terms and Conditions to protect us from any unforeseen issues that non-catalog vendors may present, such as no returns, unexpected or high shipping fees, no warranty, distributor fees, etc.
- By narrowing the number of suppliers used in the business, “partnering” in alliances, and entering into mutually beneficial contracts, UC and its suppliers can work together to achieve standardization and improvements in cost, quality, and higher levels of customer-based service
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Who created these agreements?
Individual team members have participated in multiple sourcing initiatives involving a myriad of commodity and service categories. The groups that worked to implement campus and systemwide agreements that fill unique campus needs include:
What is the object of these agreements?
- Develop collaborative relationships with clients across the UC system to understand their needs and provide high quality procurement services that best meet those needs.
- Pursue strategic initiatives in a coordinated manner that leverages the power of our collective spend and redirects savings to teaching, research and public service.
- Invest in and optimize talent and technologies across the University to deliver far greater benefit than can be achieved by any single location working independently.
- Drive down Total Cost of Ownership (TCO) and promote new revenue opportunities through effective sourcing, contract management and supply chain solutions.
- Partner with suppliers to develop business relationships and solutions that optimize value for the University.
How can we find agreements in CalUsource?
How to Locate Contract Documents within a Contract
Contract documents can be in two places within a contract:
- Sign into CalUSource.net
- Use the Search option and change the dropdown to All Documents
- Contract Language section at the top of the contract
- Notes and Attachments section in the left sidebar
All signable contract documents should be uploaded into the Contract Language section and any supplemental documents/notes should be updated into the Notes and Attachment section.
The Documents tile, located above the Basic Details, lists how many document are attached to the contract and in which section.
Where can my department find additional support?
Consider scheduling a Department Business Review to identify areas where your department can leverage UC buying power.
What is a vendor agreement?
A vendor agreement is a business contract between two parties covering the exchange of goods or services in return for compensation. Vendor agreements establish the business relationship conditions and include details on each party’s obligations under the contract.
What is the purpose of a vendor agreement?
The purpose of a vendor agreement is to allow UC, vendors, and departments involved in the transaction(s) to understand what is expected in terms of deliverables, payment, etc. during an exchange of goods or services and the consequences if those expectations are not met. Companies are also better able to mitigate their risks by negotiating vendor contracts at the start of any business/vendor partnership.
What is included in a vendor agreement?
Agreements come in many ways and formats. Yet most written vendor contracts include the same legal provisions and usually in the same general order:
Termination
A vendor agreement creates a business relationship, but include how and when that business relationship will end, as well as any steps either party can take if they are to complete the contract early.
Consequences
Vendor agreement will also detail consequences should either party not fulfill their duties and obligations under the contract. This establishes how parties can settle any disagreements that arise while also ensuring awareness of ramifications if they do not fulfill their terms of the contract.
Scope
A vendor agreement will describe the products or services included in the contract and how those products or services will be delivered. By clearly defining what each party expects from the other many mistakes can be avoided. Some Master Service Agreements will not note the scope. However, all purchase orders for services should have a
Statement of Work to note the deliverables.
Timing
Vendor agreement should also clearly establish when the vendor will be paid, when the goods or services will be delivered and when the business relationship will end.
Price and payment
Vendor agreement should clearly establish the price paid in return for the vendor’s performance. Some Master Service Agreements will not note the pricing. However, all purchase orders should include a
Statement of Work, quote, or invoice to note the pricing details.
Can I use suppliers that do not have an agreement?
Per California State Law (Public Contract Code) Section 10507.7 and California Constitution Article 9), and as supported in University policy Business and Finance Bulletin (BUS) 43, the UC is a public trust, and to insure 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. 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
Use of a UCOP Agreement supplier waives the requirement to bid.
Notwithstanding the above, California Public Contract Code Section 10508.5 allows the UC to award a Purchase Agreement to a certified small business, microbusiness, or disabled veteran business enterprise up to $250,000 without being competitively bid, so long as the UC obtains price quotations from one certified small or DVBE business for purchases up to $100,000, or two or more quotes from certified small businesses or DVBEs for purchases of up to $250,000.
Visit our Small and Diverse Business Program page for more information on how to identify certified small businesses.
Who's responsible?
Ultimately, Strategic Sourcing is all of us!
- Campus Buyers
- Department Support
- Procurement & Contracting Professional Buyers
- Strategic Sourcing Team
- Suppliers
- UC Center of Excellence
What is the Small Business First Program?
The University of California has implemented the
Small Business First Program. This program encourages spend with certified Small Businesses (SB) and Disabled Veteran Business Enterprises (DVBE), and is required for many purchases from $10K to $250K.
What are the benefits of using a small or diverse business?
The money spent with the small and diverse supplier community goes back into the local community. By supporting these types of businesses, you are also supporting local community infrastructure, including parks, schools, and roads. The money spent locally stays local.
In some cases, a small and diverse supplier can more quickly fulfill a purchasing request than a larger supplier, and may also fulfill purchasing needs that cannot be met by other types of suppliers.
How can UCSD support small and diverse businesses?
There are several ways to search for and support small and diverse businesses, including the following:
Supplier.io
Supplier.io provides options for searching for a small or diverse supplier.
After identifying and selecting the UC San Diego campus from the drop-down menu, log in with your Active Directory, Single Sign On Account. Also, refer to the help resources on the University of California website to learn more on using supplier.io.
State of California Cal eProcure
Use the State of California Cal eProcure Lookup
When considering a supplier not registered with UC San Diego, the State of California Cal eProcure Lookup can be used to search for certified California small and veteran businesses.
Sam.gov
Sam.gov is a US government website that provides options for searching for federally-certified small and diverse businesses.
A user account is required before searching against entity (business) registrations.
What purchasing categories should be used?
UC San Diego offers a comprehensive Blink page dedicated to available
purchasing categories alongside helpful descriptions.
How can UCSD use these agreements?
Step 1: Obtain a quote
Visit the supplier websites to view the different offerings. Once you have decided which service your department needs, contact them and request a rental quote. When requesting the quote, include the following information:
- Your name, email, and phone number
- Period of performance
- Department Project Manager
- Supplier Project Manager
- Key tasks and activities, deliverables and completion timeframe
- Listing of services needs
- Progress report requirements
- Final deliverables
- Special needs or directions (optional)
Step 2: Review the quote
You will receive a proposal from the supplier that should contain the following:
- Information on the services request
- Removal of any follow on contract language
- Requested special services with an additional cost
- Period of performance
- Payment rate
Step 4: Create a PO in Oracle
Oracle requisitions for amusement rentals require completing a Service Request (complete all fields on the form) and include the following:
- Attach and reference the supplier's quote to the first line of the requisition
- Upload and attach the Statement of Work
- If applicable, upload and attach the Notice of Award for Federal Funding
- Fill-in as much information as possible on the service request form
- In your Oracle Shopping Cart, make sure to apply each line of the requisition with the correct purchasing categories
Is a Source Selection and Price Reasonableness Justification Form (PDF) still required?
This document must be completed by the requesting Department for all federally funded purchases that are ≥$10,000.00 (including tax and shipping) & non-federally funded purchases ≥$100,000.00 (excluding tax, but including shipping), to substantiate the appropriateness of source selection and price reasonableness.
However, using a UCOP Agreement supplier is a valid justification for your purchase as the source selection of the Sole Source Price Reasonableness Justification Form (SSPRJF)
What if the agreement supplier needs a signature on the proposal?
Procurement is required to use UC/UCSD contract templates, which contain applicable local, state, and federal regulatory requirements (UC BFB-BUS-43 Purchases of Goods and Services, Part I(C)(7)(c)).
The assigned Procurement Team member will assist in finalizing the agreement and routing for signatures. Please do not route anything for signature until instructed by Procurement.
If needed, the fully executed version will be uploaded to the PO by Procurement and a copy provided to you and the supplier via the PO.