PURCHASING

• How to shop in BearBuy? • Punch out catalog • Vendor PO’s • Independent Contract Agreement • America To Go Catering/Food for meeting

• P Card • When in doubt, call Amy

Bear Buy Work Flow for CTSI Bear Buy mapping

You the “Shopper”

(shops/creates carts)

Amy the “Requester”

(creates & completes requisitions)

Your Account Manager the “Approver”

(approves or rejects requisition)

PO/Contract is executed and

delivered to vendor by system

Central Buyer

For PO/Contracts

>$5,000

This method applies to the following common vendors: CDW-G, DELL, GRAINGER, HP, OFFICE MAX, ONE WORK PLACE, & APPLE. • Click the supplier’s icon. New punch-out window will open • Search in the supplier’s catalog for items and add to

supplier shopping cart • Complete the shopping on selected supplier’s site, then

return to BearBuy shopping cart • Proceed to Checkout (blue icon on the top right) • See red warning sign on tool bar for incomplete item(s) • Assign cart to your requisitions Requester ( Aim-orn [Amy]

Silprasert)

Shopping via Punch-out catalogs Connects to the supplier’s website, branded for UCSF & using our

contract pricing.

Non-Catalog Shopping Vendor not on punch-out supplier list or any non catalog items

Types of purchases: Supplies, software, service contract, membership, computer accessories/supply, and any non-catalog special order items provided by our major supplier. Non-Catalog form in Bear Buy • Select “Non-Catalog” under Frequently Used Forms • Enter information in all required bold text fields • Select “Add and go to Cart” or “Add to Cart & Return” then “Go” • Attach a valid vendor quote if any • Proceed to Checkout (blue icon on the top right) • Check with Amy for assistance

Professional Services vs. Independent Consulting Agreement

• Professional Services are defined by University policy as “infrequent, technical, and/or unique functions performed by independent contractors whose occupation is the rendering of such services.

• Independent Consultants generally provide advice only, and then only in matters of University administration and management. Per policy, “An independent consultant is an individual not employed by the University of proven professional or technical competence who provides primarily professional or technical advice to the University and the University does not control either the manner of performance or the result of the service.”

BearBuy Professional Services/ Independent Consulting Form

Once you have determined either to purchase Professional Services or open an Independent Consulting Agreement, contact Amy for required documents and for assistance to initiate the process in BearBuy

Aim-Orn.Silprasert@ucsf.edu

Independent Contract Agreement Professional services / Independent Consulting

Required Documents: • W9 and Supplier Information Form for new vendor setup. • Pre-Hire Worksheet for individual to perform services (i.e., as opposed to a

company) • Establish a Statement of Work (SOW) or proposal to include the following:

– UCSF/CTSI Project Manager – Project scope – Period of performance – Conflict of interest form – Physical location – Supplies and equipment – Payment rate – Total not to exceed – Payment terms

• Examples of completed purchasing documents for reference available at: S:\General Office\Purchasing - Sample Forms Repository

• http://supplychain.ucsf.edu/sites/cpbc.ucsf.edu/files/wysiwyg/How_To_SOW.pdf

Independent Contract Agreement Professional services / Independent Consulting

• All contracts should have a Not to Exceed Amount • Conflict of Interest Form save as internal attachment. This form is

available in Bear Buy under Professional Services/Independent Consulting form (left hand side)

• Vendor’s Bio/Resume • Justification

1. For contract total over = >$5,000. Provide a brief justification for selection of your vendor (within 1,500 characters)

2. For contract total over = >$50,000. Submit “Justification Single or Sole Source Request form”

• Certificate of Liability Insurance. Certificate Holder: – UC Regents, 550 16th Street, Floor 6, San Francisco, CA 94143

• Forms: http://controller.ucsf.edu/buying_paying/forms.asp http://supplychain.ucsf.edu//forms_, or the forms in Bear Buy under description of each form.

America To Go/Catering connect to many restaurants to purchase food for Meetings,

Program Activities, and Event Catering

Some regularly used vendors: James Standfield, Café 24, La Mediterranee, Palio Café, Amici’s Pizza, Extreme Pizza • Click on “AMERICA TOGO” icon under Meeting and Entertainment

New punch-out window will open • Select Catering Type • Choose Date/Time, Location, Caterer • Select food/beverages from supplier’s menu • Add special instructions as needed • Complete all required fields and press SUBMIT NOW to return

the order to BearBuy shopping cart • Proceed to Checkout (blue icon on the top right) • See red warning sign on tool bar for incomplete item(s) • Assign cart to your requisitions Requester ( Aim-orn [Amy]

Silprasert)

P-Card Procurement Card

When to use P-Card? • A P.O. is the preferred purchasing method, but for those vendors

that accept credit cards only, use the P-Card Types of purchases a P-Card can be used For most goods (<$5,000 per transaction) including but not limited to:

– Advertisements – Books and dues – Subscriptions/publications – Supplies and tools – Training materials – Computer accessories

P-Card Procurement Card

How to make purchases by using P-Card?

• If you intend to purchase office supplies, BearBuy may offer an easier alternative. Please check in with Aria Yow.

• Otherwise, please contact a P-Card holder for help placing your order. Expenses for Jenny Grandis, please contact Denise Hall Expenses for Deborah Grady and coordinated leadership

meetings/departmental events, please contact Merry Ashley All other P-Card expenses, please contact Amy Silprasert

BearBuy Quick Reference

• Use CTSI Central Dept. Code 135100 for approval routing, for CRS: 135123

• Suggested Cart Naming convention: (vendor name – Program’s name – end user’s name). For example: CDWG-ADMIN-Susanna Lam

• Check/ensure correct shipping address and attention name • Write down a requisition ID for checking the order status or order

reference • “Internal notes and attachments” are for internal references only. Such

as program approval, emails or any other info that you don’t want to share with the vendor

• “External notes and attachments” will be sent to the vendor with P.O. Such as SOW, quote, special handling method and special delivery instruction to vendor

• Information links: – http://supplychain.ucsf.edu/ – http://supplychain.ucsf.edu/how-buy – http://supplychain.ucsf.edu/files/How_To_Buy_Prof_Services_and_ICA.pdf