This guide was developed to provide some basic information on the purchasing process at UCI.
Purchasing's goal is to acquire the goods and services your department needs at a reasonable cost, consistent with your quality and time requirements, and in compliance with state and federal laws and regulations.
Specifically, Purchasing:
Awards purchase orders in accordance
with University, state and federal requirements;
Provides pricing information and source
data upon request;
Takes action to insure equal opportunity
in University business contracting;
Provides information on and establishes
leases and financing arrangements;
Prepares Requests For Information (RFI)
and Requests For Quotation (RFQ);
Reviews terms and conditions to ensure
your interests, and those of the Regents, are protected. If necessary we will work with
Counsel on the resolution of these matters;
Provides follow-up, upon your request;
Reviews campus-wide needs and awards local
agreements;
Searches out new products on request;
Arranges for demonstrations of products;
Maintains purchasing records and handles
federal procurement audits;
Supports UCI's recycling and waste
reduction programs.
Encourages the use of ENERGY STAR® products
If you are seeking information (sources, pricing specifications, etc.) the Buyer responsible for that commodity can provide assistance. In some cases you may want to make arrangements to come to Purchasing and meet with the Buyer to go through the various catalogs available.
The UCI Purchasing Buyer Directory provides a list of the Buyers and the commodities they purchase.
The Purchasing Accounting Link (PAL) System is an integrated system that links Purchasing and Accounting data. Purchase requisitions can be sent electronically to Purchasing and answers to your questions concerning a purchase or payment are available via PAL.
To authorize a purchase you need to process an electronic
requisition on-line in PA or PALWeb. The requisition provides the information necessary for
Purchasing and Accounting to handle the acquisition process. If you have any
questions about the requisition process contact a Buyer for help.
In addition to the requisition additional documentation may, at times, be needed.
If there is a lengthy specification document you can make a note on the requisition and
attach it. If you know in advance that a check will need to accompany the order you also
need to submit a check request (Form 5) along with your requisition. This form authorizes
Accounting to issue a check to a supplier prior to receipt of an invoice.
If you are planning to purchase goods or services from a single or sole source, you
need to include a memo of justification. Single source is when there are a number of
vendors that can provide what you need, but for some specific reason (system
compatibility, match existing designs, etc.) you need to go to one particular source. Sole
source is the situation when there is only one known source for the goods or services you
need. Single or sole source justification memos do not need to be elaborate, they just
have to include the specific reason/s for using a particular supplier.
An important part of every Buyer's job is to justify the selection of the vendor and
the reasonableness of price. In addition, Buyers take action to support the business
affirmative action goals of the University. So, you may receive a call from a Buyer trying
to obtain additional information on a purchase or suggesting an alternate source. Please
work with the Buyer as they try to complete these tasks. It will help them to
expeditiously complete the purchase.
In some cases there are additional approvals that need to be obtained prior to placing
your order (EH&S, Contracts and Grants, Finance Office, Legal, etc.). Your department
may also have internal approvals that will need to be obtained prior to submitting a
requisition to Purchasing. You should talk to your Business Office to determine if any
approvals are required within your department.
Buyers do not have the authority to grant exceptions for purchases that require
additional approvals from management or organizations outside Purchasing. However, if you
have any questions about additional approvals we may be able to provide some assistance
and information.
If your requirement is of average complexity it will take about three (3) business days
to process. Your urgent requests will be handled as exceptions, but we hope you use this
option judiciously. Special processing requests delay "regular" requisitions.
As authorized agents of the University, Buyers have to comply with requirements imposed
by University policy, state law, federal law, and the terms and conditions of numerous
funding agencies. In some cases the Buyer may ask you for additional information. These
requests are made so that each purchase will be complete, protect the interests of the
University, and meet current procurement standards.
By purchasing energy-efficient, ENERGY
STAR® -compliant products you can save money and reduce air pollution. The
ENERGY STAR Purchasing Web site was designed to make it as quick and easy as possible for
you to purchase energy-efficient products.
A point to remember is that large and/or sophisticated procurements are more
complicated and time consuming to process. Although most orders are processed in a matter
of days, the need for formal competitive bids, higher level approvals and legal reviews
can add a substantial amount of time to the purchasing process.
The best way to handle sophisticated requirements is to involve Purchasing during the
planning stages of the project.
Keep an open mind. A Buyer needs some flexibility to make the competitive process work
for you.
Even with the best planning emergencies do occur, equipment breaks down, and unexpected
needs arise. In short, we know there is no way to avoid these situations.
When you are faced with an emergency we will work with you to get what you need fast.
Please call us as soon as you can.
In some cases getting goods or services on a rush order basis may cost more than a
"regular" order for the same item. A common cause is additional shipping charges
for same or next day delivery services. Another reason for increased cost is: the vendor
that can supply the item or service right away is not always the one with the best price.
You can obtain order status on-line in the PAL System. If the
information you need is not in PAL feel free to give the appropriate Buyer a call. If
possible allow a few days to lapse from the time you send in your requisition before
making the call, unless it's urgent. If it's urgent call us immediately.
University regulations and state law prohibit us from buying goods or services from a University employee, or a near relative (regardless of cost). If you contemplate such a purchase, please contact the manager of Purchasing at extension 46510 or hbgunthe@uci.edu.
Feel free to discuss your requirements with salespeople. It's often the most effective
way to get your questions answered. However, we urge you not to make firm commitments to
vendors.
You never want to sign a vendor's contract or agreement documents. The University may
not be able to agree to the terms and conditions in the document you sign. A Buyer will
work with you, and negotiate terms and conditions with the Vendor. If necessary the Buyer
can seek the assistance of University Counsel prior to making an award.
Contact the Buyer if you have any problems with suppliers: their products, or their
performance. Often your input is the only way a Buyer will know if a supplier is good or
bad. In a given situation it may be too late to help you, but it could help avoid the same
problem in the future.
Never accept gratuities from a supplier or a potential supplier (gratuities are defined
as "anything having monetary value", except perhaps for promotional materials).
We must avoid any appearance of favoritism in relationships with other entities, either
public or private.
Accepting "free" advice or service from a salesperson does not commit the
University to purchase from the Vendor they represent. You want to be sure that the
salesperson understands this prior to accepting any "free" services from them.
This would cover such things as advice on site preparation, design services, etc.
Be careful when you put together your specifications. They are your protection and the
quality of your specifications can directly effect the results of the acquisition. You
want specifications that will result in the acquisition of a quality product or service
and also allow for open and free competition.
Please call us if you have questions about the procurement process, or you would like
to discuss an upcoming acquisition or project.
Home
Maintained by Rebecca Riggs (rwriggs@uci.edu)
Last Modified 1/20/04