Purchasing FAQs

A quote needs to be attached to every cart unless the purchase is from a BearBuy hosted or punch out catalog (e.g. Office Depot, Grainger). Insurance also needs to be attached to all carts that are related to: services, software, food and/or catering, or higher risk goods or equipment depending on location and usage (i.e. playground equipment, medical equipment, etc.). If a supplier needs insurance for a one-day event or for the year, insurance information and how to purchase it can be found on the Risk Services website.

Three or more competing quotes plus certificate of insurance need to be attached to every cart $10k and above (unless the purchase is from a BearBuy hosted or punch out catalog, e.g. Office Max, Grainger, etc.). Anything $10k and above has to demonstrate "price reasonableness" and this is most clearly achieved via multiple competing quotes.

• For all orders $10k and above, it is recommended that Department should complete the Proof of Price Reasonableness & Source Justification Form.
• For all orders $100k and above, it is required that Department complete the Proof of Price Reasonableness & Source Justification Form.

A purchase order needs to be generated prior to the start of work (and prior to a commitment being  made between the department and the supplier), regardless of dollar amount for all services, for all software, and for goods not purchased on a campus credit card. More information and the consequences of making unauthorized purchases are discussed in more detail on the Supply Chain Management web page.

• If a supplier wishes to be paid for an unauthorized purchase, the department must provide an “After the Fact” justification. For more information see: Delegated Authority and After the Fact Justification For Unauthorized Purchases.
• The After the Fact form can be found on the Supply Chain Management website.
• VC’s signature is required for these instances:
  • All service related invoices where no Certificate of Insurance (COI) is on file prior to commencement of the service for any and all purchases.
  • All service related invoices over $9,999
  • All commercial goods over $9,999
  • Anytime required documentation for an ATF purchase is missing and cannot be provided (Ex. Certificate Of Insurance, sole source, etc.)

Search in BearBuy (hyperlink to BearBuy) under supplier name or UC Berkeley supplier ID number, or Fill out the Purchasing Request PO Form, and a member of our team will check and let you know.

Adding new suppliers to the financial system can be done through the UC Berkeley Campus Vendoring Office.

SAIT and Student Affairs Procurement partner to manage the technology procurement process, and empower Student Affairs units with the knowledge needed to efficiently obtain the software tools and technology necessary for their staff to successfully serve the student population, while ensuring contractual protections for university, staff and student data. Please see the Student Affairs Technology Procurement page for more information.

How to find out if a Student Affairs, Campuswide or Systemwide contract already exists?

• Search in BearBuy under “Contracts” link, or
• Fill out the Purchasing Request PO Form.

Contracts (of any dollar amount) that require signature or that include a supplier's terms and conditions need to be reviewed and signed off by a buyer prior to commitment to purchase. Link to policy and additional information on signature delegation.

Hiring Independent Contractors and Consultants require additional documentation. All required forms for independent contractors can be found here.

Revenue-Generating Contracts are typically reviewed and signed by another office on campus, Business Contracts Brand Protection. The link to their site is: https://bcbp.berkeley.edu/.

Landscaping, maintenance, construction, or any other services that might be considered “prevailing wage” work of $15,000 or more should be routed to a buyer (via BearBuy) for review and possible registration with the State Department of Industrial Relations.  Information needed in order to register the project with the State:

• The first date bids were requested of suppliers
• Bid award date
• Estimated or actual project start date
• Estimated or actual project completion date
• Contractor's License #
• Contractor's Project Manager's Name & Title, Email address, Contact phone #
• Contractors DIR#
• Project Address – location where the work will be done
• Brief description of the business purpose
• Valid winning quote + competing quotes
• Valid certificate of insurance listing “The Regents of the University of California” as additional insured

• Requests for "blanket" POs require additional documentation, a signed contract, and a discount from the vendor, and are not automatically generated.  The department is strongly encouraged to eliminate blanket POs.
• Formal, public bidding by a buyer is required by the State for purchases $100k and above.

• Insurance Required of Suppliers
• Insurance for Suppliers who do not already have coverage
• UCOP Procurement Policies (Gifts & Gift Cards: see G-41 & G-42)
• UCOP Standard Terms for Suppliers
• How to set-up a new Vendor not in the system
• Pay a Supplier/Vendor Invoice
• After the Fact Justification
• Supply Chain Management Forms
• Supply Chain Management Website
• BearBuy Help and Training
• Cal Answers Reporting Help and Training
• Interdepartmental/Intercampus Order (IOC Form)