1.  Standing Orders of The Regents of the University of California

2.  Chapter 7, Part 57, Division 9 of the State of California Education Code

3.  AB-507, State of California, 9/26/84

4.  System Business and Finance Bulletin

   BUS-43

   Material Management

DEFINITIONS

Glossary of frequently used purchasing terms are contained in Exhibit A.

POLICY

1. Systemwide Basic Purchasing Policy

   Recognize that the basic purpose of Material Management is to support the teaching, research and public service missions of the University in an efficient and cost effective manner.

2. UCSD Implementation

   Purchase goods and services for all organizational elements of the University of California, San Diego (UCSD) in a timely and cost effective manner, complying fully with State of California law, Standing Orders of The Regents, University of California policy and good business practice.

BASIC REQUIREMENTS

1. Prequalification of Vendors

   The Purchasing Division shall prequalify suppliers interested in doing business with UCSD to determine responsibility. Quotations shall be requested only from prequalified suppliers unless the transaction requires that a specific determination as to qualifications be made based on information to be furnished with quotation(s).

2. Specifications

   1. Specifications should contain descriptions which are adequate to obtain competition, will provide equally to competing suppliers information necessary to prepare and submit quotations and, to the fullest extent practicable, do not favor one brand or trade name article, manufacturer, or supplier over another.

   2. Types of Specifications - Two broad general types are design specifications and performance specifications. Design specifications provide details of style, type, size, etc., whereas performance specifications are stated in terms of actual need.

3. Competition

   1. Formal competition must be obtained in compliance with State law for any transaction expected to involve an expenditure of $50,000 or more. University policy further requires that competition be sought for any transaction of $10,000 or more. Exceptions are personal or professional services, e.g., physicians, architects, attorneys, etc., and brand or trade name products or proprietary services available only from a sole source, or are designated to match others in use at a particular campus location.

      Further exception may be exercised for purchases in the $10,000 to $50,000 range. Placement of purchase order awards in this range may be negotiated by the Purchasing Department Buyer, in accordance with AB-507, and the concurrence of the Materiel Manager or his/her designee under existing purchasing procedure. It is University policy to award a fair proportion of its business to minority and women-owned businesses under AB-507, and revised BUS-43, and to negotiate awards to businesses in general where it is in the best interests of the University.

   2. The burden of proof is on the requester to justify sole source purchases over $10,000. Those requisitions must be accompanied by a description of the salient features of a brand or trade name documenting that only that product or service will fulfill the University's needs to the exclusion of all others. All such statements become a part of the purchase contract file and must be defensible at times of audit.

4. Quotations

   1. Form and Content

      Quotations of $50,000 or more shall be secured or confirmed in writing by the Materiel Manager or designee. All information necessary to prepare and submit quotations shall be given equally to all suppliers solicited. The right shall be reserved to accept or reject quotations on each item separately, or the quotation as a whole, without further discussion. Quotations less than $50,000 may be secured verbally by the Materiel Manager or designee.

RESPONSIBILITY

1. Originating Office

   1. Makes no commitment to vendors over $300, and makes commitments under $300 only if Low Value Purchase Order authority has been granted by the Purchasing Manager.

   2. Utilize minority and women-owned businesses whenever possible.

   3. Submit Purchase Order Requisitions (POR) which contain descriptions that are adequate to obtain competition and do not favor one brand or trade name article, manufacturer or supplier over others, to the Purchasing Division.

   4. Support Purchase Order Requisitions for unique products and proprietary services with factual, auditable statements of need.

2. Purchasing Division

   1. Be responsive to Campus requests for goods or services.

   2. Maintain liaison with the user department from date of receipt of Purchase Order Requisition until receipt of goods or services.

   3. Utilize minority and women-owned businesses whenever possible.