July 20, 2020
Supply Chain Management News
July 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
  • SCM Curtailment Fridays
  • BearBuy 20.2 Upgrade Release
  • Blaisdell's Address Lines
  • Address Name Changes
  • Amazon Business Related Updates
  • UOM and Commodity Codes on Non-Catalog Forms
  • Message from BCBP
  • Suppliers and Insurance Price Increase
  • New Systemwide Non-IT Temporary Labor Agreements

If you have any questions, please contact the BearBuy Help Desk at 
510-664-9000 (options 1, 2) or  BearBuyHelp@berkeley.edu  for immediate assistance.

Thank you for your continued support, 
Supply Chain Management
SCM Curtailment Fridays
As announced by the campus on Thursday, July 16, 2020, Supply Chain and Procurement will be giving our staff a needed break on the four (4)  Curtailment Fridays: July 24th, July 31st, August 7th, and August 14th . This is part of a campus-wide, Chancellor-approved program.


IMPORTANT:  Please note that there may be slight delays due to these temporary closures. If you have  urgent requests, please place your orders early in the week  so that they can be addressed beforehand and  also seek to limit deliveries on these Fridays  as staff may be reduced across campus.
BearBuy 20.2 Upgrade Release
BearBuy has been upgraded to the 20.2 release as of Monday, June 20, 2020.
Blaisdell's Address Lines
When using Blaisdell's please avoid using Address Line 2. We have recently discovered issues when this address line is filled out for Blaisdell's PO's.
CORRECT ADDRESS FORMAT
INCORRECT ADDRESS FORMAT
Address Name Changes
Old (Boalt Hall) Law Address Codes No Longer Active
Since the University's   announcement   to remove the Boalt Hall name from the law school, addresses in BearBuy have been changed accordingly.

Please see the updated list to view the  Berkeley Law addresses available in BearBuy .

The old address codes have been inactivated as of June 30, 2020.
Life Science Addition Building Name Change to Weill Hall
Since the University's  announcement  to rename the Life Science Addition building to Joan & Sanford I. Weill Hall, addresses in BearBuy have been changed accordingly. For practical purposes, it was agreed to shorten the name to Weill Hall .
Amazon Business Related
Non-Taxable PO Glitch Fixed
Amazon Business PO's will now have the tax flag for taxable item(s). Previously, taxable items were shown as non-taxable in the PO, but shown as taxable on the invoice.
Gift Card Purchases
Unfortunately, Amazon does not accept purchase orders as a form of payment for gift cards.

Gift cards must still be purchased via bluCard on our Amazon Business account ( https://business.amazon.com/ ).

For more information on Amazon restrictions, please see our  Payments and Orders FAQ page .
UOM and Commodity Codes on Non-Catalog Forms
Units of Measure (UOM) and Commodity Codes on non-catalog forms will now be displayed on requisition line(s), PO line(s), and sent to the Supplier.
Message from BCBP: Impact of COVID-19 on Business Contracts
Notice: The Office of Business Contracts and Brand Protection (BCBP) is working to modify existing templates for use during the COVID-19 pandemic (e.g., services, facilities access). This requires adding specific COVID-19 language and revising the termination and force majeure clauses.

If your department has sent out an approved template for signature, pre-COVID-19 , and it has come back signed, we will need to provide an addendum to the other party with those new terms before we sign.

If you need a current template reviewed, let us know immediately. Finally, please be patient as the turnaround times have increased significantly for any agreement that requires legal and/or risk review. 

We can be reached at bcmshelp@berkeley.edu for assistance with your business contracts.
Suppliers and Insurance Price Increase
Effective 07/01/2020
The University of California requires that all suppliers and service providers have insurance and name the Regents of the University of California as additionally insured on those policies. 

As a courtesy to small business suppliers, the University has maintained a relationship with Mercer to provide low-cost insurance to suppliers. After more than five years of price stability, Mercer had to increase the cost for an annual policy to from $500 to $750 this year.

REMINDER: Suppliers who currently do not have insurance may be able to purchase insurance coverage through Campus Connexions: 

The insurance policy is good for one year for all work the Supplier does with the University. At the department's discretion, it can add some or all of the insurance cost to the total value of the contract/purchase order. 
New Systemwide Non-IT Temporary Labor Agreements
UC Procurement has secured 12 new agreements to provide Non-IT Temporary Labor:
  • Howroyd Wright Personnel Services (AppleOne, All-in-One, and a few other Brands)
  • Manpower Group
  • Randstad Professionals US LP
  • Ronin Staffing
  • Tempositions
  • Temp Staffing Partners
  • 22nd Century Technologies, Inc.
  • Diskriter, Inc.
  • SoftHQ, Inc.
  • LanceSoft
  • e-Solutions Inc. (Vidhwan Inc.)
  • Expert Staffing West


Labor categories include:  Administrative/Clerical; Accounting/Finance; Light Industrial; Skilled Labor; Food Service; Lab Support; Media Services
 
Agreements became effective:  January 1, 2020 and are set up for a 5-year initial term through December 31, 2024.
 
Agreements include:  updated Terms & Conditions that cover ‘Contracting Out for Covered Services’ to comply with the Regents Policy 5402 & AFSCME Article 5. Also, these Agreements include a ‘No Conversion Fee’ clause allowing UC to convert temporary staff to a direct hire at any time during the assignment at no additional cost.
 
22 nd  Century Technology, Ronin Staffing, SoftHQ have partnered with  Omnia Partners  to extend the agreement as part of a national program.
Stay Informed
Please stay informed with Return to Campus news at:  https://coronavirus.berkeley.edu/


More information for COVID-19 related Supply Chain operations can be found at:  https://supplychain.berkeley.edu/supply-chain-responses-covid-19  

IMPORTANT: Any Suppliers and Contractors who are going on campus must fill out the University's Daily Symptom Screener (located on the SCM COVID-19 page ) prior to arrival. They will receive an email to certify that they are now able to go on campus and will need to show campus security this email upon their arrival.
Helpful Hints
Order Status

If you need assistance with determining the status of your order in BearBuy, visit the  How to Find the Status of Your Order  page on the SCM website

Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
Expediting an Order

If an order warrants expedited handling, please change the priority on the requisition to "Urgent". If you have already submitted the requisition, please  contact your assigned Buyer  via email and be sure to include the requisition number.
Who is My Department's Assigned Buyer?

If you are unsure of how to start your purchasing transaction, contact your Buyer for assistance by using your Org Node and Department Name to find your assigned Buyer located in this  matrix .
Splitting Chart of Accounts (COA) At Header Level Vs. Line Level

Splitting COA at the Header Level will apply the split to all lines on the PO. 

Splitting COA by Line Level allows you to customize COA percentage allocated to that specific line. BEST PRACTICE for Subaward: Put line 1 COA at the header and then edit each line with their own unique COA. 

For any questions on how to split a COA, please contact your regional group:  https://regionalservices.berkeley.edu/home .
SCM Service Level Turnaround Times

Urgent requests will be handled on a first-in-first-out basis. Standard turnaround time (Service Level Agreements) for purchase and contract types are available on our  Service Level web page

Please be aware that contract negotiations with suppliers may cause delays.
Ship To Address vs Final Destination

A Ship To Address is the address that is sent to the supplier. When the supplier is delivering items, they will deliver to the ship to address (which is also visible on the PO they receive).

A Final Destination code is an address only associated to UC Berkeley. Final destination code are used when departments have a central receiving location. The ship to address is the central receiving facility. When the packages are received, the department central receiver looks the PO up in BearBuy and looks for the final destination code. The final destination code is then the office/room number of where shopper needs the items. Final destination codes are never sent to the supplier and are NOT reflected anywhere on the PO.  
BearBuy Resources
Below are links to the BearBuy homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBuy related issues.  
Whether you are an experienced or a new BearBuy shopper, it is always best practice to attend an in person training session with a designated BearBuy trainer. If you are interested in attending a BearBuy “Basics for Shoppers Training”, please click the training courses link above to sign up for our next class. We look forward to your attendance and being of assistance to better serve you!