November 18, 2019
Supply Chain Management News
November 2019
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
 
  • Winter Break Schedule 2019
  • Use of Existing Agreements
  • New Discounts Added to Amazon Web Services Agreement
  • The Repair for ReUSE Clinic is Open Again!
  • A Message from CalUSupport

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
Winter Break Schedule 2019
SCM will have reduced staffing from December 20, 2019 through January 3, 2020 for the winter break.
   
  • The BearBuy system will remain up and available to campus users during this period.

  •  Turnaround time will be slower than published Service Levels due to limited staff availability. We strongly advise that departments submit purchase requests for services and high value orders (over $10,000) no later than December 2nd if the goods or services are needed between December 20th and January 3rd.  

  • Emergency acquisitions and automatic approvals (such as catalog orders under $5,000.00) will continue to be processed over the curtailment period of December 24th through January 1st. If you have an emergency during this time, please email your assigned buyer and copy supplychain@berkeley.edu with the subject line "Emergency Acquisition" and be sure to include a description of the business need. A buyer will contact you as soon as possible during regular business hours. Please Note: Emergencies are defined as purchases necessary to protect the life-safety of the campus community or required to maintain research and business continuity. 

  • Report any service issues or unscheduled down time to bearbuyhelp@berkeley.edu.
Use of Existing Agreements
The benefits of leveraging agreements may include, but are not limited to the following:
  • Faster Ordering - Orders under $100,000 skip Buyer Approval
  • Cost Savings
  • Negotiated Terms and Conditions
  • Reduced Risk to the University

When a department is not using a BearBuy catalog or a pre-negotiated existing Agreement with a Supplier, competitive solicitations may be required. Competitive solicitations (RFx) can be characterized as either “informal” or “formal.”

To find out more, please visit the SCM Benefits of Existing Agreement website.

A UCOP Source Selection & Price Reasonableness (SSPR) Justification Form must be completed by the requesting department to substantiate the appropriateness of a bid exemption request for all Federally Funded purchases ≥$10,000 and Non-Federally Funded purchases ≥$100,000 for federal and state audits. Possible bid exemption scenarios can be found on the SCM RFx Competitive Bidding website.


For a complete guide, please click on the table below:
New Discounts Added to Amazon Web Services Agreement
A new discount pricing to the existing UC-wide Amazon Web Services (AWS) Agreement #UCOP-19, has been added as an addendum reflecting the successful ongoing partnership between the UC IT Community and UC Procurement.

Benefits include:

  • 11% discount on the AWS cloud infrastructure as a service (IaaS) suite of products
  • 3-year discount term, effective 10/01/2019
  • At least $550,000 annually in projected financial benefit UC-wide
  • Available to all UC locations

To get these discounts, you must link your AWS account to one of the UC's 25 designated Eligible Payer Accounts . Please contact UC Berkeley's AWS Coordinator at bcloud@berkeley.edu to link yours.

For more information on AWS at UC Berkeley , please see the Examples of IaaS on Campus - AWS section on the University's Cloud Services website .
The Repair for ReUSE Clinic is Open Again!
Help reduce textile waste on campus! The Repair for Reuse Clinic is a FREE clothing repair service for UC Berkeley students, faculty, and staff. Drop off clothing with torn seams, holes, broken zippers, or missing buttons, and we'll get them fixed!

The Repair Clinic is located in the ReUSE store on the first floor of MLK and is open during ReUSE’s general hours. For further questions, the Repair Clinic can be contacted at repair@reuse.berkeley.edu

A Message from CalUSupport
Please note that the CalUSupport offices will be closed Tuesday, December 24, 2018 through Wednesday, January 1, 2020 . During this time, the CalUSupport help desk will not be in operation.

If you anticipate any support needed at year end, please plan accordingly and contact CalUSupport in advance of their closure. The office will reopen on Thursday, January 2, 2020.

Wishing you all the warmest of holiday cheers!
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 .
Supplier Onboarding

If you are curious to know how long it will take to process a new or previously submitted request, please visit the  Vendoring Overview web page .
 
For a refresher on how to request a new supplier/vendor record, visit the Supply Chain Vendoring's  How To Page  for instructions on requesting new supplier records, updates, or reactivation of vendor records. 

Please keep in mind that incomplete requests such as missing department/supplier contact information or tax information will result in extended processing times.
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!