Doing Business with UC Davis
How Purchases are Made by UC Davis
UC Davis Procurement & Contracting Services provides centralized purchasing services to the campus with limited delegation of purchasing authority extended to campus departments.
Suppliers shall not make sales to the university without a purchase order. UC Davis Procurement & Contracting Services (Procurement and Business & Revenue Contracts) is the only office with legal authority to execute purchases that exceed delegation transaction thresholds. Purchase orders are issued for officially authorized purchases under compliance with the State of California Public Contract Code and The Regents of the University of California Business and Finance Bulletin 43, which governs procurement for the University of California.
In addition to Procurement & Contracting Services, several other UC Davis offices regularly handle contracts depending on the subject matter:
- Office of Research-Sponsored Programs
- Office of Research-Innovation Access
- Real Estate Services
- Health System Contracts
- Design & Construction Management
- Facilities Management
UC Davis is generally not exempt from California state sales or use tax.
UC Davis purchase orders include a delivery address and a billing address to which invoices should be submitted. Invoices should be submitted at or after the time goods or services are delivered and should include:
- The UC Davis purchase order number
- A complete description of goods or services furnished
- Unit prices
- Total price
- The payment terms
Invoices should clearly indicate where payments are to be sent. Incomplete invoices may result in a delay of payment.
Purchases of an estimated value of $50,000 or more - (or those below $50,000 which are conducive to competition) Formal solicitations are prepared and issued by UC Davis Procurement & Contracting Services. The solicitations are provided to potential bidders and are posted in the UC Supplier Registration and Sourcing System, along with other UC bidding opportunities. Suppliers are required to register in that system if they wish to submit a proposal on any open RFx. Awards are made to the responsive, responsible bidder with the lowest overall cost to the university.
For purchases less than $5,000, campus departments may use an official campus Procurement Card (limit $4,999 per transaction). Campus departments may exceed the delegated transaction threshold in limited instances when an order is placed against a campus agreement that permits higher transaction limits.
AggieBuy is the e-procurement system at UC Davis and it features a number of suppliers that provide office, computer, laboratory, health, janitorial and maintenance/repair products.
Fostering Good Supplier-Buyer Relationships
There are several things suppliers can do to ensure a good working relationship with UC Davis:
- Keep us supplied with latest catalogs and price lists in electronic format
- Keep us informed of situations that may delay order fulfillment (e.g., back order situations, plant closures, impending shortages or strikes)
- Do not offer gifts or gratuities that may influence or affect university purchasing decisions. Incentives should take the form of quality or price considerations
- Inform us if specifications for a product can be improved to provide better quality, longer life and/or reduce its cost
- Follow through on orders to ensure delivery as promised
- Promptly provide us with an accurate certificate of insurance and proof of workers’ compensation whenever requested. In most cases, The Regents of the University of California will need to be included as additional insured with regard to general and auto liability. Be prepared to work with your insurance broker to obtain this information.