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For Suppliers

Doing Business with UC Davis

Fraudulent Email Warning: May 2019: Fraudulent emails purporting to be from UC Davis are on the increase. These messages may ask for price quotes or other information; they often include typos and misspellings as well.  Please review this important information.  If in doubt regarding the "legitimacy" of a message, please contact Procurement & Contracting Services at (530) 752-0370.

UC Davis Procurement & Contracting Services promotes diversity and equal opportunity in its daily business by supporting small, woman-owned, veteran, and disadvantaged business enterprises. Visit the University of California Supplier Diversity website for more information about supplier diversity, including information on the University of California Small & Diverse Business Advisory Council, frequently asked questions, and the UC Small Business Utilization Report.

Register as a UC Supplier!  We recommend that you register as University of California supplier, if you have not already done so. Visit the CalUSource website and click on the link to register as a UC Supplier.

IRS Tax Form 1099 Adjustments: If you are a supplier with questions/issues regarding an IRS 1099 form, please contact UC Davis Tax Reporting & Compliance at afs-trcmail@ucdavis.edu or 530-754-1829.

Please note: An active e-mail scam involves purchase orders and requests for quotes that purport to originate from UC Davis, but are in fact fraudulent.  More information on ways to spot potentially fraudulent requests and how to report them is available here.


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.

  1. Purchase Orders
  2. Procurement Card (P-Card)
  3. AggieBuy
  4. Fostering a Good Supplier-Buyer Relationship
  5. Making Campus Deliveries

Purchase Orders

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:

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
  • Quantities
  • 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 on the CalUSource website, 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.


Procurement Card

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

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.

Making Campus Deliveries

In order to access the UC Davis center campus core for deliveries, an appropriate Central Campus permit must be secured through the UC Davis Transportation and Parking Services (TAPS) department and displayed on the delivery vehicle.  The center core of UC Davis includes those area(s) controlled-access via gates/staffed kiosks.  More information is available on the UC Davis TAPS website

For most vendors (with the exception of delivery companies/couriers), a Vendor permit AND a Central Campus permit are required, unless deliveries can be made within a 30-minute window a courtesy permit would allow them.  The courtesy permits are available at the West Gate Kiosk, located on Hutchison Drive near the west entrance to the central campus.

Third-party carriers who make short term deliveries with marked company vehicles, such as UPS, DHL, and FedEx, are not required to purchase a Vendor permit AND a Central Campus permit if they park in areas appropriate for loading/unloading while making a delivery.  A courtesy permit is still required, and can be acquired at the West Gate Kiosk, located on Hutchison Drive near the west entrance to the central campus.

The policies are in place to ensure the safety of the university students and employees, as well as allow for necessary access for deliveries. Failure to follow policy can result in parking fines. More information is on the UC Davis Transportation and Parking Services website.  Questions can be directed to the TAPS office at (530) 752-8277 or by using the contact form at https://taps.ucdavis.edu/about/contact.