HOW TO: Buy

Purchasing methods vary, based on the types of goods or services you are purchasing, as well as the costs of the requested goods or services. The information below can help you get started.


NOTE: Hospital (Chart H) account purchases are processed through the UCDMC Purchasing Department and not through the methods described on this page.

Using The Purchasing Guide

1.  Review the list below to see what the preferred purchasing method is for the indicated product or service.

2.  If you have general questions on how to make a purchase, contact procure-help@ucdavis.edu for assistance.

For additional items that may not require a purchase order to be issued, visit the How Do I Pay for Different Commodities? page.

Purchase

Process

Most Goods The e-procurement catalogs in Aggie Enterprise should be your first stop for purchasing most goods; there is no ordering dollar limit when using the catalogs.  If the item is not available in one of the catalogs, a Procurement Card may be appropriate in some cases.
Accessibility Tools

 Complete a non-catalog Requisition in Aggie Enterprise:

  • Use Supplier Kurzweil and enter "UCOP Agreement 2021003141" in Attachments section.
  • Use Supplier Otter AI and enter "UCOP Agreement 2021003198" in Attachments section.
  • Literacy Tools: Use Supplier Charmtech Labs/Capti, and enter "UCOP Agreement 2021003142" in Attachments section.
  • Note Taking: Use Supplier Sonocent (Supplier #1042888-0) and enter "UCOP Agreement 2022003240" in Attachments section.
  • Screen Readers/Magnifiers: Use Supplier Access Ingenuity (Supplier #338174-0) and enter "UCOP Agreement 2021003188" in Attachments section.
Adobe Creative Cloud Enterprise (CCE) Create a non-catalog Requisition in Aggie Enterprise and Cite Dell agreement A71726.
Alcohol (Ethanol), Tax-Free These purchases should be made from the Central Storehouse catalog in Aggie Enterprise.
Alcoholic Beverages Alcoholic beverages may be purchased for entertainment events, following the appropriate entertainment payment processes.  For on-campus events, make sure that the necessary permit has been completed, and the appropriate funding source is being used.  No alcoholic beverages may be charged to state or federal funds per University of California Business & Finance Bulletin BUS-79.  
Animal Feed and Bedding Create a non-catalog Requisition in Aggie Enterprise citing Agreement A41677 (Newco) or UCDPA00000058 (Envigo).
Animals Access has to be set up by the Animal Care Business Unit before animal purchases can be made in Aggie Enterprise.
Autoclave and Cage Wash Maintenance Create a non-catalog Requisition in Aggie Enterprise citing Agreement UCDPA00000016 (Getinge).
Biorepository Services Contact strategicsourcing@ucdavis.edu to discuss possible options.
Bottled Water Service

Bottled Water Services agreements are available with Nestle Water (ReadyRefresh), agreement # A59946, and DS Services, agreement # A30757.  A non-catalog Requisition in Aggie Enterprise should be processed against the desired agreement.

NOTE: If you choose DS Services for your water needs, you can purchase cups in the Aggie Enterprise catalogs using our agreement with ODP Business Solutions.

Calibration and Certifications See Services below. See the Rainin page for instructions on requesting centrifuge calibration.
Capital Assets Capital Asset purchases require additional documentation and attachments and approval from the Equipment Management team.  Please note that many capital assets can be purchased from the e-procurement catalogs in Aggie Enterprise.
Charter Bus Service Use one of the existing agreements whenever possible.
Cloud Computing (Microsoft Azure) Contact iet-cloud-services@ucdavis.edu for assistance.
Consultant Agreements These types of agreements require additional documentation and approvals.
Controlled Substances

These purchases must be made on a non-catalog Requisition document in Aggie Enterprise.

DNA Sequencing and Oligo Synthesis

Multiple suppliers have oligos and primer synthesis options available.  Check the e-procurement catalogs in Aggie Enterprise for the desired items first.  IF the catalogs don't have the needed items, create a non-catalog Requisition, citing one of the following agreements:

  • Bioneer (Agreement UCDPA00000065)
  • Eurofins Genomics (Agreement UCDPA00000048)
  • Illumina (Agreement UCDPA00000010)
  • Integrated DNA (Agreement UCDPA00000060)
  • Life Technologies (Agreement UCDPA00000032)
  • Qiagen (Agreement UCDPA00000013)
  • Takara Biotech (Agreement UCDPA00000064)

DNA equipment purchases require VRA review. If Risk Assessment is P3 or P4, forward assessment to strategicsourcing@ucdavis.edu.

Dry Ice The AggieSupply Scientific Store catalog in Aggie Enterprise should be used.
Duo Tokens Refer to the Information Technology website for purchasing instructions.
Email Marketing non-catalog Requisition in Aggie Enterprise citing Agreement A26856 (Constant Contact) should be completed.
Fiber Optics/Imaging/Light Sources non-catalog Requisition in Aggie Enterprise citing Agreement A42108 (Thorlabs) should be completed.
Flooring

non-catalog Requisition in Aggie Enterprise to one of the following suppliers should be completed, citing the applicable UCOP number in the Attachments section, for review and approval by Procurement & Contracting Services:

  • Bentley: UCOP #2020002146
  • Interface: UCOP #2020002145
  • Mannington: UCOP # 2020002148
  • Milliken: UCOP #2020002150
  • Mohawk: UCOP #2020002149  
  • Shaw: UCOP #2020002144
  • Tarkett: UCOP #2020002143
Food The business reason for the food drives the way it can be purchased.
Furniture

Review the informational page for available options.

Gas Cylinder Rentals and Servicing, including Liquid Nitrogen and Medical Oxygen

Review the informational page for available options:

  • Airgas UCDPA00000062
  • Matheson UCDPA00000056
Gift Cards Review the informational page for available options.
Home Supplies (Working from Home) Refer to the information page on expenses that are and are not reimbursable while working from home, or other remote locations.
Incubators/Refrigerators/Freezers non-catalog Requisition, to one of the following suppliers should be completed in Aggie Enterprise if the desired item(s) are not available in one of the e-procurement catalogs:
  • Bio-Rad (UCDPA00000076)
  • Eppendorf (UCDPA00000059)
  • Fisher (UCDPA00000063)
  • Neta Scientific (UCDPA00000068)
  • PHC (use VWR agreement UCDPA00000067)
  • Thomas Scientific (UCDPA00000069
  • VWR (UCDPA00000067)
Independent Contractors An Independent Contractor transaction is one in which the University is contracting with an individual, or a company owned and operated by an individual.   Additional documentation is required for these types of suppliers.
Infrastructure If using National Science Foundation (NSF) funds, be advised of the Build America, Buy America initiative for infrastructure purchases.
Laboratory Analysis (Off-Site) non-catalog Requisition in Aggie Enterprise can be created for off-site laboratory services, using an unrestricted Category Name, as long as the costs for the lab services are less than $5,000, and there are no required terms and conditions to sign. All other laboratory services require the use of a restricted Category Name requiring the review and approval of Procurement & Contracting Services.
Light Bulbs

The California Million LED Challenge Program can be used to purchase light bulbs for business and/or personal use.  Follow the instructions below:

  1. Go to the California Million Light Bulb Challenge website.
  2. You will need to create a user account to shop the website.
  3. You will then be able to view and/or select the light bulbs you wish to purchase and add them to the online shopping cart.
  4. When checking out your cart, a credit card is the only allowable payment method. We recommend that you use a UC Davis Procurement Card to complete the purchase.

The program also allows UC Davis faculty, staff, students, affiliates, and alumni to purchase bulbs for personal use. Personal purchases can be made using the same steps listed above. University funds are not to be used for personal purchases; you will be required to use your own personal credit card for any personal purchases.

Linen Services non-catalog Requisition in Aggie Enterprise should be completed, citing the Aramark agreement (A28548).
Loans from Outside Agencies A loan from an outside supplier is one where an item is being given to the university for a set period of time, where there is no money being exchanged in the transaction.
Microscopes
Microsoft Products non-catalog Requisition in Aggie Enterprise is to be completed, citing Dell agreement A71726.
Molecular and Cell Biology The Qiagen catalog includes Molecular and Cell Biology items and is available in Aggie Enterprise.  If the item cannot be located, cite agreement UCDPA00000013 on a non-catalog Requisition in Aggie Enterprise.
National Science Foundation (NSF) Award/Funds If using National Science Foundation (NSF) funds, be advised of the Build America, Buy America initiative for infrastructure purchases.
Networking Equipment non-catalog Requisition in Aggie Enterprise is to be completed, citing agreement A39146 for Dasher Technologies, Inc.
N95 Respirator Coverings and PPE (Personal Protective Equipment)

N95 respirator coverings are available in the e-procurement catalogs in Aggie Enterprise.  The respirators can be located by entering N95 in the Product Search field.   An appropriate fitting document and training is required. 

Paper for Reprographics Leased Printers Refer to the instructions for the correct account to enter on a non-catalog Requisition in Aggie Enterprise
Performance Agreements Departments can procure the services of performers by following the steps outlined in the referenced guide.
Phone and Video Conferencing

The Zoom campus-wide agreement should be used.  Most UC Davis Zoom accounts for campus use are available at ucdavis.zoom.us. If you only need an individual account, please see How to install the Zoom app.  If you need more than an individual account, please contact software@ucdavis.edu for assistance.

Some units at UC Davis have their own Zoom instance:

Pipette and Liquid Handling Services

Cite one of the following agreements on a non-catalog Requisition in Aggie Enterprise:

  • Eppendorf (UCDPA00000059)
  • Fisher (UCDPA00000063)
  • Neta (UCDPA00000068)
  • Rainin (UCDPA00000051)
  • Thomas Scientific (UCDPA00000069)
  • VWR (UCDPA00000067)
Pipette Calibration and Maintenance Services The Rainin e-procurement catalog in Aggie Enterprise can be used to schedule pipette calibration and maintenance services. 
Precursor Chemicals While not DEA controlled substances themselves, precursors are chemicals that can be used to manufacture a controlled substance.  There are specific procedures to be followed for these items.
Prescription Safety Glasses Review the instruction page for ordering prescription safety glasses.
Printers/Copiers/Printer and Copier Servicing

If purchasing a new departmental printer/copier, one of the following agreements should be cited on a non-catalog Requisition in Aggie Enterprise:

  • Canon: A56588
  • Ricoh: A57140
  • Xerox: A55721
Printing and Copier Services Repro Graphics provides campus printing and copier services, including printer/copier rentals and maintenance.
Radioactive Items A non-catalog Requisition in Aggie Enterprise should be used to procure radioactive items.
Rentals/Leases A lease or rental occurs when a vendor provides a good or service to the university for a specific period of time (start and end date) for a specific dollar amount
Repairs

NOTE: No repair is to take place until the Aggie Enterprise Requisition document has been fully approved, and the Purchase Order has been issued to the supplier.

Repairs require the creation of a non-catalog Requisition in Aggie Enterprise, along with the necessary supporting documentation indicating the type of repair being requested.  Ensure that your repair request does not conflict with the Covered Services policy. 

Other possibilities include the creation of a non-catalog Requisition in Aggie Enterprise citing one of the following agreements:

  • Technical Safety Services: UCDPA00000046
  • The Remi Group: UCDPA00000061

For ongoing repair or maintenance needs not on an existing UC contract, we recommend creating a Blanket Order request via the non-catalog Requisition document

Procurement Card: Can be used to pay for repairs only if against an existing university agreement.

Include all applicable required documentation and forms, including the Independent Contractor Information Form, if applicable, and insurance information, if the proposed repair is to occur on campus property.

Services

NOTE: No service is to take place until the Aggie Enterprise Requisition document has been fully approved, and the Purchase Order has been issued to the supplier.

Services require the creation of a non-catalog Requisition in Aggie Enterprise, along with the necessary supporting documentation indicating the type and length of service being requested.  Procurement & Contracting Services buyer review and approval is required.  UC Davis is committed to bringing in-house all covered services. As such, contracts that include covered services will only be allowed sparingly.

For ongoing repair or maintenance needs, we recommend creating a Blanket Order request via the Aggie Enterprise Requisition document. 

Service Awards The Central Storehouse e-procurement catalog in Aggie Enterprise should be used to purchase UC Davis service awards.
Shipping AggieShip is the preferred method for outbound shipments from UC Davis.
Software and Cloud-Based Services

Software purchases require a university agreement to be in place before procurement can take place, with the specific agreement cited on a non-catalog Requisition in Aggie Enterprise.

Sole Source Requests sole source justification is appropriate if only one supplier can provide a needed product or service.  This should be a rare occurrence.
Temporary Labor (Non-IT)

Before contracting for temporary labor services, in-house labor services should be explored first, to ensure that the need cannot be met with in-house servicesOutside services are allowed only if in-house services are not available. A non-catalog Requisition in Aggie Enterprise should be created to one of the following suppliers, citing the agreement # if listed.

  • Howroyd Wright Personnel Services (including AppleOne, All-in-One)
  • Manpower Group (agreement A51870)
  • Ronin Staffing (agreement A63085 )
  • Tempositions
  • Temp Staffing Partners
  • 22nd Century Technologies, Inc.
  • Diskriter, Inc.
  • SoftHQ, Inc.
  • LanceSoft
  • e-Solutions Inc. (Vidhwan Inc.)
  • Expert Staffing West
Uniform Rentals/Services and Purchases
  • Uniform rentals, purchases, and related services are to be processed on a non-catalog Requisition in Aggie Enterprise, citing the Aramark purchase agreement A28548.
Used Equipment and Supplies AggieSurplus is your campus resource for purchasing used items.
Veterinary Drugs Ordering prescription drugs requires a department account with the supplier before a non-catalog Requisition in Aggie Enterprise can be created.  A department account is not allowed for ordering Controlled Substances. Drugs used on live animals must be pharmaceutical grade.

NOTE: Payment for e-procurement catalog orders in Aggie Enterprise occurs automatically after the order has been shipped/invoiced by the supplier; no action is needed by the department. Payment for Procurement Card purchases happens automatically, but reconciliation is required in AggieExpense.  Payment for purchases made on Aggie Enterprise Purchase Orders is processed centrally by the Accounts Payable team.