Business Forms
    Advanced Power and Energy Program

    How to Submit Your Purchase Requests for:


    Our goal = Minimize your process + Meet contract/grant/accounting requirements + Comply with UC purchasing policies

    ROUTING FOR APPROVALS = YOU (REQUESTOR) --> PI/Supervisor --> PLK --> MKM
    (i.e. the requestor emails the PI/Supervisor who forwards the email to PLK and PLK forwards the email to MKM who completes the purchase)

    How to submit an order request

     

    1.      Start an email

     

    2.      Enter this specific email subject line format:

    a.      "Date - Vendor name - Your initials"

                                                                                      i.     Example: "11/30/21 - Airgas — MKM"

     

    3.      Copy and paste the info table into your email

     

    1.      Vendor name:

    2.      Vendor website or contact name and #/  email address:

    3.      Total estimated cost:

    4.      Justification/purpose for need on project:

    5.      Account to be charged:

     

    6.      Should this be shipped to a location other  than ELF?

    a.      If yes, provide building name and room number

     

    7.      Is this a freight truck delivery?
     Large crated shipments are usually delivered via freight truck, also some companies use their own truck to delivery (e.g. Irvine Pipe and Supply; Walters Electric; Wholesale). Non-freight truck deliveries are UPS / FedEx / USPS / DHL / Amazon.;

    a.      If yes, provide contact name and cell phone number of the person overseeing delivery

    8.      Is this new equipment?

    9.      Is this a new equipment fabrication?

    10.   Does this add value? If yes, provide asset  number (note that PIs retain their asset  numbers; purchasing does not).

     

    4.      Complete as much of the info table as you (requestor) can, PI/Supervisor will complete the rest.

    a.      Please note that fields 1-5 are MANDATORY

    b.      If fields 6-10 are left blank, we will assume they are N/A, or the answer is "no"

     

    5.      Include required backup documentation (quote). Acceptable forms of backup documentation include:

    a.      Screenshot of shopping cart showing items, quantity, price (please also include links to each product when links are available)

                                                                                      i.     Example of a shopping cart screenshot below (make sure we can clearly see the items, quantities, subtotal)

    b.      Official vendor quotes (as an attachment or screenshot paste into email)

                                                                                      i.     If you use an official quote as an attachment to the email, you must include the quotation number and quote date in the body of your email. For example, "Please reference attached quote #Q21613, dated 26 July 2020.

    c.      Email from supplier stating the price of requested items

     



    A picture containing table Description automatically generated

     

     

     

    6.      Email to your PI/Supervisor (send your purchase request to your PI/Supervisor only, please do not copy the whole purchasing team)

    a.      If you are the PI/Supervisor, email directly to Patti



    Receiving Your Order

      • The purchasing team will email you (the requestor) when your order is ready to be picked up. Once you receive that email, you can pick up the order at any time. It will be in Room 114 on the shelves.

     

      • If you have not received an email from the purchasing team, please do not take the package because it needs to be processed before you pick it up.

     

      • If you are the person in charge of accepting a freight truck order:
        • Make sure you keep a copy of the packing slip copy for your records
        • Give the original packing slip to a staff member in Room 131 - or - slip it under the door of Room 221 - or - take a photo of the packing slip and email it to MKM

     

    Please note:

    • All APEP purchases must be processed in accordance with UC policy BUS-43

    • In general, purchases of items less than $5,000 total (including shipping and tax) can be done with on a palcard (University credit card). However, orders that are over $5,000 total are considered by Campus to be "High Value" and will need to be processed on a PO. This means the processing time will be longer because it must route through more levels of approval via KFS

    • Examples of some other requests that may take longer to process include (but are not limited to):

      1. Software-related items — SWL and/or Central Purchasing may need to review and approve. More information here

      2. If a vendor needs to come onto campus to repair equipment, it will need to be processed on a PO (no matter the dollar amount)

      3. Anytime a vendor is asking us to sign an agreement (no matter the dollar amount) — the agreement will need to be reviewed by Central Purchasing


    For Purchases that are $10K+


    For Federally-funded purchases ≥ $10,000 and non-Federally-funded purchases ≥ $100,000
    A Source Selection and Price Reasonableness Justification Form must be completed - PDF here

    Small Business First Program applies to purchases of $10,000 to $250,000
    As of March 1, 2021, all non-construction UC contracts and procurements between $10,000 to $250,000 that cannot be procured via an existing strategically-sourced agreement must be awarded to a SB/MB or DVBE, wherever practicable.

    1. This process requires one (1) quote for annual purchases below $100,000 and two (2) quotes for annual purchases above $100,000 and under $250,000, with some waivers and exemptions allowed

    2. Therefore, you will need to attach proof of SBE certification (if available), seek a waiver if the Supplier is not properly certified, or check with the Strategic Initiatives Team to see if an exemption may apply (smallbusiness@uci.edu)

    3. If submitting a waiver, the Small Business First Waiver (DocuSign PowerForm) must be approved by Procurement Services prior to making a purchase or establishing a contract with a company that is not a SB/MB/DVBE. Please review the read only version of this Waiver Form for further instructions

    4. For more information about the policy, please refer to the Procurement website here