To Suppliers

Basics for Suppliers

Suppliers wishing to do business with UC Berkeley are encouraged to market their goods and services to departments throughout the campus. Since our campus is decentralized, each department is responsible for initiating purchases for their specific needs.  Check out the Supply Chain Management Doing Business with UC Berkeley web page, which provides a quick overview of how to prepare your business for conducting business with the University of California, Berkeley.

For more information on compliance with University of California policies, see the "How to Do Business with the University" guide and the Compliance Services Doing Business withi UC Berkeley webpage.. 

In the event that a department does want to purchase goods and/or services from a particular supplier, that supplier must complete a UC Berkeley Substitute W-9 & Vendor Information Form. The information is then entered into the UC Berkeley financial system, so that a purchase order can be created and payment can be made to the supplier.

In order to do business with the University, each supplier must: 

Transaction Methods

The generally accepted transaction methods at the University are either through issuance of a Purchase Order (PO) in the e-Procurement system called BearBuy or bluCard (or other University cards).  When a P.O. is used, the supplier should be aware of it as the ordering mechanism prior to shipping or invoicing, and the P.O. number must be referenced on all invoices.  Campus Buyers can help you with questions about transactions.

Insurance Requirements

UC requires that suppliers carry insurance as part of doing business. Your insurance carrier should be apprised of the requirement to provide us with a Certificate of Insurance, and of the following: 

Invoicing Requirements

Invoices should be submitted directly to the Disbursements Office. Sending invoices to campus departments will delay the payment as it adds additional steps to the payment process. UC Berkeley Controller’s Office Disbursements accepts invoices via e-mail, postal mail and courier delivery.  For more information, please see the the Helpful Hints for Our Vendors webpage on the Disbursements website.

To Small and Diverse Business Suppliers

The University encourages its departments to engage in purchasing and contract activities which incorporate equal opportunities for small  and diverse businesses. The Supplier Diversity Program Manager’s role is to advocate on behalf of small and diverse businesses wishing to develop relationships and contract opportunities with the UC Berkeley campus. For more information on the Coordinator’s role, refer to the Supplier Diversity Program homepage.

Small Business and/or Minority Certification for Federal Contracts/subcontracts and epa grants

Project teams with federal contracts exceeding $650,000 effective 10/1/10 must work with the Supplier Diversity Program Manager to create a Small Business Subcontracting Plan which, once approved by the awarding federal agency, becomes part of the contractual obligations of the team.  Whenever the project team wishes to purchase materials and supplies, inventorial equipment or travel services from a small business that business must be certified or registered on the System for Award Management (SAM).

The types of small businesses that can be used for such purchases include woman-owned small businesses (WOSB), small disadvantaged (SDB), emerging small businesses 8(a), small disadvantaged businesses, historically undeutilized small businesses (HUB Zone), veteran-owned (VOSB), service disabled veteran-owned (SDVOSB), 

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