Procurement

Procure to Pay

plant desert
Buying Goods & Services

Buying Specific Goods & Services

This page provides guidance to support compliance and efficiencies in procurements at UC Riverside.  It highlights purchasing methods and policy for specific Goods and Services—such as Info Technology, Professional Services, Medical/Life Sciences and other specialized commodities—which may require additional reviews, approvals, competitive bidding, and use of UC Agreement suppliers, etc. 

The appropriate buyer should be contacted if you need further information.
  • Commodity Expert: Henry Gutierrez

    Promotional items and branded materials are subject to UC gift policy and UCR brand requirements. This guidance explains how to buy UCR-branded items the right way—so purchases are compliant and completed without rework.

    Step 1: Confirm Whether It’s a Gift

    Before you buy, confirm the recipient and the applicable policy:

    • Gifts apply to employees (BFB G-41) and non-employees (BFB G-42)
    • UCR-logo promotional items: ≤ $75 per person
    • If the value of the item is > $10, pause and review G-42. This could be for free handouts at events, marketing, etc.
    Step 2: Get Artwork/Logo Approval (Required)

    All UCR logos and branded artwork must be approved before ordering.

    • For college, school, and center logos, contact your marketing communication manager (Marketing/Creative Design representative).  
    • If your school/college or center does not have a marketing communications manager, please contact Denise Wolf at denise.wolf@ucr.edu. 

    Trademark compliance, Sustainability, Fair Labor Association (CLC) requirements, and Small Business First goals.

    Step 3: Choose Where to Buy

    UCR's Preferred UC Agreement Suppliers:

    Other UCR-branded shopping options

    Retirement gifts (UCR Staff Retirement Program)

    As part of the UCR Staff Retirement Program, retirement gifts may be purchased via PCard from approved agreement suppliers, including Corporate Traditions and MTM Recognition, in accordance with HR policy limits. Visit the program webpage for additional details and purchase thresholds.

    Step 4: Purchase Through Oracle (or Approved PCard Channels)
    • Purchase branded items through Oracle or approved PCard channels (as applicable)
    • Follow standard ordering procedures for issuing a PO and use the correct supplier record
    • Attach required documentation
    Important Supplier Note: No New Promotional Product Suppliers in Oracle

    No new promotional product suppliers will be added to Oracle at this time. If an agreement supplier cannot meet the business need, contact Procurement Services (Henry Gutierrez) to discuss the use of an exceptional supplier. Exceptional suppliers are not UC Agreement–awarded but have formally agreed to comply with UC Terms & Conditions (Article 6) and the UC Trademark Licensing Code of Conduct. When using these suppliers, departments are required to obtain competitive quotes:

    • More than one quote for purchases over $10,000
    • Three or more quotes for purchases over $50,000
    The “Perfect Purchase” Checklist

    Goal: Complete the purchase once—without rework, delays, or policy issues.

    • Confirm eligibility (G-41 vs G-42; dollar limit)
    • Obtain artwork/logo approval (Marketing Comm Manager or Denise Wolf)
    • Follow standard ordering procedures for issuing a PO and use the correct supplier Oracle Agreement.
    • Purchase in Oracle (correct supplier record + attach all required documentation). Orders may not be placed without the appropriate approval documentation.
  • Commodity Expert: Ana Cotton

    Purchase Order Guidelines

    • Only pre-approved bus charter companies may be contracted to provide services to UCR staff and students. Procurement Services maintains a list of all bus charter companies approved to provide service to the University.
    • Do not begin negotiations with bus charter companies not on this list without contacting Procurement Services first.
    • Call the contact person listed below to use any of the following companies.
    • Procurement has not negotiated prices with the vendors; you must negotiate prices on an order-by-order basis.
    • A purchase order must be issued when one of the following pre-approved Bus Charter companies is selected for a campus event.
    • If you want to add a new company to the list, contact Ana Cotton at x-23005 (ana.cotton@ucr.edu).
    SUPPLIER NAME
    CONTACT
    PHONE
    ADDRESS
    EXPIRES
    Alliance Bus Lines (School Buses) Rick Gregory 909-983-0443 1247 West Brooks Street, Ontario, CA 91762 9/25/2015
    Allure Sedan Service (Private Car) Cynthia Shelley 877-530-7783 7988 Henbane Street, Rancho Cucamonga, CA 91739 Expired
    Cardiff Limousine Karen Young 760-568-1403 75255 Sheryl Avenue, Palm Desert, CA 92211 7/10/2014
    Coach America (Long Beach) Claudia Gamboa 562-634-7969 3333 E. 69th Street, Long Beach, CA 90805 Expired
    Empire Transportation (School Buses) Leslie Braden 951-685-9582 3955 Hawk Drive, Riverside, CA 92509 10/6/2014
    Gold Coast Tours, Hot Dogger Tours Stacey Wilkerson 714-449-6888 105 Gemini Avenue, Brea, CA 92821 10/1/2014
    H&L Charter Co Jodi Merritt 909-466-3984 8801 Helms Avenue, Rancho Cucamonga, CA 91730 5/21/2016
    Inland Empire Stages Stacey Key 909-466-4191 9567 8th Street, Rancho Cucamonga, CA 91730 8/31/2015
    Larco Enterprises Bill Coats 626-688-2366 1032 E. Lemon Street, Monrovia, CA 91016 11/22/2014
    Lin Lines Lynn Ford 760-969-4230 1801 E. Tahquitz Canyon Way, #100 Palm Springs, CA 92262 6/3/2015
    Ryan’s Express Chris Sanchez 310-219-2960 13020 Yukon Avenue, Hawthorne, CA 90250 Expired
    Shalimar Tours Dennis Villard 909-923-1100 1621 E. Cedar St., Ontario, CA 91761 7/25/2015
    Southern CA Gray Line (Anaheim) Teresa Harshfield 714-507-1135 2001 S. Manchester Avenue, Anaheim, CA 92802 Expired