Procurement

Procure to Pay

Small Business First (SBF) – How to Make Purchases at UCR

Small Business First (SBF) is a UC-wide initiative that increases purchasing opportunities for certified Small Businesses (SBs) and Disabled Veteran Business Enterprises (DVBEs).  At UC Riverside, SBF applies to non-construction purchases between $10,000 and $250,000. When your purchase falls in this range, you are expected to use certified SB/DVBE suppliers whenever practicable.

1. Does Small Business First apply to my purchase?

SBF applies when:

  • The purchase is non-construction, and
  • The total value is $10,000 – $250,000, and
  • You are initiating or approving a purchase (requisition, contract, or informal procurement).

UC goal: Help the University reach 25% annual small business utilization for non-construction goods and services. 

2. What is a “Small Business First” supplier?

For SBF, a supplier must:

  • Be a certified small or diverse business, and
  • Meet UC Riverside’s business requirements and terms and conditions.

Accepted certification types

UC recognizes certifications issued by federal or state agencies and approved third-party certifiers, including:

  • Small Business (SB)
  • Disabled Veteran Business Enterprise (DVBE)
  • Small Disadvantaged Business (SDB)
  • Woman-Owned Small Business (WOSB)
  • Veteran-Owned Business
  • Minority-Owned Business (MBE)
  • LGBTQ-Owned Business
  • 8(a) Business Development
  • HUBZone Certified

How suppliers participate

To participate in SBF-related purchases, suppliers are expected to:

  • Register in SupplierOne (Supplier.io) so UCR buyers can find them
  • Register in CalUsource to participate in UC systemwide bidding opportunities
  • Accept UC’s Terms and Conditions of Purchase (or acceptable negotiated terms)
  • Upload current certification documents (with expiration dates) in the UCR Supplier/Payee Portal, if already certified

(You don’t need to manage supplier registrations yourself, but knowing this helps you understand which suppliers qualify.)

3. What do I need to do? – Purchasing thresholds

Use the guide below when planning your purchase.

$1 – $9,999

  • No bids are required.
  • Purchases are made at the buyer’s discretion.
  • Consider using certified small and diverse suppliers whenever possible, but SBF requirements do not formally apply at this level.

$10,000 – $100,000 – SBF applies

  • Minimum of one quote from a certified SB or DVBE.
  • Use a certified SB/DVBE whenever practicable.
  • Work with Procurement Services if you need help identifying certified suppliers.

$100,000 – $250,000 – SBF applies

  • Minimum of two quotes from certified SBs or DVBEs.
  • Ensure that both suppliers are appropriately certified for SBF.
  • Engage Procurement Services early for complex or specialized purchases.

Over $250,000

  • The amount is above the limits allowed by federal regulations for the SBF program.
  • The purchase may require a formal, competitively bid RFP or use of an existing competitively bid agreement.
  • Whenever possible, use existing UCOP, Omnia, or E&I competitively bid agreements to avoid a lengthy RFP process.
  • Work directly with Procurement Services for purchases at this level.

4. How to make an SBF purchase

For purchases between $10,000 and $250,000:

Confirm your total amount and scope.

  • Ensure the purchase is non-construction.
  • Estimate the full value (including options or renewals, if applicable).

Identify certified SB/DVBE suppliers.

  • Check with Procurement Services or the Small Business Administrator for help finding certified suppliers.
  • Use existing small business suppliers where appropriate.

Obtain the required number of quotes.

  • $10,000 – $100,000: get at least one quote from a certified SB or DVBE.
  • $100,000 – $250,000: get at least two quotes from certified SBs or DVBEs.

Document the quotes with your requisition.

  • Attach quotes in the procurement system.
  • Clearly note that this is an SBF purchase.

Submit your requisition.

  • Departments initiate the requisition and include all required documentation.
  • Procurement Services reviews for compliance with SBF and UC policies.

If no qualified SB/DVBE can meet the need, request a waiver.

  • See “Waivers” section below.

5. When do I need an SBF waiver?

You must request an SBF Waiver when a qualifying SB/DVBE cannot reasonably meet the business need. Common reasons include:

  • There are not enough qualified SB/DVBE suppliers (e.g., fewer than two for higher-value purchases).
  • The purchase has specialized or proprietary requirements that only a non-SBF supplier can meet.
  • Urgent operational needs make SBF use impracticable (e.g., emergency operational impacts).

Waiver requirements

  • All SBF waiver requests must be reviewed and approved by Procurement Services before award or purchase.
  • Departments must provide clear justification explaining:
    • The steps taken to identify SB/DVBE suppliers
    • Why SB/DVBE suppliers could not meet the need

Small Business First Waiver Form and instructions.

Need help or have questions?

For questions about SBF requirements, finding certified small or diverse suppliers, or submitting an SBF waiver request, contact:

Procurement Services – Small Business Administrator
Email: purchasing@ucr.edu