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Procurement �Services

September 25, 2026

Procurement Learning Series

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� September 25, 2026

Procurement Services Vision

How UCR is building a more strategic and coordinated procurement model

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WHAT THE STRATEGY MEANS FOR DEPARTMENTS

Start with existing options

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UCR and UC agreements may already meet the need.

Share common needs

Engage early

Use professional support

Similar demand across departments can strengthen UCR’s position.

More time allows Procurement to compare options and build a sourcing strategy.

Professional buyers handle competition, negotiation, and contract terms.

Department buyers provide the information and timing that make this strategy possible.

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UCR Supplier & Contract Strategy

A practical path from business need to supplier and contract

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� Procurement Process Improvement Series September 25, 2026

SUPPLIER SOURCING STRATEGY

Start with existing agreements and expand the search only when needed.

Use an existing contracted supplier when it meets the need.

Search enabled catalogs and approved marketplaces.

Procurement confirms whether an existing cooperative contract offers value.

Procurement may seek quotes, test the market, or conduct an RFP.

Use when existing options do not meet the need. Engage Procurement early.

For purchases $0–$250K �Small Business First is an approved channel that�supports small businesses �and may offer a faster path �without formal competition.

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CONTRACTING STRATEGY

A contract creates value by defining what UCR receives and protecting the University if expectations are not met. A strong contract starts before a supplier commitment is made.

Protection�Terms for risk, data, insurance, termination, and remedies.

Scope�Defined deliverables, responsibilities, and acceptance criteria.

Price�Clear pricing, rates, discounts, escalation limits, and total cost.

Performance�Service levels, reporting, support, and accountability.

Strategic Sourcing�Combines needs across departments to strengthen purchasing power and negotiate better pricing and terms.

Pipeline Development�Identifies upcoming needs early so Procurement can plan ahead, connect shared opportunities, and determine the right sourcing approach.

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DEPARTMENT BUYER ACTIONS

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These actions give Procurement the information and time needed to build a stronger strategy.

  • Define the Need�Outcome, timeline, requirements
  • Gather Information�Capabilities, availability, standard pricing.
  • Connect the Dots�Current use, supplier history, other UCR departments.
  • Preserve Options �Gather information, but do not commit to a supplier, price, or contract before Procurement reviews the available options.

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Department buyers bring business context. Professional buyers lead the sourcing and contract strategy.

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BEST PRACTICES FOR SUPPLIER CONVERSATIONS

  • Explain your department’s need, timing, and business purpose.
  • Ask about the supplier’s offerings, availability, and standard pricing.
  • Share relevant experience and whether similar needs exist across UCR or UC.
  • Request a quote before sharing your budget.
  • Do not promise business or agree to pricing, contract length, renewals, or other terms.
  • Do not sign anything. Consult Procurement as needed.

Useful Phrase: “I’m gathering information to understand our options. Procurement will advise us on the appropriate next steps.”

Pause, avoid making a commitment, gather the facts, and involve Procurement Services.

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PROFESSIONAL BUYERS ARE THE EXPERTS

Consider engaging Procurement Services to help you when the purchase involves:

Remember: Early buyer engagement is a negotiating tool. Involving professional buyers early gives them time to compare pricing, coordinate needs, create competition, and negotiate stronger terms.

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Community of Practice Poll

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PROCUREMENT COMMUNITY OF PRACTICE

THIS IS FOR YOU

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Would you participate?

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PROCUREMENT COMMUNITY OF PRACTICE

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Have any other ideas to share?

What would make it most useful to you?

  • Peer Examples and Problem-Solving - Discuss real procurement challenges and learn how other departments handled similar situations.
  • Shared Tools and Templates - Exchange checklists, sample documents, evaluation tools, and other practical resources.
  • Supplier Experiences and Spotlights - Share supplier experiences and invite supplier representatives for demonstrations, updates, or Q&A.
  • Department Practices and System Tips - Learn how departments manage purchasing and exchange tips for Oracle, Concur, and other systems.

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QUESTIONS?

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The be!

QUESTIONS?